Job Title: Executive Assistant to Supply Chain
Location: Dubai, UAE
WL:1S2
Your Role:
This is a pivotal role in the Supply Chain team supporting 5 Directors. This role requires interaction with a wide range of people, across the Supply Chaim and Unilever and externally with customers and agencies. The role requires skill at managing the diaries of the team, leading the team calendar and events schedule, the ability to interact confidently with senior leadership and manage the demands of a diverse team. The individual will have the ability to use judgement to make decisions and optimize the efficiency and effectiveness of the team.
Key responsibilities include the following:
Personal assistant responsibilities – all calendar management for the Directors including travel booking, visa applications, expenses, and cost management.
Diary management – assessing competing priorities and anticipating requirements.
Team travel bookings including itinerary organisation, flights, hotels, car hire and taxi bookings.
Managing of event budgets.
Pro-actively tackling issues related to administrative processes to ensure speed and efficiency, ensuring files and records are organised and maintained.
Global meeting and video presence room bookings.
Commercial invoice creation and customs clearance documentation, raising of purchase orders and SAP goods receipting.
New starter induction plans and training.
Organising of team events, meetings, and key workshops – besides scheduling and the logistics, also the preparation of materials and location.
Strong rapport with staff including reception, security and catering.
Skills and Experience:
This role requires proven strong experience as a Personal Assistant and experience working in a corporate environment and regional/global organization. It requires discretion and confidentiality, and you need to be comfortable working in an entrepreneurial environment which moves at pace.
Critically, the jobholder must be well organized, able to prioritize tasks of high complexity and be able to build relationships with an international network and key stakeholders across different levels internally and externally.
Excellent English written and oral communication skills are important, plus experience in managing office processes and where necessary, developing new approaches to meeting changing needs.
The incumbent must be comfortable working in an agile virtual environment, embracing new ways of working and using knowledge of the technologies available to proactively support the needs of the team.
Candidates should have a high degree of maturity, self-confidence and have strong interpersonal skills.
Solid IT skills are required, particularly Word, Excel and PowerPoint. Accuracy, speed, proactivity, and an ability to ‘get things done’ are vital.
Who we are looking for:
Initiative – Comfortable using your own initiative.
Influencing – comfortable to influence others to proactively manage the best outcome for the business.
Bias for action, & speed to get things done.
Confidence to take decisions, exercise autonomy.
A strong sense of ownership and accountability.
Organizationally strong.
Ability to be discrete & manage confidential information.
High level of resilience and problem solving.
Ability to bring people together / be in a team environment.
You love to win and have fun doing it.
Ability to perform under pressure & have fun whilst doing it.
Transparency & openness.
Unilever is an organisation committed to equity, inclusion and diversity to drive our business results and create a better future, every day, for our diverse employees, global consumers, partners, and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. At Unilever we are interested in every individual bringing their ‘Whole Self’ to work and this includes you! Thus if you require any support or access requirements, we encourage you to advise us at the time of your application so that we can support you through your recruitment journey.
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