MANAGEMENT ASSISTANT Global Foods Innovation Centre
MAIN JOB PURPOSE:
We are currently recruiting for Management Assistants for the Global Foods Innovation Center in Wageningen to provide pro-active and high-level assistance in a busy and demanding environment ensuring a consistent high level of service.
The role requires an individual who is a self-starter and can interact regularly with an international network both internally and externally. The jobholder must be capable of managing his/her own time effectively, and the diaries/agendas of others. The jobholder must also be capable to support part of the wider operations team as needed.
The role location is Wageningen.
Providing full support including diary, travel & meeting management across all time zones, travel planning, processing expenses, meeting agenda management, visitor and event management.
Organizing meetings & workshops locally & abroad including booking meeting rooms, venue sourcing, defining the program, arranging evening / team activities and logistics and ensuring technical set-up runs smoothly (Telepresence, Skype for Business, BT Webex, etc).
Managing a global network of internal & external stakeholders, point of reference for local teams & agency partners.
Screening, redirecting and responding to mail as appropriate, and typing general correspondence emails and reports.
Maintaining email distribution lists, contacts database and Org charts for the Global community. Using OneDrive to share team documents.
Raising, tracking and closing of Purchase Orders for the team, liaising with procurement & suppliers to ensure prompt payment.
Pro-actively tackling issues related to administrative processes to ensure speed and efficiency.
Responding to queries and requests for information from the global team, regional stakeholders, and within the category team on an ad hoc basis.
Digital operational - working with excel, making data compilation & visualization, if possible, pivot tables (for different areas – Finance/Power Bi, Arriba, Patents)
Communication to teams (e.g. forwarding emails, sharepoints, newsletters, chatter, collection of information, etc)
Processing expenses and invoices using relevant systems.
The role prefers proven experience as a Management Assistant or top level secretary and preferably experience working in a regional or global organisation.
Excellent written and oral communication skills, plus experience in managing office processes and where necessary, developing new approaches to meeting changing needs.
Critically, the jobholder must be well organized, able to prioritise tasks of high complexity and have the ability to build relationships with an international network and key stakeholders across different levels in and out of the organisation.
You must be trustworthy and sensitive when exposed to confidential information.
English (speaking and writing) – any additional language is welcomed
Experienced user of all Microsoft Office Applications including SharePoint
Comfortable working in a virtual environment, embracing new ways of working in diverse teams