Executive Assistant and Office Manager - 12month FTC

The Executive Assistant supports the General Manager in their duties to run the UK&I business and in achieving the highest performance standards, including team events, managing presentations and budgets as well as normal day to day administrative tasks of running GM office. The EA will also support the Finance and HR Directors with their diaries, travel and expenses. The role is also responsible for the Maidenhead Head office facilities, including liaising with the Health and Safety officer, appointing fire & first aid wardens, managing landlord and external contractors.

Responsibilities:

• Leads the General Manager’s Office (40%): Assist in scheduling meetings, events and appointments – external and key internal meetings. Manage and maintain calendar, ensuring optimal time allocation and scheduling efficiency. Prepare and distribute internal and external correspondence, including emails and reports. Coordinate travel arrangements, itineraries, and accommodations as well as prepare and submit expense reports as needed. Raise PO’s for relevant expenses timely as needed. Maintain and organise GMs documents, files, and records. Support GM with presentations and preparation for meetings as required. Coordinate regional and global visits by aligning agenda with key stakeholders, organising the venue, transfers, lunch/dinner etc. Provide support in onboarding new Leadership Team members, facilitating orientation and other activities. Serve as a liaison between Leadership team members and external stakeholders, conveying information accurately and promptly.
• Supports HR Director and Finance Director with Personal Admin (20%): Manage diaries and appointments via weekly 121s. Book travel and hotels as required. Support Directorship admin related to appointments/admin. Manage and process expenses/queries. Support elements of onboarding/equipment for new direct reports.
• Facilities management of UK Head Office (Maidenhead) (40%): Oversee office supplies inventory, order replenishments, and maintain supply. Manage office equipment maintenance and repairs, including computers, printers, and other devices; communicate with the landlord representatives when needed. Ensure a professional, organized, and welcoming office environment at all times. Assist in budget planning and tracking for office-related expenses. Ensure compliance with health and safety regulations in cooperation with the plant HSE manager, including maintaining emergency protocols and first aid supplies. Collaborate with relevant parties to address any safety concerns or issues. Respond to inquiries from internal and external parties, providing assistance and information as required. Foster a positive and collaborative work environment through effective communication and interpersonal skills. Plan/execute office engagement activities including DE&I activation events together with DE&I Council members, Social and Go-green committee.

Qualifications:

• Excellent planning, organisation, analytical and problem-solving skills.
• Self-motivated, highly disciplined.
• Proactive approach, ability to manage complex tasks.
• Excellent communication skills.
• FMCG experience is preferred but not essential.
• Ability and confidence to build networks at all levels.