Executive Assistant

At Tetra Pak we commit to making food safe and available, everywhere; and we protect what's good – protecting food, protecting people, and protecting the planet. By doing so we touch millions of people's lives every day. 

And we need people like you to make it happen.

We empower you to reach your potential with opportunities to make an impact to be proud of – for food, people and the planet.

Job Summary

Tetra Pak is looking for an Executive Assistant for Services, who will coordinate and optimize the administrative activities of two Vice Presidents within Services and promote the business’ image internally and externally. 

The role is designed to make the leaders more effective in daily administrative operations, strategic planning, and decision making. Besides providing superior support in a variety of complex administrative tasks, this role involves strong program management capability and ability to work closely with the Vice President’s teams on site and abroad. We offer a very independent and autonomous role and being part of the assistants’ community of the Company. 

This is a full-time position with location Paris, France.

What you will do

As Executive Assistant for the Vice President Services, you will be responsible for the following activities:

Travel Management: 
•    Responsible for end to end highly complex domestic and international travel organization (including specific flights bookings, accommodations, transfers and car rentals and preparing travel requests & expense reports in Concur
•    Support in preparing passport and visa applications and invitation letters etc. as needed

Administrative and Coordination Support:
•    Manage and maintain complex executive calendars as requested by the Executive and prioritizing appointments and activities including last minute changes
•    Schedule recurring Services meetings and own master calendar (e.g. SLT, 1:1’s)
•    Send announcements, draft letters and replies to external parties
•    Facilitate communication and information flow within the organization
•    Drive improvements in administrative ways of working and secure implementation within the organisation
•    Maintain Distribution Lists 

 
Meeting Coordination:
•    Coordinate Services physical meetings (once per year)
•    Arrange catering and logistics for in-person and virtual meetings and events

Purchase Order Management:
•    Create, manage, and track purchase orders to ensure timely processing and payment
•    Work closely with the finance and procurement departments to reconcile purchase orders and resolve any discrepancies
•    Maintain accurate records of all purchase orders and related documents

We believe you have

• An administrative qualification 
• 5+ years of experience in a similar role or assistant role
• Professional knowledge of spoken and written English, knowledge of French and/or Italian is a plus
• Excellent communication skills and a proactive approach
• Dynamic, efficient and precise
• A service-oriented and flexible attitude to ensure team members are well supported
• Expertise in Microsoft tools (Word, Excel, Powerpoint, Teams etc.) and Concur

The position requires the highest degree of professional conduct and protection of confidential, sensitive business and personnel information received and generated. 

We Offer You

• A variety of exciting challenges with ample opportunities for development and training in a truly global landscape
• A culture that pioneers a spirit of innovation where our industry experts drive visible results
• An equal opportunity employment experience that values diversity and inclusion
• Market competitive compensation and benefits with flexible working arrangements

Apply Now

If you are inspired to be part of our promise to protect what’s good; for food, people, and the planet, apply through our careers page at https://jobs.tetrapak.com/. 

This job posting expires on November 18.

If you have any questions about your application, please contact Johanna Delshammar.

Diversity, equity, and inclusion is an everyday part of how we work. We give people a place to belong and support to thrive, an environment where everyone can be comfortable being themselves and has equal opportunities to grow and succeed. We embrace difference, celebrate people for who they are, and for the diversity they bring that helps us better understand and connect with our customers and communities worldwide.