Executive Assistant and office managerDiageo

Job Description :
From Arthur Guinness to Johnnie Walker, our business was founded on people of great character, and in 250 years, nothing's changed. We're the world's leading premium alcohol company. Our brands are industry icons. And our success is thanks to the strength of our people, in every role. It's why we trust them with our legacy. And it's why we reward them with the career-defining opportunities that they deserve.
Diageo South East Asia is a dynamic and fast-growing market - encompassing several countries including Philippines, Vietnam, Malaysia, Singapore, Cambodia - and operating through different business models including fully managed in-market companies, joint ventures and 3rd party distribution partnerships. Over the last several years the business has been growing NSV at double-digit growth rates, making it a key contributor to Diageo growth in Asia-Pacific . Philippines is a full in market company, and we are emerging stronger to maintain our leadership position.
Our ambition is to create the best performing, most trusted and respected Consumer Products Company in the world. To achieve these, we need the world's very best people.
Feel inspired? Then this may be the opportunity for you.
About You
We're looking for an EA & Office Manager to provide executive secretary service the General Manager of Diageo Philippines and support services for the leadership team and to be responsible for office management including office facilities, staff engagement, and support health and safety.
About the Role
To ensure the seamless and efficient running of IMC Office. Ensure that the Office needs and objectives are anticipated and met. Work with other Staff and Management to build warm, sustainable relationships with a focus on high quality Admin management.
Executive Assistant to the GM and Leadership team
Manage GM meeting & travel calendars, ensure the coordination of all his meetings/ calls/ appointments/ travel schedule. Ensure all travels documents to be properly done for GM. Organize & facilitate GM meetings and events. Coordination with regional PAs & other Departments for external / internal meetings as well as regional visits (logistics arrangement, agenda, mentor/meeting room booking, etc.).
Responsible for all GM's expenses claim in Concur - to ensure accuracy of the amount with receipts and avoid duplicate entries. Facilitate all other administrative processes/tasks for the GM.
General filing and safe-keeping of corporate documentations and presentations
Review of all documents submitted to GM for signature & approval to ensure the compliance of Diageo policy and procedure.
Support the PLT on travel and other tasks as relevant ie meetings, travel, etc.
Support PLT on budget management (PO, GR, Invoice tracking, Accrual)
Office Manager
Develop and implement office management policies and processes. Ensure Diageo standard of office safety and security.
Office and employees requirements such as corporate ID, building pass, etc
In partnership with Procurement, manage admin related contracts such as office lease, supplies, etc.
Provide admin service for expat /visitor, travel arrangement, Work Permit/Visa for IAs
Support administration licenses (supporting & filing which includes notarizing documents).
Collaborate with Finance on billing reconciliation and payments.
Manage overall seat and office space planning
Route confidential corporate documents for LT signing
Office health and safety
BCP communication to employees
Maintaining Safety Induction Register and other compliances
Participate in the H&S Committee
Facilities Management
Budget planning and control
Manage relationship with vendor/s to achieve effective solutions for DPI (janitorial services, security, messengerial service, preventive maintenance, printer/copier rental, pantry supplies). Complete appropriate documentation and PO/payment processes. Evaluate services of third party agencies assigned in facilities management.
Lead overall cleanliness and organization of the office, bar area and storage spaces.
Aid in security investigation through access of CCTV records.
Coordination of parking slots / rental for company cars & LT in the building
Coordination with the building on safety drills. Inform GM and LT as necessary.
Lead processes in reception area, managing guests and usage of the bar to ensure the service is at par with Diageo standard
Support the Technical Manager with safety initiatives and training, particularly with regards to office facilities.
Team Engagements and HR training support
Organize logistics and communications on mandatory corporate trainings for employees.
Organize events to support engagement strategy of HR through active involvement and participation in the engagement team.
Organize corporate-wide events such as townhalls, open bars, trainings and other similar employee events
Act as secretariat for the employee engagement team
Manage the New Hire On-boarding calendar as per New Hire Induction policy
Travel Management
Manage and coordinate all travel arrangements for the General Manager; and international travel for Leadership Team (flights, hotel, transportation, visa, etc.).
Manage international travel budgets with Finance. Flag potential budget excess. Proactive discussions with travel vendors to obtain feasible alternative travel solutions to save on cost.
Experience required/Skills/Capabilities/Languages
3-5 years as an Executive Assistant with sufficient experience in office management
Highly proficient in MS office applications
Good planning and organizing skills. Highly resourceful and takes initiative. Willing and capable to learn from experience.
Excellent interpersonal and communication skills (written and verbal); able to deal with people in a diplomatic and assertive manner
Mature and reliable, with high level of integrity
Good leadership capability
Good analytical, engagement and project management skills
Handles the challenges of changing and competing priorities and ensures that activities of self and (to the extent possible) others are completed within agreed time restraints;
House-keeping and detailed focus in order to manage best in class office standards and processes
Diversity statement
Celebrating our inclusive and diverse culture is core to Diageo's purpose of "celebrating life every day everywhere". This purpose is, in itself, inclusive in nature, as it values everybody irrespective of background, disability, religion, gender identity, sexuality or ethnicity.
We know that for our business to thrive and for Diageo to realize its ambition, we depend on having diverse talent with a range of backgrounds, skills and capabilities in each of the 180 countries in which we operate and to reflect our broad consumer base. We view diversity as one of the key enablers that helps our business to grow and our values, purpose and standards set the conditions for us to respect the unique contribution each person brings.
Flexibility is key to success in our business and many of our staff work flexibly in many different ways, including part-time, compressed hours, flexible location. Please talk to us about what flexibility means to you and don't let anything stop you from applying.
Character Is Everything
Worker Type : Regular
Primary Location: Taguig City
Additional Locations :
Job Posting Start Date : 2022-02-24-08:00
Diageo

Taguig City, Metro Manila
Permanent
Part-time