Department Assistant

Job Summary:

About the Role & Team

This role provides administrative support to the Sourcing&Procurement Department in EMEA and the Director of the team. Assisting in handling the department admin tasks, and providing project support (as needed) are the primary responsibilities (85%) of this position. In addition, the responsibility of this role is to support the Director’s agenda planning, travel and expenses, as well as contribute to the communication needs of the office and the direct reports. This latter is estimated to be 15% of the work time.

This is an office-based role. 4 days working in the Hammersmith, London office with 1 day working from home (Monday or Friday).

What You Will Do

• Assist in managing KPIs and consolidate actions taken by the Sourcing teams, especially for contract renewals, accurate posting documentation, must-close lists, compulsory training, etc.
• Provide project support to the team as needed (admin, communications, summaries, research, analysis)
• Supporting the Director’s Staff meetings, generating e-mails, reports or memos as a follow-up; preparing documents for the Director’s signature, and electronically filing, as well as contributing to maintaining and filing RFX templates and documents and managing the Director’s agenda, appointments, travel and expenses.
• Assisting in crafting presentations, building and keeping a library of templates, preparing routine reports and following up on actions
• Support analysis and revision of the operating practices to improve efficiency
• Responsible for suggesting and collecting agenda items and setting up the biweekly EMEA Team meeting
• Support the setup and maintenance of the special programs, such as diverse suppliers.

Required Qualifications & Skills

• Bachelor’s degree or equivalent experience required, business background desirable
• Proven experience in a large multinational company, ideally within a regional/multi-territory function
• Experience in supporting senior executives, as well as multicultural/ -geographical & diverse teams
• Experience in reconciling expenses and planning travel
• Proficiency in MS Excel, PowerPoint and Word