Team Administrative Assistant, Non-Al

About the position

The Administrative Assistant for Diageo Non-Alcoholic Beverages (DNAB) plays a vital role in supporting the General Manager and the DNAB Leadership team. This position is responsible for providing comprehensive administrative support to ensure the efficient operation of the office, including managing schedules, organizing meetings, and assisting with special projects. The ideal candidate will be organized, proactive, and capable of multitasking while maintaining confidentiality.

Responsibilities

• Efficiently handle administrative tasks on behalf of the DNAB General Manager and Leadership Team.
• Manage calendars and schedule appointments for GM and Leadership Team.
• Plan and manage meetings in collaboration with the Leadership Team, ensuring key internal meetings are scheduled.
• Coordinate meetings, conferences, events, and other professional engagements, including preparing agendas and taking minutes.
• Provide logistic support for meetings, including liaising with vendors for catering and event set-up.
• Follow up on actions from meetings to ensure completion within requested timelines.
• Manage expenses via Concur, ensuring thorough filing and reference systems are in place.
• Manage travel arrangements for GM.
• Handle electronic and hard copy filing proactively.
• Manage Purchase Orders in Coupa, ensuring timely and compliant completion of POs and invoices.
• Maintain DNAB Outlook distribution lists, org charts, and contact lists.
• Handle sensitive information with discretion and maintain confidentiality.
• Assist with onboarding new employees by preparing workstations and documentation.
• Order office supplies and maintain inventory levels.
• Coordinate with Facilities Management for office maintenance issues.
• Coordinate with the D&T team for office IT-related issues.
• Provide support on various projects as assigned by the GM and Leadership Team.

Requirements

• Advanced knowledge of common software packages including Outlook, PowerPoint, Word, Excel, Teams/SharePoint, and Zoom.
• Ability to resolve software problems and support the DNAB Leadership Team in using digital and social media technology.
• Experience in setting up and running virtual meetings effectively.
• Experience working across geographies and with diverse teams.
• Strong organizational skills with attention to detail.
• Excellent verbal and written communication skills.
• Ability to pass a full criminal background check.

Nice-to-haves

• Experience in a corporate environment.
• Familiarity with event planning and coordination.

Benefits

• Healthcare benefits
• Retirement benefits
• Short-term and long-term disability coverage
• Basic life insurance
• Wellness benefits
• Industry-leading parental leave