Executive Assistant Associate

Descripción del puesto:

Overview

Location Overview
Working with inspiring and experienced colleagues, you'll find that the atmosphere in our city-centre office in Kraków is informal and engaging. With drive and ingenuity, our teams deliver vital services to PepsiCo employees around the world. With an active, get-things-done culture, this is a place where your dynamism and agility will make a difference.

People Operations Sr Coordinator provides professional Executive Support Service to senior executives across EMEA in a shared support model. The role delivers end-to-end operational support, including autonomous calendar and meeting prioritization, end-to-end business travel planning, expense processing, meeting and event coordination, and consistent delivery against service standards, confidentiality requirements, and SLA/KPI expectations.

Responsibilities

* Own and manage complex executive calendars: prioritization, conflict resolution, proactive re-scheduling, and protecting focus/buffer time.
* Coordinate confidential meetings and ensure calendars stay aligned with business needs and travel plans.
* Plan and arrange end-to-end business travel in Egencia (flights/hotels/trains/car rental/ground transport) in line with executive preferences.
* Handle travel changes and urgent situations: real-time problem solving during disruptions and quick rebooking when needed.
* Manage travel documentation, including visa requests and preparation of invitation letters and supporting documents.
* Prepare, submit, reconcile, and follow up on travel and expense items in Concur; ensure timely invoice processing and support discrepancy resolution.
* Ensure compliance with internal policies, the service catalog, and relevant T&E/Finance/AP requirements.
* Plan and deliver meetings and events (virtual and on-site) across EMEA: agenda, reservations, tech support, logistics, and coordination with Facilities/Workplace and event agencies.
* Support preparation of meeting materials and information flow (agendas, briefings, documents) and coordinate with stakeholders and project teams.
* Maintain Executive Support quality standards for the supported unit: consistent processes, collaboration with peer assistants, contributions to improvements, and buddy/mentoring support for new joiners.

Qualifications

* 1-3 years of proven Executive Support (or similar operational support) experience.
* Fluent English (written and spoken) with executive-level communication skills; additional languages are a plus.
* Ability to independently manage complex calendars and priorities in a multi-executive support setup.
* Strong organization, prioritization, and workload management in a dynamic environment.
* Proactive mindset and strong initiative; ability to anticipate needs and act without direct instruction.
* Advanced problem-solving skills and ability to operate effectively in complex situations.
* Resilience under pressure with a solution-oriented, ownership ("can-do") attitude.
* High level of discretion and professional maturity; proven ability to work with confidential information.
* Tact and diplomacy; ability to collaborate effectively with senior leaders and a wide range of stakeholders.
* Advanced MS Office skills (especially Outlook; Excel and PowerPoint are an advantage).
* Proficiency with Executive Support Service tools: Egencia, Concur, and effective day-to-day use of Outlook.
* Strong understanding of end-to-end business travel processes and ability to respond quickly to changes and disruptions.
* High attention to detail and timeliness in expense processing, with focus on compliance with T&E/Finance requirements.
* Process-oriented mindset with a continuous improvement approach.
* Willingness to share knowledge (Buddy/mentor role), support the team, and contribute to service quality and SLA/KPI delivery.

To support informed and transparent discussions, candidates who progress to the interview stage will be provided with information on the initial remuneration level for the role. Any questions and further details about the process will be discussed during the interview.​

The 'Internal Reporting Procedure' for making reports of violations of the law and taking follow-up action in terms of the Law on Whistleblower Protection of June 14, 2024 is available at www.pepsicopoland.com under the Contact/Career tab.

* Own and manage complex executive calendars: prioritization, conflict resolution, proactive re-scheduling, and protecting focus/buffer time.
* Coordinate confidential meetings and ensure calendars stay aligned with business needs and travel plans.
* Plan and arrange end-to-end business travel in Egencia (flights/hotels/trains/car rental/ground transport) in line with executive preferences.
* Handle travel changes and urgent situations: real-time problem solving during disruptions and quick rebooking when needed.
* Manage travel documentation, including visa requests and preparation of invitation letters and supporting documents.
* Prepare, submit, reconcile, and follow up on travel and expense items in Concur; ensure timely invoice processing and support discrepancy resolution.
* Ensure compliance with internal policies, the service catalog, and relevant T&E/Finance/AP requirements.
* Plan and deliver meetings and events (virtual and on-site) across EMEA: agenda, reservations, tech support, logistics, and coordination with Facilities/Workplace and event agencies.
* Support preparation of meeting materials and information flow (agendas, briefings, documents) and coordinate with stakeholders and project teams.
* Maintain Executive Support quality standards for the supported unit: consistent processes, collaboration with peer assistants, contributions to improvements, and buddy/mentoring support for new joiners

Requerimientos del candidato/a:

* 1-3 years of proven Executive Support (or similar operational support) experience.
* Fluent English (written and spoken) with executive-level communication skills; additional languages are a plus.
* Ability to independently manage complex calendars and priorities in a multi-executive support setup.
* Strong organization, prioritization, and workload management in a dynamic environment.
* Proactive mindset and strong initiative; ability to anticipate needs and act without direct instruction.
* Advanced problem-solving skills and ability to operate effectively in complex situations.
* Resilience under pressure with a solution-oriented, ownership ("can-do") attitude.
* High level of discretion and professional maturity; proven ability to work with confidential information.
* Tact and diplomacy; ability to collaborate effectively with senior leaders and a wide range of stakeholders.
* Advanced MS Office skills (especially Outlook; Excel and PowerPoint are an advantage).
* Proficiency with Executive Support Service tools: Egencia, Concur, and effective day-to-day use of Outlook.
* Strong understanding of end-to-end business travel processes and ability to respond quickly to changes and disruptions.
* High attention to detail and timeliness in expense processing, with focus on compliance with T&E/Finance requirements.
* Process-oriented mindset with a continuous improvement approach.
* Willingness to share knowledge (Buddy/mentor role), support the team, and contribute to service quality and SLA/KPI delivery.

To support informed and transparent discussions, candidates who progress to the interview stage will be provided with information on the initial remuneration level for the role. Any questions and further details about the process will be discussed during the interview.​

The 'Internal Reporting Procedure' for making reports of violations of the law and taking follow-up action in terms of the Law on Whistleblower Protection of June 14, 2024 is available at www.pepsicopoland.com under the Contact/Career tab