Junior Executive Assistant

Description du poste:

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 Coordinator provides professional Executive Support services in a "General Support" model for Executives across EMEA. It focuses on end-to-end business travel assistance-from planning and booking to expense settlement-delivered via the myServices (ServiceNow) platform in line with the Service Catalog and agreed SLAs.
Responsibilities

* Manage Executive Support requests in myServices/ServiceNow in line with the Service Catalog and SLAs.
* Communicate professionally with LG1 Executives to clarify needs and confirm the best solution.
* Plan and book business travel in Egencia (flights, hotels, rail, car rental, taxis) according to company policy and preferences.
* Deliver complete, policy-compliant travel options within required response times.
* Support preparation, review, and/or submission of travel & expense reports in Concur, ensuring accuracy and timeliness.
* Coordinate travel documentation requirements (e.g., visas, invitation letters, required forms) and advise on the process.
* Support urgent travel disruptions (cancellations/delays) and escalate to the right partners (e.g., travel agency, airlines, Travel Security).
* Track cases end-to-end and ensure timely resolution and proper ticket closure.
* Collaborate with the Executive Support team and stakeholders (e.g., Travel & Expense, Finance, People Ops) to ensure consistent service delivery.
* Maintain confidentiality and data integrity when handling sensitive executive, travel, and expense information.
Qualifications

* Receive, triage, and prioritize Executive Support requests in myServices/ServiceNow.Deliver services according to the Service Catalog (scope/standard/ownership) and agreed SLAs.
* Gather and validate requirements (travel preferences, constraints, priorities, and policy limitations).
* Create compliant travel proposals, offering alternatives and recommending optimal options.
* Book, change, and cancel travel arrangements in Egencia, including last-minute modifications.
* Coordinate end-to-end itineraries, ensuring all components (transport, accommodation, ground transfers) are confirmed and aligned.
* Support Concur T&E activities, including preparing documentation and ensuring data completeness.
* Check expense submissions for policy compliance and flag missing/incorrect items with clear guidance on next steps.
* Manage travel disruptions by rebooking and coordinating with vendors to minimize business impact.Use appropriate escalation paths for urgent cases (e.g., travel agency support, airlines, Global/Travel Security, Travel teams).
* Coordinate visa and travel document processes (e.g., invitation letter requests, timelines, document completeness).
* Document actions, decisions, and customer communication clearly within the ticket for auditability and continuity.
* Cooperate with Executive Assistants, People Ops, and Travel & Expense/Finance teams to ensure smooth service execution.
* Maintain consistent service quality standards (tone of voice, timeliness, completeness, accuracy) across all interactions.
* Ensure confidentiality and secure handling of executive and travel-related data in line with internal rules and good practice.

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.

* Manage Executive Support requests in myServices/ServiceNow in line with the Service Catalog and SLAs.
* Communicate professionally with LG1 Executives to clarify needs and confirm the best solution.
* Plan and book business travel in Egencia (flights, hotels, rail, car rental, taxis) according to company policy and preferences.
* Deliver complete, policy-compliant travel options within required response times.
* Support preparation, review, and/or submission of travel & expense reports in Concur, ensuring accuracy and timeliness.
* Coordinate travel documentation requirements (e.g., visas, invitation letters, required forms) and advise on the process.
* Support urgent travel disruptions (cancellations/delays) and escalate to the right partners (e.g., travel agency, airlines, Travel Security).
* Track cases end-to-end and ensure timely resolution and proper ticket closure.
* Collaborate with the Executive Support team and stakeholders (e.g., Travel & Expense, Finance, People Ops) to ensure consistent service delivery.
* Maintain confidentiality and data integrity when handling sensitive executive, travel, and expense information

Profil requis du candidat:

* Receive, triage, and prioritize Executive Support requests in myServices/ServiceNow.Deliver services according to the Service Catalog (scope/standard/ownership) and agreed SLAs.
* Gather and validate requirements (travel preferences, constraints, priorities, and policy limitations).
* Create compliant travel proposals, offering alternatives and recommending optimal options.
* Book, change, and cancel travel arrangements in Egencia, including last-minute modifications.
* Coordinate end-to-end itineraries, ensuring all components (transport, accommodation, ground transfers) are confirmed and aligned.
* Support Concur T&E activities, including preparing documentation and ensuring data completeness.
* Check expense submissions for policy compliance and flag missing/incorrect items with clear guidance on next steps.
* Manage travel disruptions by rebooking and coordinating with vendors to minimize business impact.Use appropriate escalation paths for urgent cases (e.g., travel agency support, airlines, Global/Travel Security, Travel teams).
* Coordinate visa and travel document processes (e.g., invitation letter requests, timelines, document completeness).
* Document actions, decisions, and customer communication clearly within the ticket for auditability and continuity.
* Cooperate with Executive Assistants, People Ops, and Travel & Expense/Finance teams to ensure smooth service execution.
* Maintain consistent service quality standards (tone of voice, timeliness, completeness, accuracy) across all interactions.
* Ensure confidentiality and secure handling of executive and travel-related data in line with internal rules and good practice.

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