Executive Assistant XSegment SE

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Job Description:
PLEASE CONSIDER WE ARE OFFERING A CONTRACTOR ROLE (TEMP 12 MONTHS)

SE Leadership Cross Segment
* Supporting annual Leadership agenda management. Understanding the Leadership team flow and priorities of the year, keeping calendars up to date based on individual agreement with each member. Support in setting agenda for key and recurrent events (MBR, Townhalls, etc)
* Supporting travel details arrangement (including fly tickets, accommodation) through travel agency for PN GM, x- segment Leadership Team members based in Milano and Regional/Global Senior Leader Italy based.
* Serve as the point of contact for contract signatures for leadership members as needed. Ensure any legal or formal communication from authorities or local police is promptly addressed and directed to the appropriate leadership member.
* Being knowledgeable about other senior Leadership coordinators across the organisation to always be aligned with them when needed.
* Involvement in CALM process.
* Documents and internal communication translation to be shared on behalf of GM/MHs or other members of the leadership team.
* Purchasing Orders through Ariba system regarding suppliers that are relevant for the Leadership Team

Organizing cluster events on site and off site
* Organization and leadership of on-site events for the leadership team- coordinate with the proper peer across the cluster and office services.
* Agency, catering, transportation support coordination.

SE executive visits support
* Coordinate executive visits Mars SE receives, collaborate with RC and Anicura Italia for their visits.
* Get the office ready (clean office policy) in coordination with Office Service.
* Support with meeting room, accommodation booking for the guests if needed/ asked
* Details of visits organisation - Agenda management, transportation, team events
* Coordinate all suppliers for the flawless visit- catering, transportation
* Cooperate with CA for townhalls for the executive visits