UNILEVER IS LOOKING FOR AN ICE CREAM - Personal Assistant

Location: Amsterdam, The Netherlands

Full-time

Local conditions apply

For the recruitment of this position, we would like to emphasize that local conditions apply to the position and for this vacancy in principle we will consider candidates based in the set locations. If you are based outside of these locations and you are interested to apply, please feel free to do so but at this stage we will not take your application forward. We will only consider your application if a decision is made to also recruit outside of the set locations.

ABOUT UNILEVER

With 3.4 billion people in over 190 countries using our products every day, Unilever is a business that makes a real impact on the world. Work on brands that are loved and improve the lives of our consumers and the communities around us. We are driven by our purpose: to make sustainable living commonplace, and it is our belief that doing business the right way drives superior performance. At the heart of what we do is our people - we believe that when our people work with purpose, we will create a better business and a better world.

• Effective Diary Management: help the Ice Cream Chief Legal Officer (IC CLO) and Company Secretary become most effective by managing the diary, coordinating with a wide range of internal and external stakeholders to ensure the executive's schedule goes smoothly, as well as pivoting and changing where needed.

• Event Management: Arrange conferences, workshops, and special events for the Ice Cream Legal Team including venues, travel, entertainment etc.

• Support CLO and Company Secretary in preparation and follow-up of their team meetings.

• Effective communication with external contacts at a senior level and organisations that involve the CLO and Company Secretary's participation.

• Coordinate all aspects of meetings held on relevant sites (eg booking of rooms, catering).

• Prepare presentations as required.

• At beginning of every month, ensure expenses are completed and sent to the relevant Accounts Departments.

• Ensure all approvals completed within time frames for expenses on all relevant systems.

• Working knowledge of all Unilever's policies and procedures.

• Paying invoices for relevant suppliers.

• Raise purchase orders as requested by the CLO and Company Secretary through Coupa and process relevant invoices.

• Ad-hoc jobs for leadership and assist other members of the department when the need arises.

• Organise CLO and Company Secretary's domestic and international travel, accommodation and hire cars.

• Contributes to the effectiveness and efficiency of the work done by the CLO and Company Secretary by providing a high level of assistance and support in the diversified range of activities for them.
• Facilitates the effective operation of the work environment by:
  - relieving the CLO and Company Secretary of routine administrative tasks
  - screening visitors
  - maintaining records

• Promotes efficient time management by:
  - arranging appointments, meetings, conferences, travel, departmental annual leave, managing excess leave accruals, diaries, etc
  - ensuring attendance of the CLO and Company Secretary at meetings on schedule with adequate preparation and information

• Promotes a teamwork environment by effectively liaising with senior staff and others on behalf of the CLO and Company Secretary, taking necessary follow-up action and preparing progress reports as required.

• Provides effective secretarial support by performing all general secretarial duties.

• This role requires proven experience and track record of high performance as a Personal Assistant, familiar in supporting the CLO, Company Secretary and the Board as well as experience working in a regional or global organization.
• Critically, you must be well organized, able to prioritize tasks of high complexity and can build relationships with an international network and key stakeholders across different levels in and outside of the organization.
• Initiative to think proactively how to support the IC Exec and the board to be as efficient as possible in using their time.
• Be flexible, agile, have a high degree of maturity, self-confidence, and enthusiasm with strong interpersonal skills. Accuracy and speed are essential.
• Be comfortable working both in a face-to-face and in a virtual environment and building collaboration with people from different cultures around the world.
• You must be trustworthy, sensitive, and discreet when exposed to confidential information.
• Experience in managing office processes is important and where necessary, developing new approaches to meeting changing needs.
• Excellent in Microsoft applications including Outlook, Word, Excel, and PowerPoint, in Coupa for budget management and ability to quickly acquire new IT skills to utilize key company software and systems.

• Attractive total remuneration package; excellent company pension, bonus and share scheme.

• Flexible cross-disciplinary career opportunities and a wealth of training opportunities & wellbeing resources whenever and wherever.

• Plenty of company-paid holidays to further ensure your work-life balance is maintained.

• We encourage an inclusive culture, which comes to life with interchangeable public holidays, paid paternity leave of 6 weeks and our transgender policy.

• When you are at the office, you can enjoy our tasty canteen with prepped food and own products.

• Informal culture and being the first one trying our new products.

• My Fitness Plan (reduction on your Fitness Subscription).

• Home work allowance

• Company laptop and mobile phone

• Green Mobility Policy