Executive Assistant

This role provides direct administrative support to the Executive Vice President of Distribution. It involves managing the EVP's calendar, travel, meetings, presentations, communications, and reporting, while also supporting Distribution departments and their department heads. The position works closely with the Distribution leadership team and the SaMo team on planning, analysis, business process improvement, and project management.

• Provide direct administrative support to the Executive Vice President of Distribution, including calendar management, meeting and travel coordination (domestic and international), internal communications, report distribution, record-keeping, monthly tracking reports And support to the EVP's direct reports.
• Manage the EVP's calendar and travel, plan and orchestrate meetings and conference calls across teams, process forms and expense reports, ensure tasks and projects are completed correctly and on time, proactively communicate follow-up information And run or manage staff meetings including agenda coordination and timely action-oriented recaps.
• Lead planning and production of department-level activities such as off-sites, workshops, and team-building events, and maintain the department calendar by scheduling regular and one-off meetings, developing agendas, and drafting and distributing minutes.
• Manage and communicate executives' calendars, assist with time management and prioritisation, and provide administrative support to Distribution departments and their department heads as needed.
• Create high-quality PowerPoint presentations for the EVP and other team members, liaise with various departments to communicate information, analysis, or reports, and route contracts through approval and signature.
• Contribute to long-term strategic missions, objectives, and KPIs across business segments and functions, and provide thorough analyses of business goals, identifying helpful and harmful factors.
• Develop scorecards, trackers, tools, and reports to help the Distribution leadership team assess performance, provide quantitative analytic support on financial or data analysis projects, and evaluate resource utilisation and allocation across business segments and functions.
• Work with department leads to map and document current processes end to end, conduct focus group interviews, collect, codify, and implement best practices from HQ, share them nationally where appropriate And evaluate applications and workflow processes to recommend process improvements or automation opportunities.
• Develop improvements to the business planning process, manage the business planning timeline and deliverables to ensure alignment across all levels of the SaMo team, partner with project leaders to manage documentation and tracking of project milestones, schedules, and resource needs, and develop
• Enhance, and monitor project management methodologies to ensure streamlined delivery to standards.
• Organise and maintain the team calendar, schedule appointments, meetings, and workshops, take meeting minutes, make travel arrangements, verify travel costs, assist in preparations for meetings and calls, manage internal communications, collaboration, contact management, information flow And correspondence on behalf of the manager, support onboarding of new employees, verify invoices, assist with budget management (FRE, SRE, TRE, budget closing, invoicing, budget tracking, and re-charges), carry out small projects and research, and perform other administrative duties as assigned

• 5+ years' experience in positions related to sales and distribution, with strong analytical skills.
• Understanding of P&L and business drivers.
• Understanding of business insight and category management principles.
• Strong MS Office skills in Outlook, PowerPoint, Excel, and Word, with very proficient ability.
• Strong written and verbal communication, including professional writing skills for internal emails.
• Strong interpersonal and influencing skills.
• Professional and polished communication style.
• Actively listens and expresses ideas and thoughts effectively.
• Ability to work with multiple managers and personality types.
• Capable of working well with diverse personalities.
• Works within and outside formal lines of authority.
• Patient and humble, partnering effectively with various stakeholders.
• Excellent organisation and project management skills.

• Familiarity with database-related tools such as Circana is a plus.
• Experience in coordinating large events and meetings is preferred.