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Management Assistant

Location: 

Lebbeke-Wieze, BE, 9280

At Barry Callebaut, we are on a journey to transform the cocoa and chocolate industry. As the world’s leading manufacturer of high-quality chocolate and cocoa products, our actions truly shape the future of our industry. We are a business-to-business company, serving the entire food sector, from the cocoa bean to the finest chocolate product. We are a company with a purpose, we believe in doing well by doing good and reinvesting in the communities we operate. We have a long-standing commitment to sustainability and our goal is to shape a sustainable cocoa and chocolate future. We are headquartered in Zurich, and have more than 12,000 passionate Employees working in more than 40 countries worldwide. We are very proud of who we are and what we do. And of course, we are always looking for talented people to help us have a positive impact on our industry and beyond!

About the role

 

As Management Assistant you support the President of the region Western Europe, the Managing Director of UK&I, the VP Global HR Business Partner CSD and some members of the RLT WE on ad hoc requests.

You serve as a back-up for the management assistant of Managing Director DACH, Managing Director France and VP CFO WE

 

Key responsibilities include

 

  • Managing the President’s agenda and scheduling on and offsite meetings, prioritizing appointments and events
  • Coordinating RLT meetings: arranging the meetings, defining locations, making travel arrangements, setting up the agenda,…
  • Supporting the budget process: creating PO’s, following up on invoices, approving invoices,…
  • Coordinating travel arrangements and creating detailed itineraries
  • Building efficient and professional working relationship with employees, customers, suppliers, acting as a filter and focal point to internal and /or external contacts.
  • Prioritizing President’s workload to ensure that all urgent and time sensitive issues are dealt with first
  • Managing and processing expenses for the President, keeping expense records for all
  • Following up and audit of travel and expense reports
  • Acting as proxy for expense & time & attendance approvals
  • Creating presentations, conducting research, collecting data
  • Filing, keeping records, imputing data and completing other administrative tasks
  • Preparing newcomers; arrivals (onboarding agenda, material, visit cards)
  • Supporting for the President’s direct reports & extended RLT members both in Wieze and in other sites
  • Giving support to personal administrative topics in case of relocation or repatriation
  • Ad hoc requests on events, administrative support, relationship gifts, sample requests,…
  • On top the role is supporting other leadership roles in travel arrangements, expense reports, financial process (PO, coupa, invoice approval,…)

 

 

 

About you

 

  • Bachelor’s degree or similar diploma
  • At least 5 years of experience as an assistant in an international environment
  • Excellent level of English, other languages are an advantage
  • Excellent knowledge of Google Applications and Microsoft Office tools, including Power Point and Excel (Systems and tools to be used: SalesForce, SuccessFactors, Coupa, SAP, Concur, Atoss)
  • Excellent written and oral communication skills
  • Committed team player with exceptional interpersonal and communication skills
  • Excellent planning and organization skills
  • Attention to details, discretion, precision and reliability
  • Delivery focused, hands-on and strongly independent personality
  • Proactive approach in anticipating needs, flexible, dedicated, customer focus

 

 

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong. #oneBC - Diverse People, Sustainable Growth.

If you want to learn more about Barry Callebaut, please find further information here.

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