Executive Assistant

UNILEVER IS LOOKING FOR 3 EXECUTIVE ASSISTANTS SUPPORTING ICE CREAM EXECUTIVES

Location: Weena, Rotterdam in 2024 and Amsterdam in 2025.

Full time

Salary:  44-58 K gross per year depending on background and experience.

A job at Unilever means working with purpose in an inclusive and diverse culture. We think all roles can be made flexible and believe in an approach to getting work done that allows any employee to work anytime, from anywhere.

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 first consider candidates based in the Netherlands. If you are based outside of the Netherlands and you are interested to apply, please feel free to do so but we can only take your application on if a decision is made to also recruit outside of the Netherlands.

PURPOSE OF THE ROLE:

We spark moments of happiness for people and within the communities where we operate. As ice cream makers we are serious about happiness. With warm hearts, we create the coolest products. We are the proof that an unbroken chain of happier people works – for a happy planet and winning smiles. As the largest ice cream company in the world, we have over 100 years of experience in delivering smiles, and we plan to continue this for many more years to come, with our people and planet first.

We have 35 brands, including 3 one billion Euro brands (Magnum, Wall’s, Ben & Jerry’s), in over 60 countries. All driven to spread happiness through indulgent yet responsibly made and marketed products. We have a well-developed strategy to deliver growth and value creation which is clear on our where to play and how to win.

The Ice Cream business has a global footprint and will require an Executive Assistant who interacts regularly with a very international network both internally and externally.

In return, you will have the opportunity to join a great team, where we are committed to driving joy in the day-to-day as well as supporting all employees’ developments in line with their own personal ambition.

Ice Cream is a fast-paced, invigorating environment which requires self-starting Executive Assistants, with attention to detail and who can anticipate the needs of the business and the leaders. We are looking for candidates who are confident in managing their own time flexibly and effectively, juggling the complex diaries and travel schedules by using excellent judgement.

RESPONSIBILITIES:

• Effective Diary Management: help the Ice Cream Executives 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 Executive Team including venues, travel, entertainment etc.

• Support the IC Exec in preparation and follow-up of their team meetings.

• Effective communication with external contacts at a senior level and organisations that involve the IC Exec’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 IC Exec through Coupa and process relevant invoices.

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

• Organise domestic and international travel, accommodation and hire cars.

ACCOUNTABILITIES:

• Contributes to the effectiveness and efficiency of the work done by the IC Executives 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 IC Exec 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 IC Execs 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 IC Exec, taking necessary follow-up action and preparing progress reports as required.

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

Work from the office expectation is as much as possible for more efficient ways of working, when the Ice Cream Executives are in the office, the person doing this role is also in the office. In some weeks where needed, this can be up to 3-4 days. This will be the same when the Ice Cream organisation moves office locations to Amsterdam in 2025 as well.

REQUIRED EXPERIENCES AND ATTRIBUTES:

• This role requires proven experience and track record of high performance as a Personal Assistant and 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 Execs and the leadership team 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.

WHAT IS IN IT FOR YOU?

Unilever is the place where you can be yourself and bring your purpose to life with the work that you do – creating a better business and a better world. We offer an exciting & dynamic work environment where you can make things happen. Furthermore, we offer some great reward and benefits!

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

• We are working under the Hybrid Working principles. You will be expected to
  to be in the office for 3-4 days per week (Amsterdam in 2025). For the time you work from home, we will ensure you are well equipped.

• 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.   

EXCITED?

Join Unilever and our team! To apply, you must do so online. Please do not forget to upload your CV and a motivation letter.  Your application will be reviewed against our requirements and we will be in touch shortly after the closing date to provide you with an update on the status of your application.

Looking forward to meeting you! 

Please note this is a Direct Search led by Unilever. Applications from agencies will not be accepted, nor will fees be paid for unsolicited CVs.

Equal Opportunity Employer: Unilever is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, disability, age, parenthood, pregnancy or any other basis protected by applicable law, and will not be discriminated against. 

By highlighting the gender diversity at the workplace, Unilever encourages women equally men to apply. If you look for a job after a long career break or after any type of leave, do not hesitate to apply.

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