Executive Assistant and Office Manager - 12month FTC

JACOBS DOUWE EGBERTS; Maidenhead; On-site; GBP 30,000 - 50,000; Full time

Job description

Executive Assistant and Office Manager - 12month FTC

• Full-time

We believe amazing moments happen over a cup of coffee. Everyone’s coffee experience is unique, and we’ve been innovating since 1753. Our coffee has been loved for generations and a career with us will mean you’ll be playing your part in shaping the future of coffee. When we grow, you grow. If you have a thirst to be part of our journey, you’ll be exposed to the full spectrum of your field of work. We value potential. We create opportunity to help you grow as a professional, surrounded by amazing people.

Our vision is simple but ambitious. Jacobs Douwe Egberts Peet’s has a coffee for everyone. JDE is a global business with leading brands in Coffee and Tea. In the UK&I you recognise Kenco, L’OR, Tassimo and Douwe Egberts as our major brands. The UK&I represents a top 5 global market for JDE and continues to be a growth engine for the category, driving premiumisation by leading the single-serve portion with the Tassimo brand and premiumising the instant coffee segment through Kenco, L’OR and the Douwe Egberts brands.

The Executive Assistant supports the General Manager in their duties to run the UK&I business and in achieving the highest performance standards, including team events, managing presentations and budgets as well as normal day to day administrative tasks of running GM office. The EA will also support the Finance and HR Directors with their diaries, travel and expenses. The role is also responsible for the Maidenhead Head office facilities, including liaising with the Health and Safety officer, appointing fire & first aid warden, managing landlord and external contractors.

Responsibilities:

1. Leads the General Manager’s Office (40%)
   • Assist in scheduling meetings, events and appointments – external and key internal meetings
   • Manage and maintain calendar, ensuring optimal time allocation and scheduling efficiency
   • Prepare and distribute internal and external correspondence, including emails and reports
   • Coordinate travel arrangements, itineraries, and accommodations as well as prepare and submit expense reports as needed
   • Raise PO’s for relevant expenses timely as needed
   • Maintain and organise GMs documents, files, and records
   • Supports GM with presentations and preparation for meetings as required
   • Coordinate regional and global visits by aligning agenda with key stakeholders, organising the venue, transfers, lunch/dinner etc.
   • Provide support in onboarding new Leadership Team members, facilitating orientation and other activities
   • Serve as a liaison between Leadership team members and external stakeholders, conveying information accurately and promptly.
2. Supports HR Director and Finance Director with Personal Admin (20%)
   • Manages diaries, appointments via weekly 121s
   • Books travel and hotels as required
   • Supports Directorship admin related to appointments/admin.
   • Manages and processes expenses/queries.
   • Supports elements of onboarding/equipment for new direct reports
3. Facilities management of UK Head Office (Maidenhead) (40%)
   • Oversee office supplies inventory, order replenishments, and maintain supply
   • Manage office equipment maintenance and repairs, including computers, printers, and other devices; communicate with the landlord representatives when needed
   • Ensures professional, organized, and welcoming office environment at all times
   • Assist in budget planning and tracking for office-related expenses
   • Ensure compliance with health and safety regulations in cooperation with plant HSE manager, including maintaining emergency protocols and first aid supplies
   • Collaborate with relevant parties to address any safety concerns or issues
   • Respond to inquiries from internal and external parties, providing assistance and information as required
   • Foster a positive and collaborative work environment through effective communication and interpersonal skills
   • Plans/executes office engagement activities including DE&I activation events together with DE&I Council members, Social and Go-green committee.

Qualifications:

• Excellent planning, organisation, analytical and problem-solving skills
• Self-motivated, highly disciplined
• Proactive approach, ability to manage complex tasks
• Excellent communications skills
• FMCG experience is preferred but not essential
• Ability and confidence to build networks at all levels