Administrative Assistant

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Date: Oct 12, 2013

Location: Chicago, IL, USA

Role Description:
The Administrative Assistant will provide direct daily support to the Shopper Marketing Team in Chicago.

Major Responsibilities:

• Preparation of documents, correspondence and presentations for Directors


• Maintain calendars and schedule for Directors


• Coordinator travel itineraries for Directors


• Help plan meetings - setting up room, agenda, distributing meeting materials, both internal and external meetings


• Coordinate "off-site" meetings that team members host, including working with catering, arranging equipment, food, team travel, etc.


• Distribution of mail for the team and phone coverage


• Work on special projects as needed


• Track and process department invoices in SAP


• Accurately reconcile monthly T&E for Directors


• Manage Weekly/Period Sales Performance Reporting


• Manage Shopper Marketing Budget and report on monthly basis


• Organize and maintain departmental files and supplies

Specific education/certification, specific functional experience, language etc. NEEDED for the job.

Essential Skills

• Experience in prioritizing work and ability to manage multiple priorities


• Experience in working with multiple/cross-functional managers and administrative assistants in diverse settings


• Demonstrated strong organizational skills and proactive working approach


• Strong verbal and written communication skills, ability to interface with all levels of management


• Excellent follow-up skills


• Must manage sensitive/confidential information in the most professional manner Must have great attention-to-detail, be team oriented, have the ability to work in a fast-paced, changing environment and possess the ability to communicate across teams


• Self-motivated Proactive Team Player a MUST

Software Knowledge Needed:

• High level of proficiency in Microsoft Word, PowerPoint and Excel


• High level of proficiency and experience in Microsoft Outlook


• Basic knowledge of Pepsi Systems a plus (T&E, APS, SAP, IRI)


• Willingness to learn new software as needed

Additional
Requirements:

• Available to work non-core hours during peak demand periods


• Ability to flex your schedule based upon the business unit's obligations


• Ability/flexibility to work overtime when necessary

Equal Opportunity Employment M/F/D/V
Ref: 33179BR