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Bacardi

Careers at Bacardi

Office Manager & Executive Assistant

Job Name

Office Manager & Executive Assistant

Country:

United Kingdom

City:

London

Function:

Commercial

Reporting Line:

Managing Director, UK & Ireland

Job type:

Full time

Lead recruiter:

Paulina Siwek

About the role

YOUR OPPORTUNITY.

As the Office Manager / Executive Assistant, you will be responsible for managing the diary, travel and schedule for the UK & Ireland Managing Director, as well as the day to day running of the brand-new London office, based in Francis Street, Victoria.  This role also has line management responsibilities for the reception and administration team.
In addition, this role will support the organisation and planning of events, meetings, conferences taking place in the organization.

ABOUT YOU

To be successful in this role you need to have the ability to multi-task in a fast-paced environment and work with limited supervision. Excellent organizational skills, able to handle multiple projects with a good attention to details.

Good communicator, with experience of internal communications and the ability to manage stakeholder relationship. A team player, with good interpersonal skills. Able to deal with confidential issues, if applicable. Positive and fearless attitude.







Responsibilities

WITH OUR CONSUMER AT THE HEART YOUR KEY FOCUS WILL BE
  • Manage day-to-day operations of new London office based in Victoria (catering, bar area, mail, office budgets, etc…)
  • Create and ensure highest standard of visitor and employee ‘welcome experience’ for the London Office.
  • Manage facilities and equipment for Office through working with external service providers to ensure smooth running of all on-site facility services. Troubleshoot and problem solve for staff in various aspects
  • Plan and organise the Office Townhalls with ‘Social’ calendar of events. Proving assistance at for Annual Conference.
  • Schedule and maintain a calendar of appointments for the UK & Ireland Managing Director; provide calendar/meeting support to extended team.
  • Coordinate travel and meeting arrangements; set up conference rooms for meetings. Events management
  • Manage expense reports and purchasing orders (PO’s) for the cluster
  • Assist with presentations, reports, budgets, and memos as needed. T&E management.
  • Maintain First Aid and Fire Warden Records, ensuring training is up to date and compliant with legal requirements.
  • Answer and resolve relevant questions and problems relating to office operations and established policies and procedures.
  • Manage internal/external relationships and support services with respect to visitors and general telephone inquiries.  
  • Serve as recording secretary to compile and distribute meeting agendas and minutes.   Compose, type and prepare routine correspondence and memoranda from specific instructions.
  • Assist with general enquiries, as needed.
  • Other duties as assigned

Skills and Experience

THE SKILLS AND EXPERIENCE NEEDED TO CREATE YOUR LEGACY
  • Highly experience in Administration and PA activities
  • Experience in office management and record keeping.
  • Facilities / Health & Safety experience is desirable
  • Exceptional computer skills to include MS Office and Outlook
  • Language Skills: Proficiency in English
  • Highly experienced in the delivery of internal communications
  • Ability to manage supplier relationships
  • Excellent organizational skills, and the ability to handle multiple tasks and projects with meticulous attention to detail

PERSONAL QUALITIES – SHARE OUR FOUNDER’S PASSION AND ENTREPRENEURIAL FLAIR
  • Excellent oral and written communication skills, and the ability to deal with confidential issues, if applicable
  • Team player, with good interpersonal skills
  • Pro-active, agile and fast learner with a desire to continuously improve
  • Able to work independently and as part of a matrix organisation, whilst sharing the Bacardi Family culture pillar
  • Excellent business partnering skills and able to build lasting stakeholder relationships both internally at Bacardi and externally
  • Able to embed the Bacardi 3 culture pillars of Fearless, Family and Founders
  • A genuine interest in Bacardi and belief that our Customers and Consumers are at the heart of all we do

Our culture

We share the passion and entrepreneurial flair of our founder and are guided by our three culture pillars - Fearless, Family and Founders, they inspire our Primos to be the best they can be and drive us forward in all we do. But what does this mean?

·       Being Fearless; means adopting an agile mindset, being comfortable trying new things and taking risks. We are empowered to question, challenge and innovate.

·       Family; We treat each other, and our communities, like Family. Always.

·       Founders; The spirit of entrepreneurship is at the heart of everything we do. We see the business as if it’s our own. We do the right thing for the business and we all take accountability for our work.

When you join Bacardi, you become part of our family and gain more than just a job.


Disclaimer: Bacardi is an equal opportunity employer that values workforce diversity. Diversity is core to our business: by embedding diversity into all aspects of our culture, we maximize the opportunity to achieve sustainable business success and growth. The duties and responsibilities described in the role profile might not be a comprehensive list.