PA to Leadership Team (Pepsi Lipton)

Manpower are currently seeking an interim PA to Leadership Team, to work with our global client Pepsi Lipton, a joint venture between Unilever and PepsiCo focused on the manufacture of iced tea.

The position is based in Kingston upon Thames, Surrey. This is a full-time temporary role to run for 3 months, requiring 36.25 hours per week, Monday to Friday. Compensation for this role is competitive, paying up to £38,000 per annum, pro rata, depending upon experience.

The role currently offers a mix of remote and onsite working, subject to adjustment based on business requirements.

Job Purpose

A role in Pepsi Lipton is unique experience that will allow you to rapidly develop and will add value to your career. It is a. As a company in its own right, the joint venture has its own board of directors. Whilst in constant contact with its parent companies, it runs as a separate entity on a day-to-day basis.

In order to support our ambitious growth agenda, we are looking for a dynamic Team Assistant to support our Marketing, Insights and SC Directors across Europe and Global. This role will require you to be proactive, resourceful and tenacious, with a can-do attitude, good problem-solving skills and hands-on approach, able to manage through ambiguity and complexity of our matrix organization to contribute to the achievement of our overall business targets.

The Team Assistant to our leadership team is a key member of the Pepsi Lipton Europe and Marketing teams, supporting the Directors on day-to-day basis and working in close partnership with our wider global teams across Pepsi Lipton, PepsiCo and Unilever teams to ensure the smooth day to day support and management and organisation of multiple diaries and corporate meetings and events.

Key Accountabilities

• Manage Directors’ calendars, with full editorial access,
• Responsible for managing Leadership Team invites on behalf of leadership team
• Provide support to leadership events whenever required
• Coordinate preparation calls with each respective marketing team in preparation for the PBR sessions
• Send invites for preparation project activation monthly realignment calls
• Responsible for arranging travel for directors, including accommodation, visas and cross-country diary management whenever required
• Reconcile expense accounts in Concur for all directors in both Unilever and PepsiCo systems
• Assist with the on-boarding of new employees within your assigned business area whenever required. This includes GPID request, laptop request (including 0365 access, PepsiCo portal), mobile phone, Concur T&E + Concur account, Amex application (optional and when required) and Egencia account. Coordinate approval flow of above-mentioned tasks with designated approvers on the system.
• Raise purchase orders (POs) for your respective business area in timely manner in MyBuy, and SAP
• Resolve purchase order queries from suppliers promptly in line with our invoice payments via VIM (Vendor Invoice Management system in SAP)
• Re-align status PO reports with finance controllers, making sure POs are matched to bills and follow up with suppliers whenever required
• Assist with cyclical processes (i.e. End of year) to ensure data accuracy and timely submission of accounts
• Assist with new vendor request process where needed and liaise with relevant teams (finance, Master Data Governance and Data Management Organization)
• Provide assistance where needed to team members and any other ad-hoc admin tasks for the Directors whenever required
• Build good rapport with key stakeholders/senior leadership team’s Team Assistants/PAs and provide support when other assistants are on holiday.
• Assist with onboarding and training of other Team Assistants where needed, including systems and processes, JV/parent company onboarding and H&S training, organising security passes and tour of the building
• Assist with organisation of meetings and corporate events from start to finish as needed, liaising with organisers, agencies and other Team Assistants to ensure successful preparation and roll-out
• Assist with organising the team meetings and workshops as needed
• Assist with office coordination and ordering of supplies as needed
• Coordinate and support team’s post, including posting of any items or samples
• Work as part of project teams and support projects delivery as needed
• Build and maintain a successful professional network of business contacts in PepsiCo and Unilever to enable smooth operational and admin tasks, including parent companies’ BUs PA and BD network and relevant IT and workplace support contacts (i.e. for international diary management, IT access/laptop support, onboarding of new team members, systems setup and support)
• Provide ad-hoc support with new vendor set-up and POs to team members from the assigned business area as necessary.
• Ensure effective management of multiple stakeholders on day-to-day basis
• Develop good understanding of our business model and priorities to enable appropriate support and problem-solving

Key Requirements

• Solid previous experience in a similar role in a matrix organisation, ideally within FMCG
• Excellent people skills with the ability to build strong relationships and manage multiple stakeholders at all levels and across multiple functions and organizations.
• Strong problem-solving and organizational skills
• Strong multitasking skills with the ability to manage competing requests at the same time
• Professional networking/external focus especially dealing with 3rd party suppliers
• Strong business acumen
• Ability to bridge Unilever and Pepsi systems and culture, and work seamlessly in a complex ecosystem
• Has a passion for the Lipton brand and to growth of RTD business

Additional Information

Occasional national and international travel may be required.

Kingston working environment:

• Contractors who are based at Kingston will be eligible to get free parking at a local carpark
• There is a Unilever Staff Shop located on the Ground Floor next to the main entrance, where Contingent Workers can buy discounted Unilever products.
• A canteen
• A Gym is available for use on the Ground Floor (with subscription).
• Facilities in the gym include cardiovascular equipment, resistance machines, spin bikes, free weights area, boxing equipment and a stretch/matted area. Classes are also available and can be booked directly with the Gym. Shower facilities are available in the changing rooms, along with hairdryers.