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Executive Assistant in Dublin 4 at Circle K

Date Posted: 1/13/2021

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    Topaz House Beech Hill / Clonskeagh Dublin 4
    Dublin 4
  • Experience:
    At least 5 year(s)
  • Date Posted:
    1/13/2021

Job Description

Making our Customers' lives a little easier every day

Circle K Global Procurement & Brands are currently recruiting an Executive Assistant to the VP of Global Procurement and SVP of Global Merchandising.

Reporting to the Vice President of Global Procurement, the EA (Executive Assistant) will act as a point of contact for the Circle K Procurement & Brands team based in the Circle K Support Office, Clonskeagh, Dublin 4.

This is a full time, permanent role.

Role responsibilities:

  • Calendar Management for the VP of Global Procurement and the SVP of Global Merchandising.
  • Scheduling calls and meetings online and onsite.
  • Assist in the preparation and/or presentation of meeting materials.
  • Travel management for the VP & SVP.
  • Financial and personnel administration, e.g. processing invoices & expense claims through various internal systems such as Zalaris, WorkDay & Ariba.
  • Organisational administration such as email lists, org charts and task to maintain other administrative systems.
  • Organizing team events, both internal & external.
  • Point of contact for the team regarding immigration documents and permit applications.
  • Ordering of supplies and equipment for the CKPB team.
  • Other ad-hoc projects as required.
  • Contract Management - assisting the Directors and Analysts with the preparation, creation and editing of all Procurement Contracts.
  • Reviewing vendor contract changes and liaising with legal and internal stakeholders regarding same.
  • Organisation of vendor files to ensure that all documentation pertaining to contract negotiations are filed correctly.
  • Working with the legal department to ensure all contract templates are up to date.
  • Supports the Global Procurement team with contract management and ad-hoc administration duties

Requirements:

  • A minimum of 5 years’ administration experience in a similar PA or EA role.
  • Confident communicator with the ability to build strong working relationship across different trading markets.
  • Experience of a multi-national environment with a busy and high-performance pace.
  • Proficiency in Microsoft in MS Word, Excel and PowerPoint is essential.
  • Strong financial acumen and prior experience of Ariba is highly beneficial.
  • Ability to exercise absolute discretion always.
  • Fluent in English (oral and written).