Senior Executive Assistant

Job Description

Are You Ready to Make It Happen at Mondelēz International?

Join our Mission to Lead the Future of Snacking. Make It Possible.

This position will support the Chief CGA Officer, the Chief Impact & Sustainability Officer and other Senior Leaders in Corporate and Government Affairs & Sustainability (CGA) as needed.

The role of the Sr. Executive Admin to the Chief CGA officer provides key administrative and logistical support that ensures that the Chief CGA officer has a well-managed and coordinated schedule, is well prepared for all meetings and is well supported on administrative requirements to enable him to focus on the most critical elements of his role .

This position will provide direct administrative support including preparing reports and presentations, scheduling and managing meeting arrangements (off-site, on-site, and virtual meetings spanning global time zones), planning business trips, expense management, calendar management, and ensuring schedules run smoothly. The successful candidate must be able to handle multiple tasks in a fast paced professional work environment that demands excellent problem solving, organizational, and communication skills while maintaining confidentiality at all times. 

This person is a first line of contact of the Mondelēz International CGA and Sustainability function both internally and externally.  The success of the Chief CGA Officer and the function depends on the ability of the department to function quickly and effectively in the broader organization, and the Sr. Executive Admin plays a key role in this success by effectively handling administrative matters.

The role is based in Fulton Market in a flexible work environment- with an average of 4 days or equivalent hours in the office per week with an expectation that when the Chief CGA officer in the office you will also be in attendance at the Fulton Market office.

Responsibilities:

Provide day-to-day administrative support for the Chief CGA Officer and Chief Impact and Sustainability Officer, which includes calendar, travel and expense management, preparation and routing of documents, answering & sorting/managing emails and meeting planning.  This also includes direct interactions to manage the schedule on a daily basis for the Chief CGA Officer, and support for meals (obtained at no cost from Good Ambler) when in the office. Additionally:  

• Monitors and prioritizes executive email, highlights actions and routinely authors responses.

• Schedules appointments and controls executive calendar.  Active participation in decisions affecting executive’s and/or department’s schedule/priorities.  Schedules group meetings, off-site events and travel reservations.

• Works on special projects as requested.

• Provide support for CEO office as needed, working closely with the Sr. Manager, Administrator to the Chairman.  (such as to coordinate events, meetings and other travel arrangements for MLT level events and support the Sr. Manager, Administrator to the Chairman in Fulton Market events to ensure coordinated high quality service delivery.

• May act as back up in absence of other Sr. Executive Admins.

• P.O. and invoice processing as assigned.

• Other duties as assigned.

Qualifications:

• Associates degree or equivalent work experience

• Minimum five years of Senior Executive Administrative experience, including extensive experience in calendar management

• Minimum 3 years of experience supporting C-Level executives

• Ability to anticipate potential issues, proactively problem solve, have a good eye for detail and develop a good understanding of the priorities and focuses of the Chief CGA officer in order to make decisions on priorities.

• Strong work ethic that includes flexibility to occasionally work during non-core hours and be available remotely to check emails, phone during evening/weekend

• Comfort & experience working in a diverse global team as our leaders have have staff and contacts in every region around the world with different cultural nuances and time zone requirements

• Experience managing complicated international travel including round-the-clock availability for emergency situations such as last minute flight cancellations or changes

• Experience securing Visas for travel and managing Passport maintenance

• Experience working effectively in a matrix organization & to interact with all levels within and outside of the company.  Interaction involves regular communication requiring interpretation, persuasion and discretionary skills.  Requires daily