Brown-Forman Office Manager & Executive Assistant for Finance & Supply Chain in Amsterdam, Netherlands
To manage office management for the Amsterdam office.
To provide PA support to three senior executives in administration, communication, and project work.
Manage all Amsterdam office facilities, layout and maintenance to highest standard
Monitor and order all office supplies including stationary, flowers, equipment etc
Manage relationship with landlord and suppliers including cleaning, catering, insurance, DHL, BCD Travel, Hotel Accounts etc
Manage product display & stock levels
Point of contact on all office management duties
Lead office Social Events
Office Management reporting to EULT
Review and update health and safety policies and legal requirements
Support office visitors with meeting arrangements (only when not being hosted by another EA)
Other ad hoc office related tasks
Administrative and Organisation
Processing of general correspondence including preparation of emails, memos, letters, and other documents as directed
Managing individual diaries
Making extensive travel arrangements taking into account differing budgets and preferences
Coordinating and planning appointments, meetings, conferences, dinners, social events and other events in Amsterdam and other locations
Following-up after meetings etc. (e.g. preparing meeting minutes)
Managing expat calendars, expenses, and related tax administration
Creating and maintaining records and files as required, including contacts, project files, shared drives, and Google sites/communities
Processing expense reports promptly and accurately
Identifying processes, technologies, or other means of improving efficiency and productivity for self and managers
Preparing working documents such as presentations and reports by using the Microsoft office applications PowerPoint, Excel and Word as well as Prezi and other online tools for virtual communication
Preparing and communicating meeting documents such as agendas, background documents, meeting minutes, etc.
Drafting memos, letters and other correspondence for internal and external purposes
Assisting managers in utilizing Chatter and other communication tools to enhance understanding and support for manager activities
- Carrying out ad hoc administrative and office management projects as required
Achieved MBO education or similar with substantial administrative assistance experience at a senior level and in-depth knowledge of administrative office functions
Excellent organizational skills in planning and prioritizing work, able to “own” and superbly execute multiple tasks with minimal supervision, deliver on deadlines, and ask questions when things are unclear – all in a fast-paced environment with managers who travel a great deal
Ability to interact constructively and build relationships with internal and external contacts at all levels and in a variety of organizations (e.g. business, distributors, government, trade associations, law firms)
Ability to ensure excellent communication among managers, particularly when their individual needs are causing prioritization challenges
Ability to exercise discretion and handle confidential matters appropriately
Excellent computer skills, specifically Google suite, Microsoft Office Suite (Word, PowerPoint, and Excel). Proven ability to adapt to new technology and software.
Highest standard of English language skills (spoken & written)
As required, ability and readiness to travel within the Netherlands and internationally to attend meetings, conferences, etc.
Good Dutch language skills (particularly spoken)
Experience of working in Office Management
Experience of working at Board level in a PA role
Experience of working for expatriates and managing the related administration
For more than 145 years, Brown-Forman Corporation has enriched the experience of life by responsibly building fine quality beverage alcohol brands, including Jack Daniel’s Tennessee Whiskey, Jack Daniel’s & Cola, Jack Daniel’s Tennessee Honey, Jack Daniel’s Tennessee Fire, Gentleman Jack, Jack Daniel’s Single Barrel, Finlandia, Korbel, el Jimador, Woodford Reserve, Old Forester, Canadian Mist, Herradura, New Mix, Sonoma-Cutrer, Early Times, Chambord, BenRiach and GlenDronach. Brown-Forman’s brands are supported by nearly 4,600 employees and sold in approximately 160 countries worldwide
For more information about the company, please visit http://www.brown-forman.com.
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Brown-Forman Corporation is committed to equality of opportunity in all aspects of employment. It is the policy of Brown-Forman Corporation to provide full and equal employment opportunities to all employees and potential employees without regard to race, color, religion, national or ethnic origin, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other legally protected status.
Business Area: Europe
Req Type: Exempt