Brown-Forman Executive Administrative Assistant for General Manager and HR in Moscow, Russia
The Executive Administrative Assistant will provide personalized administrative support in a well-organized and timely manner, working on a variety of tasks for the HR Manager Russia, Eastern Europe and General Manager Russia.
This role is to provide support to the HR Manager Russia, Eastern Europe, Caucasus and Central Asia and General Manager Russia, both based in Moscow office.
Acting as the administrative point of contact for HR Manager Russia, Eastern Europe, Caucasus and Central Asia and General Manager Russia
Executing Managers’ requests and queries appropriately
Managing & processing expatriate documents according to Local Migration legislation
Handling all Employee related records according to Labor Legislation (applications, orders, timetables, payroll sheets and calculations, promotions, hiring, terminations, staff schedule update, vacation calendar, travel assignments and registers, personal data protection agreements etc.) related, including timely archiving/destruction of the above according to legislation etc.
Handling all Employee related actions within internal HR Systems: Job Evaluation, Recruitment Requests, reflection of all Employee life-circle events in Workday, regular system audits and corrections etc.
Managing procurement processes and related internal and regulatory document flow for HR/GM purchase requests, and controlling payment
Handling document flow related to compliant employee recruitment (personal data processing agreements; collection and storage of CVs, case studies, and other hiring documents), including timely destruction according to legislation.
Developing & designing presentations, analyses and documents relating to the Managers’ needs
Making travel arrangements and preparing expense reports for Managers
Handling distribution lists, updating headcount data for reporting (with IT help)
Preparing communications, quality checking Russian version of corporate communication and/or translation of communication (English->Russian, Russian->English)
Calendar coordination (e.g., helping schedule or move meetings)
Meetings planning: scheduling, logistics, designing and sending agenda, restaurant selection and booking (with on-trade team input)
Russia Leadership Team Meetings, including off-site
Special meetings around ELT/EULT visitors
Helping Managers with interpersonal recognition's (e.g. handling upcoming birthdays/anniversaries calendars, buying “thank you” gifts and notes, and sending on managers’ behalf).
Ad Hoc Tasks and Projects e.g.:
Program google forms and/or doodles to find meeting times, capture guest meeting attendee info (e.g., flights), post-meeting (e.g., Russia Conference, Training) feedback.
Develop google sites to consolidate all info for big meetings like Russia Conference and NY Party (agenda, logistics, attire etc)
Create & manage an RULT team google drive.
Handling Employee Records
HR events, projects, support
Visits and Conferences
- Bachelor’s Degree completed or in progress. HR, Labor Economy or Legal fields preferred.
- 3+ years of experience in international companies. Experience of working with SAP, Edwards Enterprise, Workday and/or other data systems preferred.
Knowledge, Skills & Abilities:
Able to maintain a high degree of confidentiality. Discretion.
Knowledge of Russian Labor Law and State Document Standard, ability to handle routine administrative tasks with accuracy and diligence
Attention to details, strive for best possible quality of results, sense of urgency and responsibility
Organized, able to multi-task, with good time management and ability to prioritize tasks to drive projects to completion by agreed deadlines.
Service oriented, people oriented, soft touch with people,
Balanced, flexible, easy to work, but proactive and assertive when necessary.
Demonstrated compelling oral and written communication skills in the international environment
Fluent spoken and written English and Russian. Understanding of business language, preferred.
IT literate: advanced knowledge in MS Office, Google apps, Survey Monkey (or similar)
PowerPoint presentation & info graphic design is an advantage
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