Purpose of role:
As the Executive Assistant to the Chairman of Natura and the GM of The Body Shop, you’ll be responsible for providing highly efficient and effective support across all administrative and organizational activities. Working in a fast-paced international environment, you will be the first point of contact for the Chairman/GM and will organize all travel and meeting arrangements, prepare notes and draft various communications where appropriate.
Key Job Accountabilities
Manage and coordinate the Chairman’s/GM diary and prioritize appointments as appropriate. Involves some personal tasks for Chairman by helping to schedule personal appointments and communication with Chairman’s family members.
Act as point of contact for the Chairman/GM, dealing with all phone and email enquiries, appointment booking (including internal and external), meeting coordination, etc.
Coordinate, prepare agendas/information for meetings, collecting and finalizing materials and ensure the Chairman/GM is fully briefed ahead of time of meeting content, information required etc.
Prepare for Board Meetings handling every detail including, travel, accommodations, reservations, seating charts, agendas, presentations, IT needs, etc.
Coordinate travel and accommodation requirements for Chairman/GM and visitors as requested. For global travel, organize all visa submissions in advance of trips. Expense management after travel and reconcile credit card statements and submit expenses through travel website.
Produce high quality communications, draft and write letters/emails, memos, reports, agendas, minutes and presentations as required by the Chairman/GM
Maintain accurate and easily accessible up to date electronic filing
Act on behalf of the Chairman/GM when not available, both internally and externally, escalating decisions/queries where appropriate
Position includes one EA direct report that also acts as the Office Manager and supports two VP’s
Provide the appropriate gatekeeping between the public, clients, customer, and direct reports and the Chairman/CEO by taking requests for meetings and coordinates various aspects of interdepartmental communication as necessary
Responsible for maintaining the ethical standards Natura and The Body Shop including minimizing the environmental, health and safety risks in the workplace and responsible for reporting potential risks, real accidents and near misses to relevant managers
Act as an “agent of change” to drive continuous improvement within the team
Primary Working Relationships & Interfaces:
Personal Requirements for Role
Proven substantial experience in an Executive support role handling highly confidential information with discretion
Experience in an highly international, fast-paced and multicultural environment
Good knowledge of Outlook, PowerPoint & Excel
Educated to degree level or equivalent.
- Able to work in a fast paced environment
Very detailed oriented; attention to details and accuracy are critical required skills
Highly motivated and energetic, enthusiastic and eager to learn
Have a great attitude, strong work ethic, and excellent follow-up skills
Willing to go the extra mile and be a team player
Work well under pressure
Able to multi task a must
Excellent communication skills
Conscientious, timeliness and punctuality and essential traits and skills
Interacts effectively (good communication skills)
Demonstrates entrepreneurship & proactivity
To nurture beauty and relationships for a better way of living and doing business.
We are passionate agents of change.
We build relationships based on transparency, collaboration and diversity.
We are committed to integrity and hold ourselves accountable.
We find the courage to challenge the status quo and go beyond.
We honor and respect the interdependent nature of all things.
We will dare to innovate to promote positive economic, social and environmental impact.
To be completed by the Manager