Senior Admin Assistant

Senior Admin Assistant

Wat we doen

Bij Kenvue realiseren we de buitengewone kracht van dagelijkse verzorging. Gebouwd op meer dan een eeuw erfgoed en geworteld in de wetenschap, zijn we het huis van iconische merken - waaronder NEUTROGENA®, AVEENO®, TYLENOL®, LISTERINE®, JOHNSON'S® en BAND-AID® die je al kent en waar je van houdt. Wetenschap is onze passie; Zorg is ons talent.

Wie we zijn

Ons wereldwijde team bestaat uit ~ 22.000 briljante mensen met een werkcultuur waar elke stem telt en elke bijdrage wordt gewaardeerd. We zijn gepassioneerd door inzichten, innovatie en toegewijd aan het leveren van de beste producten aan onze klanten. Met expertise en empathie betekent een Kenvuer zijn dat je elke dag de kracht hebt om miljoenen mensen te beïnvloeden. We stellen mensen op de eerste plaats, geven er veel om, verdienen vertrouwen met de wetenschap en lossen op met moed - en hebben schitterende kansen voor je klaarliggen! Geef samen met ons vorm aan onze toekomst - en die van jou. Klik voor meer informatie op here.

Rol rapporteert aan:

EXECUTIVE ASSISTANT

Locatie:

Europe/Middle East/Africa, Czechia, Prague, Prague

Werklocatie:

Hybride

Wat je gaat doen

As a Senior Admin Assistant you will be responsible for managing travel arrangements through the Concur system, handling various financial tasks including processing purchase orders, providing comprehensive support for executive meetings, assisting with employee onboarding procedures, maintaining up-to-date distribution lists and organizational charts, and overseeing the management of R&D contracts.

Travel & Expenses

· Submit travel requests in Concur

· Book travel (flights, trains, hotels, transfers) through Concur for the allocated Senior Directors

· Provide travel documentation including visa letters for internal and visiting staff

· Assist with booking hotels and transfers for visiting staff

· Prepare and submit monthly expense reports in Concur

· Note: Private travel bookings and bookings for family members are not included

Finance

·  Handle PO submissions, create new vendors, and track as needed using in-house accounting systems

·  Process POs for all assigned Senior Directors

·  Collaborate with the EMEA Facility lead and the Rotkreuz campus point of contact to manage POs for Facility Management

·  Manage all POs for EMEA Communication and EMEA Corporate Affairs

·  Manage all POs for Sunrise Switzerland

Calendar Management for Senior Directors

·  Assist with complex meetings involving attendees at the ELT level and above

·  Note: Routine business meetings (e.g., 1:1s, team meetings) are not included

Others

·  Assist with onboarding new employees within the teams of assigned Senior Directors

·  Support onboarding of new starters at the Rotkreuz campus who do not have an onsite manager (e.g., Global roles)

·  Organize equipment for new employees including notebook, mobile phone, and credit card if needed

·  Coordinate with the Zug EA onsite team to train new employees on common tools:

·  Concur

·  Guest announcement systems

·  Meeting room booking tools

·  Time management tools

·  DL and Org Chart Creation/Maintenance

·  Create and maintain DLs for the teams of the allocated Senior Directors

·  Create and maintain Org Chart (in cooperation with the VPs EA)

Contract & Signature Management

·  Manage contracts and signatures for EMEA R&D via ICD (or replacement tool to be rolled out in 2025)

What We Are Looking For 

Required Qualifications

· Proven work experience as a senior administrative assistant or executive administrative assistant, with a strong track record of managing tasks and projects in a virtual office setting
· In-depth understanding of office management and daily operations, including the ability to adapt and excel in remote work environments
· Hands-on experience with MS Office and other modern virtual collaboration tools
· Proficiency in using virtual meeting platforms, particularly Microsoft Teams
· Excellent verbal and written communication skills with proficiency in both written and spoken English
· Strong organizational and time-management skills, demonstrated through successful coordination of virtual and in-person meetings, events, and projects
· High School degree in relevant field
 

Desired Qualifications

· Additional qualification as a personal assistant or secretary
· Advanced proficiency with virtual collaboration tools beyond basic functionality
· Experience with coordinating complex virtual events or managing remote teams
· Demonstrated ability to troubleshoot technical issues in virtual work environments
· Experience with digital document management and virtual filing systems
· Proven ability to maintain confidentiality and handle sensitive information in remote settings
 

What’s In It For You

Employee Benefits:

· 5 weeks of vacation and 3 sick days

· Hybrid model of working / home office

· Pension Insurance

· Meal vouchers, Pluxee benefit cafeteria, company products with discounts

· Language courses contribution

· Referral award

· Public transportation allowance

· Bonus based on company policy

Office Facilities:

· Nice area with restaurants with metro station 300 m from office

· Modern office with coffee and fruits, focus rooms 

Health and Wellness Benefits:

· On-site gym and massages

· Global wellbeing reimbursement, long term illness contribution, Accident, Life, and disability insurance

· Multisport card

· Parental leave and early returning parents program

Kenvue is proud to be an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
 

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