Executive Assistant, WHQ P&P

The Kraft Heinz Company • Chicago, IL

8d

About The Position

Executive Assistant As an Executive Assistant (EA) at Kraft Heinz, you are the heart of our team's business operations – the work you do enables our leaders to deliver against our priorities. You are an expert at the art of stakeholder management, seeing around corners and anticipating leader needs while enabling them to achieve our Company ambitions. You keep pace with a dynamic, ever-changing environment and possess the strong business judgment and communication skills needed to interact with a variety of people and job functions. You know and champion our values, how we work and where we win with internal and external partners, stakeholders and employees. Our EAs Make an Impact through Exceptional Executive Administrative Support Go way beyond “calendar Tetris” to strategically support your leader(s) to prioritize, manage their time and energy, and accomplish their goals. This includes managing the leader’s calendar by scheduling appointments, meetings, and events and ensuring meeting spaces are appropriately booked and prepared. You will coordinate with internal and external stakeholders to arrange meetings as needed. Ensure leaders are equipped to engage effectively by managing meeting agendas, resources, preparation work and details Manage senior executives’ travel logistics and activities to maximize their time and personal well-being , including booking flights, hotels, and transportation. Coordinate with travel agencies, airlines, and hotels to ensure smooth travel arrangements. Demonstrate sound business and financial acumen and speak the language of their leader(s) and our business Maintain confidentiality and handle sensitive information with discretion Ensure the leader’s office is run efficiently and effectively, while maintaining confidentiality and professionalism. Contribute to the success of the Executive Assistant team through effective communication, cooperation and teamwork, including in-office coverage Our EAs Make an Impact through Efficient Operations Management Manage invoices, vendors and expenses following company process and within designated tools and systems Organize communications from the office of their leader in partnership with our Corporate Communications and/or HR teams, drafting where appropriate and/or coordinating approvals Manage a high volume of tasks, information and communication in a way that upholds culture, champions our brand, and helps the leaders shine Thoughtfully plan and flawlessly execute internal and offsite events on behalf of the leader, and coordinate with internal teams, vendors, and external partners as needed. Manage event logistics, including catering, audiovisual equipment, and venue arrangements. Visitor Management: securing visitor passes, assisting with visitor travel, etc. Partner with local Facilities team (where available) to ensure the workspace and break area of the leader is clean and tidy. Lead or support other projects as needed

Nice To Haves

• Exceptional interpersonal communication and collaboration skills required, experience working in an interdependent/matrixed organization preferred
• Ability to anticipate the needs of your executives and teams based on their priorities
• Ability to practice sound judgment and work independently with minimal supervision
• Flexible and adaptable; experience navigating ambiguity, changing priorities, and fast pace
• Excellent listening and synthesizing skills; able to effectively navigate conflict and contrasting opinions and points of view
• Maintain professionalism and strict confidentiality with all materials
• Proficiency with office productivity tools and an aptitude for learning new software and systems

Responsibilities

• Strategically support your leader(s) to prioritize, manage their time and energy, and accomplish their goals.
• Manage the leader’s calendar by scheduling appointments, meetings, and events and ensuring meeting spaces are appropriately booked and prepared.
• Coordinate with internal and external stakeholders to arrange meetings as needed.
• Ensure leaders are equipped to engage effectively by managing meeting agendas, resources, preparation work and details
• Manage senior executives’ travel logistics and activities to maximize their time and personal well-being , including booking flights, hotels, and transportation.
• Coordinate with travel agencies, airlines, and hotels to ensure smooth travel arrangements.
• Demonstrate sound business and financial acumen and speak the language of their leader(s) and our business
• Maintain confidentiality and handle sensitive information with discretion
• Ensure the leader’s office is run efficiently and effectively, while maintaining confidentiality and professionalism.
• Contribute to the success of the Executive Assistant team through effective communication, cooperation and teamwork, including in-office coverage
• Manage invoices, vendors and expenses following company process and within designated tools and systems
• Organize communications from the office of their leader in partnership with our Corporate Communications and/or HR teams, drafting where appropriate and/or coordinating approvals
• Manage a high volume of tasks, information and communication in a way that upholds culture, champions our brand, and helps the leaders shine
• Thoughtfully plan and flawlessly execute internal and offsite events on behalf of the leader, and coordinate with internal teams, vendors, and external partners as needed.
• Manage event logistics, including catering, audiovisual equipment, and venue arrangements.
• Visitor Management: securing visitor passes, assisting with visitor travel, etc.
• Partner with local Facilities team (where available) to ensure the workspace and break area of the leader is clean and tidy.
• Lead or support other projects as needed

Benefits

• Coverage for employees (and their eligible dependents) through affordable access to healthcare, protection, and saving for the future, we offer plans tailored to meet you and your family’s needs.
• Coverage for benefits will be in accordance with the terms and conditions of the applicable plans and associated governing plan documents.
• We offer events, resources, and learning opportunities that inspire a physical, social, emotional, and financial well-being lifestyle for our employees and their families.
• You’ll be able to participate in a variety of benefits and wellbeing programs that may vary by role, country, region, union status, and other employment status factors, for example: Physical - Medical, Prescription Drug, Dental, Vision, Screenings/Assessments Social - Paid Time Off, Company Holidays, Leave of Absence, Flexible Work Arrangements, Recognition, Training Emotional – Employee Assistance Program , Wellbeing Programs, Family Support Programs Financial – 401k, Life, Accidental Death & Dismemberment, Disability

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed