senior executive assistant - 12 months FTC

Job Purpose and Mission

This position contributes to Starbucks success by providing support of a confidential and complex nature to the vice president. May provide project support and/or administrative support to multiple team members at the direction of the leader. Handles non-routine information and carries out activities following general guidelines with limited direction. Exercises independent thinking and discretion.

Models and acts in accordance with Starbucks guiding principles.

Key Job Dimensions & Scope of Role

• EMEA region, priority 1:1 support required for vice president (VP). Some support may be required for members of the VPs direct reports/team.
  Individual Contributor
• No direct reports
• Travel may be necessary on occasion
• No direct budget responsibility
• Standard office working hours however flexibility will be required to suit business needs
• Must have ability to make decisions around diary management and prioritising meetings. Important to protect VPs time.
• This role will work as part of a wider EA team and as such should be prepared to support colleagues with high workload and to cover absence
• This person must act as an ambassador in the VP’s absence
• Confident in initiating 1:1 meetings with VP to keep on top of business priorities and clear communication.

Summary of Key Responsibilities

• Provides support to the VP and prepared to support other members of the EMEA LT if required.

• Lead by example in meeting deadlines, communicating, confident in making sound decisions effectively and ensuring processes are adhered to. The role will ensure that everything within the remit is completed effectively and within company guiding principle values and mission.

• Work with other EAs to ensure relevant information is processed accurately and efficiently between functions.

• Interact with internal and external partners with integrity, honesty, and knowledge that promote the culture, values, and mission of Starbucks.

• Manage the VPs diary to ensure that their time is effectively organised and planned, has sole responsibility for their diary, protecting their time, ensuring time in between meetings and, booking rooms and ensuring they are fully briefed on every meeting. Ensure the VPs most effective use of time to fulfil their role. The senior executive assistant will be fully up to speed with the work of the VP/EMEA LT and be able to prioritise their work. They should keep themselves fully briefed with the activities of the whole business.

• Manage the VP’s day to day meetings and activities, ensuring they have all required information in good time for preparation purposes. Ensure that the VP has completed any actions prior to meetings and support in the delegation of tasks following meetings.

• Act as first point of contact for the VP to ensure visitors and/or enquirers receive a good level of customer service, including greeting visitors, working closely with Starbucks concierge team.. The senior executive assistant should be fully aware of the VPs work to be able to answer the majority of enquiries.

• Provide full support to VP when chairing meetings as required, organising and providing refreshment as and when required.

• Organise, co-coordinate and provide full administrative support and minute taking for cross-functional meetings. Ensure meeting agendas and minutes are compiled and distributed in a timely fashion.

• Make domestic and international travel arrangements for the VP and other members of the team where required, in the most cost-effective manner and prepare travel itineraries.

• Assist the VP with routine correspondence and presentations. Follow up on all requests for information, reports and correspondence.

• Open, prioritise and where appropriate answer VP’s post and email to ensure that only essential information is forwarded; advise of any urgent matters arising from post/email so that such issues are dealt with on a timely basis. Compose replies to routine letters to enable the VP to focus on more urgent matters; type reports and correspondence for the executive as and when required.

• Complete monthly expense claims.

• Organise and coordinate the various itineraries of visiting international partner visits and prepare immersion plans, which includes managing diaries and booking in training/meet & greet sessions for the first 4 weeks.

• As requested, ensure that new partner immersions are planned and organised and work with Partner Resources to ensure that immersing partners are fully supported and set-up for success.

• Undertake research and analysis and present findings at the VPs request.

• Keep abreast of all organisational issues and have a good understanding of Starbucks’ aims and objectives within the market, region and globally.

Knowledge, Skills and Experience

• Experience of working as an EA, ideally have experience at board level
• Advanced level Microsoft Word, advanced level Excel, advanced level PowerPoint and Outlook required. Additional packages an advantage
• Highly organised and able multitask and prioritise
• Excellent attention to detail with the ability to produce written correspondence of a high quality on behalf of the company
• Ability to work independently and make decisions with minimal supervision
• Liaising with external executives in external companies and handling client liaison
• Impeccable organisational and planning skills
• Strong communication skills, both written and verbal
• Self-starter/proactive with a positive ‘can-do’ attitude
• Patient and calm
• Demonstrates common sense and good judgement in pressured situations
• An understanding of the importance of confidentiality at all times
• Able to deal with external and internal people at a variety of levels

This job description is only a summary of the typical functions of the role and is not an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties that may be required. Management reserves the right to amend the responsibilities, tasks, and duties of the jobholder as dictated by business requirements.

Starbucks is committed to building an inclusive and diverse workforce . All applicants and partners will be treated fairly, without regard to race, religion, sex, nationality, age, physical or mental disability, sexual orientation, marital status, gender identity and expression.