Executive Assistant, Corporate Events Manager

What does an Executive Assistant / Corporate Events Manager at Swire Coca-Cola do?

At Swire Coca-Cola, our Executive Assistants are vital in providing high-level administrative support to our executives and leadership teams. This dynamic role involves managing schedules, coordinating meetings, and handling communications to ensure everything runs smoothly. You'll be responsible for organizing and maintaining executive files, preparing detailed reports, and assisting with exciting special projects. With your exceptional organizational skills, keen attention to detail, and ability to handle confidential information discreetly, you'll be a crucial link between our executives and other key stakeholders. We are seeking a dynamic and detail-oriented Corporate Events Manager to lead the planning, coordination, and execution of high-impact corporate events.

Responsibilities:

• Provide proactive support to assigned executives and extended leadership teams
• Liaise with key business partners, brand partners, and vendors
• Manage calendars proactively, prioritize and resolve conflicts, schedule appointments, meetings, and agendas, and maintain an organized office
• Plan and organize key function routines (leadership meetings, outings, business planning, etc.), both domestically and internationally
• Organize and coordinate travel and related requirements, including travel authorizations, flight tickets, hotel bookings, visas, airport transfers, and expense reports, ensuring all arrangements comply with the Company's Travel Policy and prepare expense reports efficiently.
• Arrange meetings, coordinating agendas, presentations, and logistics, such as conference registrations, room reservations, and local travel. Provide hospitality for senior management or guests, including planning and confirming all local logistics support
• Actively manage vendor contracts and agreements, negotiate competitive rates, and communicate pending expirations and renewals
• Coordinate special events at the corporate level by collaborating with internal stakeholders to define event objectives, target audiences, and success metrics.
• Create and manage event budgets, ensuring cost-effectiveness, track expenses and provide regular financial reporting.
• Oversee event setup, on-site coordination, post-event breakdown, collect feedback, analyze event performance and prepare post-event reports / debriefing.
• Willingness to travel and work flexible hours, including evenings and weekends as needed.
• Develop and execute a comprehensive annual events calendar aligned with company goals.

Requirements:

• Bachelor's degree in business related field or Event Management, Marketing, Communications, Hospitality, or a related field
• 5+ years' experience as an Executive Administrator including but not limited to +2 years' experience of corporate event planning or other relevant experience
• Proven track record of managing large-scale events with multiple stakeholders with the ability to work under pressure and manage multiple events simultaneously
• Proficiency in MS Office (Excel, Outlook, PowerPoint, Word) and event management software experience
• Proficiency in Concur or other comparable expense management systems

Swire Coca-Cola is an equal employment opportunity and affirmative action employer that participates in the E-Verify program as required by law. All qualified applicants will receive consideration for employment without regard race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status or other legally protected characteristics. Swire Coca-Cola does not sponsor applicants for work visas.