Executive Assistant

We are seeking a proactive and highly organized Executive Assistant to support the Oceania Leadership Team within our Taste business unit. This role is pivotal in ensuring the smooth execution of strategic and operational initiatives across the region. Reporting directly to the Oceania Sub-Regional Leader, you will provide high-level administrative support, coordinate special projects, assist with accounts payable, manage events, and oversee day-to-day office operations.

This is a dynamic position that requires strong collaboration with cross-functional teams, excellent communication skills, and the ability to manage multiple priorities. If you're passionate about enabling leadership success and contributing to a fast-paced, innovative environment, we'd love to hear from you.

Open to candidates from Sydney or Melbourne

Key responsibilities will include:

Administration and Office Management

• Respond to incoming reception calls as required
• Purchase products and services across Oceania sites, in accordance with company purchasing requirements
• Reconcile credit cards and liaise with accounts payable for cost center reallocations.
• Draft and circulate internal communication
• Receive and distribute deliveries
• Liaise with the Sample Room regarding shipping

Meetings, workshops, conferences, and event management

• Schedule and diarise regional meetings
• Arrange all travel, team building activities, meeting room set-up (including tech), and catering needs
• Draft and circulate event communication internally and post-event social media (Viva Engage) company-wide posts.
• Prepare PowerPoint presentations and reports as requested
• Order IFF-branded merchandise for the site and Commercial team as requested
• Manage end-to-end annual staff and customer Christmas gifts
• Liaise with the Regional Graphic Designer for design needs in line with branding.

Capital Expenditure (CAPEX) Support

• Initiate vendor onboarding in collaboration with the offshore procurement team.
• Create and manage PRs, PO conversion requests, GRs, and submission to offshore accounts payable for IR.
• Liaise with the offshore accounts payable, finance, and fixed asset teams to track invoices and request reclassification of costs.
• Manage accurate and comprehensive document control following the established filing protocols.
• Attend monthly budget and forecasting update meetings.
• Assist with the preparation of the monthly dashboard update and circulate to the site on behalf of the Project Director
• Assist with meeting organisation as requested

Project Management

• Manage end-to-end site-based projects
• Create and manage PRs, PO conversion requests, GRs, and submission to offshore accounts payable for IR.
• Attend monthly budget and forecasting update meetings and report on project spending against forecasting (EcoSys)
• Manage contractors, site induction, materials, and monitor activities, safety, and compliance.
• Communicate updates and issues to all staff on site.
• Maintain accurate project documentation, including contracts and emails.
• Conduct inspections and quality checks and sign off.

Background

• Proven experience in executive support, office management, accounts payable, and event coordination
• Strong written and verbal communication skills
• Skilled in cross-functional collaboration and stakeholder engagement
• Demonstrated ability to handle sensitive information with discretion
• Proficient in Microsoft 360, Teams, SharePoint, SAP, and SAP Concur; quick to learn new systems
• Responsive and proactive with excellent time management and organisational skills
• Collaborative team player with attention to detail and accuracy

What we offer?

• Fantastic training platform and support provided to boost your career - 'IFF University' and more.
• Amazing leave benefits such as Paid Parental Leave, Wellness Leave and more.
• Hybrid 'Work from Home' options are available and can be discussed for most roles
• An inclusive workplace culture focused on quality, customer service and environment
• Free parking and canteen facilities on-site

We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

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