Executive Assistant - HR & Finance

Heineken

Job Purpose

Manages the schedules, logistics, and communications of the HR & Finance Director. Acts as a point of contact among executives, employees, clients, and external partners. Supports office management, operations, logistics, and administrative duties.

Duties and Responsibilities

• Provide executive level secretarial and administrative support to the HR & Finance Director
• Full ownership in managing the calendar and daily affairs of the HR & Finance Director
• Run all office affairs of the HR & Finance office in a highly professional and proactive manner.
• Handle the receiving and transmittal of correspondence, reports and controlled documents based on signature mandate of employees and managers.
• Manage the calendar of the HR & Finance Director, ensuring daily updates with reminders.
• Arrange internal and external meetings and follow up on attendance.
• Manage all international and domestic travel: visas, meet & assist, hotel, transportation.
• Coordinate with Finance on all matters related to the expenses.
• Assist with medical insurance.
• Coordinate maintenance of HR & Finance Director's cars with the driver.
• Gather document signatures as requested.
• Assist with personal tasks (car insurance, family travel arrangements, visa, accommodation).
• Maintain filing system related to the HR & Finance Director (expenses, contracts, etc.).
• Arrange all domestic and international travel (visas, meet & assist, hotels, transport).
• Handle team meeting arrangements (conferences, internal/external meetings, etc.).
• Arrange team gatherings, social events, and customer trips (planning, logistics, coordination).18. Handle all purchase requests (travel expenses, stationery, etc.).
• Create PRs on systems and track payments.
• Manage petty cash requests and settlements in a timely manner.
• Provide signature assistance on contracts and documents.
• Provide support for other team members as needed, including tasks such as onboarding new employees and IT asset management.

Other duties may be assigned as needed.