Team Assistant - Havana Club
Corby Spirit and Wine Limited
il y a 4j

Administrative assistance (80%)

  • Creation of new suppliers in JDE / Eiffel for Paris Office Structure costs / Creation of new suppliers in PartnerUp
  • Support to the teams regarding PO creation / validation, invoicing, payment delays
  • Particular assistance to CEO in link with Cuban assistant
  • Assistance for travel arrangements, T&E and meetings organisation)
  • Maintain and communicate Havana Club agenda : key dates, CODI agenda and company life events
  • Specific assistance for Cuba-based collaborators when services are related to PR SA (T&E, corporate card requests, phone and IT request)
  • Update regularly HCI book of policies
  • Preparation of new comers arrival (communication with HR, IT, facilities and manager) and other tasks on the Onboarding / Departure checklists (Access creation in Jira JDE / Approbation route / Concur and Access suppression)
  • Coordination of travel Visa to Cuba
  • Cuba : order of supplies / medicines, packing
  • Receive, sort and distribute incoming mail in a timely manner
  • Coordination with The Island Facilities and IT Departments / Solve office related malfunctions and respond to requests or issues (including raising Jira tickets or access to The Island for Cuba-based collaborators)
  • Perform work related errands as requested
  • Provide support to the Marketing, Communication, POS and Export Assistant pending workload
  • Legal assistance (20%)

  • Organisation of HCI Junta in Paris and for Luxco entities in coordination with Cuban assistant
  • Corporate : Assistance in responding to Know Your Client requests by banks and consultants working with HC companies (collecting different corporate documents and sending them)
  • Contracts : Management of our contractual database : scanning and storing signed versions and updating contract database list
  • Compliance : Due diligence review and monitoring on Partner-Up (we are in charge of registering third parties on behalf of HCI teams based in Cuba who cannot use Partner-Up)
  • Compliance : Assistance in preparing compliance training programs for HC employees and monitoring completion
  • Profile

  • Experience : minimum 5 years in a similar role
  • Langagues : Fluent English and fluent French OR Fluent English and fluent Spanish. A third language would be a plus.
  • Required Skills / Competencies :

  • Must be adept at managing multiple priorities in a dynamic environment
  • Must be a self-motivated individual who is solution driven and has the ability to identify issues / opportunities for improvement and be proactive in addressing them
  • Excellent interpersonal skills are critical.
  • Excellent organizational and planning skills
  • Job Posting End Date :

    Target End Date

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