hr coordinator London, England
Job description
HR Team Coordinator
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Job Summary:
Overall Purpose of the Role
- Provide full administrative support to two EMEA executives – Director Rewards WFP DE&I EMEA &
Director Talent Acquisition EMEA, maintaining a high professional standard of communication with
all internal and external contacts.
- Support the DE&I and Benefits & Wellbeing teams and act as central administrative point of
contact, as needed.
- Support Director Rewards WFP DE&I EMEA with administration and coordination across sub teams
Areas of Responsibility
The Team Coordinator will be responsible, on behalf of the senior executives, for the following:
Diary Management: actively manage and implement effective day-to-day diary organisation; ensure scheduling of timely updates and weekly briefings; communicate and liaise with other LOBs as required; and actively support daily time management between meetings.
Team Coordinator: Support the DE&I and Benefits & Wellbeing teams with administration and logistical support with the delivery of events and roll out of projects, processes and procedures.
Support with the arrangement of events and large scale meetings, including managing invitations, technical set-up, catering requirements and post event feedback. Where needed, this will involve communicating with our Mental Health First Aider network, Business Employee Resource Groups (BERGs) and external partners.
Long Service Awards – Assist with the reporting and distribution of long service awards for our UK based employees
Meeting Management: plan and schedule all internal and external meetings; facilitate agenda creation and distribution; and work with internal catering company to provide catering (within budget) when required.
Travel & Accommodation: manage all travel, transport and accommodation requirements for the team, including itineraries and bookings; and ensure all bookings are made within budget and in line with TWDC Travel & Expense policy.
Expenses: collate and file all expenses accurately and within required time-frame; and ensure all technical training in support of the above is completed and refreshers attended where required.
Office Management: manage TWDC administrative systems (e.g. SAP, GSS); support senior leaders of function with miscellaneous tasks; and liaise with staff, suppliers and clients, as required.
Process Purchase Orders, Receipting, Invoicing and other SAP related matters across both departments.
Purchasing as required via P-card process and recording and tracking spend data using excel spread sheets
Department Ambassador: act as central administrative point of contact for the function/LOB both internally and externally; ensure timely and professional handling of all queries; and manage and maintain filing systems, consistently seeking out improvements
Create effective internal relationships where DEI/Wellbeing touchpoints are regularly required e.g. Facilities, EMEA Corporate Communications, Corporate Social Responsibility · Invoicing: support with processing of invoices and POs for executives, including on occasion, for the wider team.
Areas of Accountability (Strategic Impact, Financial, Management, Relationships)
Accountable to Director Rewards WFP DE&I EMEA & Director Talent Acquisition EMEA
Full end-to-end daily diary management.
Full end-to-end meeting management.
Expenses.
Booking of travel and accommodation.
Office management duties.
Team assistance, as required.
Acting as an ambassador for the function both internally and externally, directing queries as required.
Experience and Professional Qualifications Required
Proven experience as a Team Coordinator or Executive Assistant - supporting multiple executives and large teams
Familiarity with DE&I and Employee Benefits language and terminology
Demonstrable working knowledge of SAP/Worday/Concur and other associated administrative systems preferable
Experience working in a fast-paced, large multi-national organization.
Experience of organising events and large-scale meetings
Service orientated approach to both internal and external stakeholders - proactively support multiple stakeholders
Effective at building relationships and establishing credibility with senior executives
An ability to prioritise your workload effectively will be key, as well as being flexible and responsive in the face of last-minute changes.
