Executive Assistant Taste, Oceania

Job Summary

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.

Key Responsibilities

• Act as the primary point of contact for all reception calls and inbound communications.
• Procure 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 communications and event messaging.
• Receive and distribute deliveries.
• Coordinate with the Sample Room regarding shipping.
• Schedule and diarise regional meetings.
• Arrange all travel, team‑building activities, meeting‑room set‑up (incl. tech), and catering needs.
• Draft and circulate event communication internally and post‑event social media posts.
• Prepare PowerPoint presentations and reports as requested.
• Order IFF‑branded merchandise for the site and Commercial team.
• Manage end‑to‑end annual staff and customer Christmas gifts.
• Work with the Regional Graphic Designer for design needs, in line with branding.
• Initiate vendor onboarding in collaboration with the offshore procurement team.
• Create and manage PRs, PO conversion requests, GRs, and submissions to offshore accounts payable.
• Track invoices and request reclassification of costs with offshore accounts payable, finance, and fixed‑asset teams.
• Maintain document control following established filing protocols.
• Attend monthly budget and forecasting update meetings.
• Assist with preparation of the monthly dashboard update and circulate to the site on behalf of the Project Director.
• Assist with meeting organisation as requested.
• Manage end‑to‑end site‑based projects, including contractor management, site induction, materials, safety and compliance monitoring.
• Communicate updates and issues to all staff on site.
• Maintain accurate project documentation, including contracts and emails, and conduct inspections and quality checks.

Qualifications

Benefits

Additional Information

Seniority level : Mid‑Senior level

Employment type : Full‑time

Job function : Administrative

Industry : Chemical Manufacturing

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 diversity and strive to create an inclusive workplace where every colleague can bring their authentic self. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status and are committed to equal employment opportunity for all.

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