Position Title:  Adminstrative Assistant

PMI Vision

It’s Time to Unsmoke.

There is no question that the best choice for all people who smoke is to quit cigarettes and nicotine altogether. But many people don’t. In any given year, about 9 out of 10 people who are already smoking will continue: those people deserve access to, and information about, better alternatives. That is why we’re building PMI’s future on smoke-free products and focusing our efforts in switching adults, who choose to continue smoking, to our smoke-free platforms.

We’ve built the world’s most successful cigarette company, with the world’s most popular and iconic brands. Now we’ve made a spectacular decision. We will be far more than a leading cigarette company. We’re building PMI’s future on smoke-free products that are a much better choice than cigarette smoking. Indeed, our vision – for all of us at PMI – is that these products will one day replace cigarettes.

Why are we doing this? Because we should … We understand the millions of people who smoke cigarettes. They are looking for less harmful, yet satisfying, alternatives to smoking. We will give them that choice. We are dedicated to our employees and our shareholders. We will fulfill that commitment by pursuing this long-term vision for success. Society expects us to act responsibly. And we are doing just that, by delivering a smoke-free future. … And because we now can. Success in the cigarette business gives us the resources to pursue our ambitious vision. Thanks to the imagination and perseverance of thousands of people at PMI, we have developed breakthrough products that are smoke-free and enjoyable

Role Summary

This is an executive administrative professional position located in Lausanne supporting the Europe, Corporate Secretary and ITP Operations teams of Philip Morris International requiring analytical and communication skills and the ability to effectively engage in outreach across the various functional organizations of the corporation. The Administrative Assistant will be responsible for providing high level administrative assistance to these legal functions while maintaining integrity and confidentiality with all materials and exercising discretion when collaborating with the business. The Administrative Assistant oversees and manages the flow and exchange of information, streamlines interactions with key constituents and facilitates initiatives on behalf of the Legal & Compliance functions supported. Work requires a high level of discretion and often requires the use and handling of confidential information.  Exercises excellent problem solving and judgment skills in a fast-paced environment. The Administrative Assistant organizes team events, both internally and off-site. Actively promotes teamwork, optimizes services, and shares standard methodologies and works towards continuous improvement. The Administrative Assistant will also perform other administrative tasks using independent judgement and discretion, making sure that workload is actively managed, so that these activities are completed accurately and on time. Utilizes professional concepts and objectives to resolve complex issues in a creative and effective manner. Ensures that the office implements leading practices and operates at the highest ethical and governance standards. Demonstrates an inclusive, consultative and thoughtful approach to achieving cross-functional alignment on issues internally while creating an environment of collaboration with business partners and Legal & Compliance Department colleagues.

Key Responsibilities:

 
•    Coordinates and liaises for Europe, Corporate Secretary and ITP Operations team members located between Lausanne, Switzerland and other locations.
•    Provides high quality and effective administrative and business support.
•    Acts as a point of contact between legal leadership and employees or other stakeholders. 
•    Relies on extensive experience and judgment to plan and accomplish goals. 
•    Exercises a wide degree of creativity and latitude in developing and coordinating activities on behalf of the supported personnel.
•    Handles matters expeditiously, with dedication and follow-through on projects to successful completion, often under strict deadlines.
•    Organizes meetings, manages agendas, calendars and emails and, schedules appointments and answers/redirects routine enquiries for internal/external sources.
•    Holds the responsibility of travel organization (flights, accommodation, visas, expense reports, etc.) and department events, site activities and team off-sites meetings arrangement.
•    Facilitates smooth communication between the executives, departments, other assistants, employees, external parties and customers. Distributes communications, cascade announcements, reports & highlights and write correspondence.
•    Handles confidential information and maintain the security of the executive's records and files.
•    Supports induction process of new team members and collaborates with Legal Operations team for offices & space allocations.
•    Monitors outgoing correspondence for consistency with corporate policy.
•    Facilitates good working relationships with various constituencies to include internal and external business leaders, public offices, legislators, and federal officials.
•    Arranges audiences, protocol, reception of visitors and replies to requests for information on programs and organize visits of officials from outside organizations, as required. 
•    Requires the ability to read and prepare a variety of correspondence, reports, forms, newsletters, budgets, etc. using prescribed formats and assuring that such documentation is correct in form and style.
•    Requires the ability to deal with a wide range of personalities and people.
•    Maintains a culture with a high degree of emphasis on dignity, respect, and inclusion.
•    Performs other work-related duties as assigned

Business Acumen

•    Quickly grasps key drivers of the business and industry and quickly become immersed in the most important business issues facing the company.
•    Demonstrates strategic, innovative, creative and inquisitive frame of mind, with strong business acumen and judgment. 
•    Speaks fluently in lay terms to a range of audiences

Executing for Result

•    Demonstrates the detail orientation and the technical, planning and project management skills to ensure flawless execution. 
•    Takes initiative and operates with a sense of urgency, decisiveness and responsiveness. 
•    Possesses strong work ethic with ability to handle a fast-paced vigorous schedule.
•    Able to solve problems and offer creative solutions.
•    Anticipates and proactively addresses emerging issues. 
•    Demonstrates self-motivation and initiative to prioritize work and otherwise perform the job with minimal supervision.
•    Holds oneself to the highest standards of accountability. 
•    High energy and drive, a charismatic and positive individual with a passion for driving results, and unquestioned integrity.
•    Highly collaborative and an appreciation of the power of inclusivity

Knowledge and experience desired to undertake this role

•    High school degree, CFC, Business Administration diploma or equivalent; additional qualification as Personal Assistant or Secretary would be considered an asset. Bachelor’s Degree preferred.
•    Demonstrated experience in a similar position.
•    Strong capacity to influence and coach, attention to detail, action driven and specialist in organization.
•    Ability to communicate sensitively and effectively, both verbally and in writing, with various partners.
•    High priority setting and planning capacities, with the ability to react quickly and effectively.
•    Strong computer skills.
•    Ability to work in a fast-paced environment, handle multiple, conflicting priorities while managing a substantial workload and client expectations.
•    Experience of working successfully in a highly results-oriented and performance-driven environment with a focus on excellence.
•    Robust interpersonal, networking, public speaking, and writing skills, with the confidence and credibility to act quickly, communicate effectively with diplomacy and civility.
•    Ability to draft documents in English at first-rate level.
•    Extreme attention to detail.
•    Ability to maintain an appropriate perspective regardless of the delicacy or pressure of a situation.
•    Ability to maintain the highest level of confidentiality and preserve the integrity of information and processes

Why Join Us?

At Philip Morris International, you will:

• Be part of an ambitious team driving significant change in the industry.
• Work in a dynamic and inclusive environment that fosters collaboration and innovation.
• Have the opportunity to develop your career in numerous directions, with access to world-class training and development programs.
• Enjoy a competitive compensation and benefits package.

Join us in our mission to deliver a smoke-free future and make a tangible impact on the world. If you are ready to take on this exciting challenge, we would love to hear from you!