Executive Assistant- 12 month FTC (Maternity Cover)

Job Description
Company Description:
McDonald's is proud to be one of the most recognized brands in the world, with restaurants in over 100 countries that serve 70 million customers daily. We continue to operate from a position of strength. Our updated growth strategy is focused on staying ahead of what our customers want and realizing further growth potential. Our relentless ambition is why McDonald's remains one of the world's leading corporations after almost 70 years. Joining McDonald's means thinking big and preparing for a career that can have influence around the world.
At McDonald's, we see every day as a chance to create positive impact. We lead through our values centered on inclusivity, service, integrity, community and family. From support of Ronald McDonald House Charities to our Youth Opportunity project and sustainability initiatives, our values keep us dedicated to using our scale for good: good for our customers, people, industry and planet. We also offer a broad range of outstanding benefits including a sabbatical program, tuition assistance and flexible work arrangements.
Job Description:
What is the purpose of this role?
To provide executive support to the 3 leaders.
Reports to:

• VP, Chief International Impact Officer
• Sr Dir, Impact Lead, IDL
• Sr Dir, Impact Lead, IOM BU

*Referenced as 'the 3 leaders'
What team will I be part of?
You will be part of the Global Impact Team as well as being part of the Shoreditch community and connections.
Who will my customers be?
Stakeholders include:

• Global Impact Team - International
• IOM & IOM BU Leadership Team
• IOM & IOM BU stakeholders across segments and markets (e.g., Market MDs)
• Global People Leadership Team & Global People stakeholders
• Global Development Leadership Team & Global Development stakeholders
• MCX / Global Marketing Leadership Team & MCX / Global Marketing stakeholders
• Shoreditch-based Executives and Executive Assistants
• Other Executive Assistants across the IOM & IOM BU Segment

What will my key accountabilities be?
Delivering first class Executive support by:

• Performing extensive global travel arrangements for the 3 leaders (including arranging visa's if necessary).
• Performing extensive diary management for the 3 leaders.
• Having awareness of each leaders' rhythms of business or reporting cadence to support calendar management.
• Clarifying meeting chair for leadership meetings and agreeing with leader as required.
• Working from the Shoreditch Office to support in-person co-ordination on Tuesday, Wednesdays, and Thursday and on any specific dates as agreed.
• Planning and organisation of meetings globally including all logistical aspects such as: venue search and booking, issuing invitations, and tracking acceptances, budget control.
• Preparing and submitting expenses using company expense system for the 3 leaders ahead of credit card payment due dates. (UK based expense system + Belgium based expense system).
• Instilling a pro-active approach to administrative support for the 3 leaders to optimise their time.
• Acting as first point of contact and central information point for the 3 leaders' availability.
• Sending out communications on behalf of the 3 leaders as and when required.
• Preparing and collating documentation as and when required.
• Managing and maintaining the team contact and email distribution lists as agreed.
• Preparing boardroom / meeting rooms for meetings to include video conferencing, refreshments etc.
• Receiving and welcoming visitors relevant to the 3 leaders.
• Building Strong relationships with stakeholders, internal and external as required.
• Maintaining and building relationships with EA Community.
• Maintaining and building relationships with Office Management in Shoreditch, MHQ and market offices.

Exclusive Responsibilities for This Role:

• Budget Management: Oversee both IOM & IDL budgets, including analysing monthly actuals from finance, updating master spreadsheets, and identifying discrepancies. Monitor spending, arrange cross-charges as needed, and provide teams with relevant budget updates. Ensure compliance with financial governance and fulfil budget projection requests. Keep the budget owner informed on budget status.
• Invoice Processing: Manage invoices through the GBS & BPM systems, ensuring accurate allocation to the correct GBL/GSL budget lines. Archive and save invoices appropriately while coordinating with suppliers as needed.
• Leadership & Team Coordination:
  • Schedule all Conclude/Connect & Commit conversations for leadership teams in alignment with required timeframes.
  • Maintain a record of all leaders' annual leave using their designated tracking spreadsheet.
• Meeting Support & Documentation:
  • Attend and take minutes for VP, Chief International Impact Officer monthly IOM Impact LT connection meetings, then distribute and store them in the relevant Teams channel. Follow up on action points where necessary.
  • Support the Share/Steal/Solve meetings (held every six weeks) by assisting with agenda preparation, slide collation, minute-taking, and storing documentation in the appropriate Teams channel. Follow up on action points where necessary.
  • Attend and take minutes for VP, Chief International Impact officer 6 weekly Global Impact IOM Team virtual hands-on meeting, then distribute and store them in the relevant Teams channel. Follow up on action points where necessary.
  • Attend, participate and minute the VP, Chief International Impact officer in-person Global Impact IOM Team in-person meetings, then distribute and store them in the relevant Teams channel. Follow up on action points where necessary.
• Event & Project Support: Assist in planning and managing logistics for the IDL Summit. Attend IDL Summit for full support.
• Organisational Updates: Maintain up-to-date Global Impact organisational charts, sharing updates with the Strategy & Alignment Manager monthly for integration into the Master Global Impact Org Chart.
• Onboarding & Administrative Support:
  • Create onboarding packs for new team members as needed.
  • Ensure leaders' Teams channel EA files remain current, including but not limited to: expense receipts, tracking spreadsheets, bios, budgets, team folders, Schengen Area Travel Trackers, headshots, meeting trackers, and team information (e.g., birthdays, year-end calibration).
• SharePoint Management: Keep the Global Impact Shoreditch team SharePoint folder updated with key resources, including Market Visit agendas, Market Impact Plans, Copilot information, Market Stories, the Net Zero guidebook, org charts, onboarding plans, phase planning details, Master PowerPoint decks, and Worldwide Convention materials.
• Team Engagement & Collaboration: Act as a team advocate by identifying connection points and fostering collaboration.
• Travel Budget Tracking: Monitor and track Sr. Dir, Impact Lead IOM BU travel expenses, ensuring alignment with the total annual budget. Maintain a detailed cost-tracking spreadsheet by country.
• Internal Communications: Manage the Shoreditch Global Impact Team WhatsApp group, ensuring all members stay informed. Provide a weekly office attendance poll every Friday for the upcoming week.

What background do I need to have?

• Required to use own initiative and be a driven self-starter.
• Demonstrate a flexible and organised way of working; the candidate will need to consider different time zones, remote teams, changing deadlines.
• Portray a professional image of the team and company to our customers, both internal and external
• Ability to communicate at all levels of the organisation.
• Uphold confidentiality principles,
• Maintain the commercially sensitive nature of information.

Qualifications:

• Knowledge of MS Office - Word, Excel, and PowerPoint
• Experience with Co-Pilot is desirable

Additional Information:
At McDonald's we are People from all Walks of Life...
People are at the heart of everything we do, and they make the McDonald's experience. We embrace diversity and are committed to creating an inclusive culture that means people can be their best authentic self in our restaurants and offices, which helps us to better serve our customers. We have a strong heritage of diversity and representation within our communities, which we are proud of. The diversity of our people, customers, Franchisees and suppliers gives us strength.
We do not tolerate inequality, injustice or discrimination of any kind. These are hugely important issues and a brand with our reach and relevance means we have a very meaningful role to play.
We also recognise our responsibility as a large employer to continue being active in our communities, helping to develop skills and drive aspirations that will help people to be more aware of the world of work and more successful within it, whether with McDonald's or elsewhere."