Fragrance Procurement Assistant

Symrise is a global supplier of fragrances and flavors, cosmetic active ingredients as well as functional ingredients. Its customers include perfume, cosmetics, food and beverage manufacturers, the pharmaceutical industry and producers of dietary supplements and pet food.

With sales of around 5.0 billion in the 2024 financial year, the company is one of the world's leading providers. The Group, headquartered in Holzminden, Germany, has more than 100 locations in Europe, Africa and the Middle East, Asia, the USA and Latin America.

Together with its customers, Symrise develops new ideas and market-ready concepts for products that form an indispensable part of everyday life. Economic success and corporate responsibility are inextricably linked.

Symrise - always inspiring more...

Your Role

The Executive Assistant to the SVP of Procurement plays a pivotal role in driving efficiency and excellence across the procurement organization. This position goes beyond traditional administrative tasks-it's about enabling strategic impact. You'll manage complex calendars, orchestrate high-level meetings, and craft executive-ready reports and presentations that influence decision-making. Acting as a trusted liaison between the SVP, internal teams, external partners, and senior leadership, you'll ensure seamless communication and alignment.

In this role, you'll anticipate needs, streamline workflows, safeguard sensitive information, and help shape the operational success of a global procurement function:

Key Responsibilities:

1) Calendar & Schedule Management.

• Efficiently manage the executive's calendar, ensuring accurate scheduling of meetings, appointments, and travel arrangements.
• Coordinate across multiple time zones and proactively resolve scheduling conflicts.
• Prioritize competing commitments and ensure optimal time management for the executive.
• Track deadlines, meeting follow-ups, and action items.

2) Administrative & Operational Support.

• Provide comprehensive administrative support, including drafting, proofreading, and preparing emails, and internal communication.
• Prepare and format documents, presentations, and spreadsheets using Microsoft Office Suite (Word, Excel, PowerPoint).
• Organize and maintain digital filing systems for efficient retrieval of information.
• Manage confidential information with discretion and professionalism.

3) Internal Coordination & Cross-Functional Support.

• Act as a liaison between senior leadership and internal departments to facilitate smooth communication and collaboration.
• Coordinate internal team meetings, prepare agendas, and follow up on deliverables.
• Assist in the planning and execution of department-wide events, conferences, workshops, and leadership activities.

4) Communication & Correspondence Management.

• Manage and prioritize incoming and outgoing communications, including email correspondence, calls, and messages.

• Respond to inquiries professionally or redirect them to the appropriate stakeholders.

• Maintain and update internal communication platforms with accurate and timely information.

5) Travel Planning & Logistics. Coordinate complex travel itineraries for the executive and broader team, including flights, accommodation, ground transport, and travel documentation.

6) SAP & Reporting

• Utilize SAP/CONCUR for administrative tasks including data entry, and expense tracking.

• Collaborate with the Finance team to ensure accurate and timely recording of financial information in SAP/CONCUR.

• Support budget tracking and expense reconciliation for leadership activities and travel.

About you

• Exceptional Organization & Time Management - Able to manage multiple priorities, tight deadlines, and complex schedules.
• Strong Communication Skills - Clear, professional written and verbal communication; able to draft correspondence and executive summaries.
• Proactive & Resourceful - Anticipates needs, solves problems independently, and takes initiative to improve processes.
• High Level of Discretion & Professionalism - Trusted to handle confidential and sensitive information.
• Stakeholder Management - Comfortable interacting with senior leaders, suppliers, and cross-functional teams.
• Attention to Detail - Accurate, thorough work with strong follow-through.
• Adaptability - Comfortable in a fast-paced, dynamic environment with shifting priorities.
• Tech-Savvy - Proficient with productivity tools (MS Office/Google Workspace), procurement systems, scheduling tools, and communication platforms.
• Business Acumen - Understanding of procurement processes, terminology, and organizational priorities.

Our offer

At Symrise, you will have the opportunity to grow professionally and experience inspiring projects that contribute to the well-being of millions of people in more than 160 countries.
People are at the heart of everything we do. This focus drives our above-average market growth and makes our company an exceptional place to develop your career.

Committed to Diversity, Equality, and Inclusion

At Symrise, we value diversity in all its forms. We believe in equality, respect, and inclusion as core pillars of our culture. We welcome candidates from all backgrounds, genders, ages, and beliefs, convinced that diversity drives innovation.

If you're passionate about making a difference and want to join a team that celebrates uniqueness and collaboration, we encourage you to apply.