Executive Administrative Assistant

Summary:

The Administrative Assistant will provide comprehensive administrative support to the executive leadership team and will be based on site in our manufacturing plant. This role requires exceptional organisational skills, attention to detail, and the ability to manage multiple priorities simultaneously.

The Administrative Assistant will coordinate complex schedules, manage travel arrangements, organise meetings and team-building activities, support executive visits, handle expenses, and perform various ad hoc tasks to ensure the smooth operation of the executive office

Responsiibilities: 

• Efficiently manage the executive team's calendar, scheduling and coordinating appointments, meetings, and events.
• Handle correspondence, including drafting emails, letters, and other documents on behalf of the executive team as needed.
• Liaise with other administrators globally to coordinate and manage cross-functional and international meetings.

• Serve as the primary point of contact for the executive, managing incoming calls, emails, and other communications.
• Draft emails, letters, and other documents on behalf of the executive if required.
• Screen calls and visitors, prioritising and filtering requests for the executive's time.

• Arrange all travel logistics for the executive team, including booking flights, hotels, ground transfers, car rentals, and meeting spaces at travel destinations.
• Ensure all travel arrangements comply with company policies and executive preferences.

• Plan, schedule, and organise meetings, both onsite and offsite, including preparing agendas, distributing materials, and coordinating logistics.
• Provide administrative support during meetings, such as taking minutes, tracking action items, and following up on deliverables.

• Plan and coordinate team-building activities and events to foster a positive work environment and enhance team cohesion.

• Coordinate and manage all aspects of executive visits globally, including itineraries, meeting schedules, and hospitality arrangements.

• Handle expense reports for the executive team, ensuring timely submission, accuracy, and compliance with company policies.
• Monitor and reconcile executive travel and entertainment expenses.

• Manage projects and initiatives on behalf of the executive and site, coordinating with team members, tracking progress, and ensuring deadlines are met.

• Organise and maintain information, such as contacts and other important data.
• Handle sensitive information with confidentiality and discretion.

• Perform various ad hoc administrative tasks, such as scheduling car servicing, doctor appointments, and other personal errands for the executive team.
• Support corporate visits to the site.
• Act as a problem-solver, resolving issues and handling unexpected situations in the executive's absence.

Additional Information:

This role may require occasional travel to support executive activities and events. Flexibility in working hours may be necessary to accommodate the executive team's schedule and international coordination.

Work Experience Requirements: 

Minimum of 3-5 years of experience in an executive administrative role, preferably within a manufacturing or industrial environment

Bachelor’s degree in business administration, Management, or related field preferred.

Specialised Skills/Technical Knowledge:

• Exceptional organisational and time management skills.
• Strong communication and interpersonal skills, with the ability to interact effectively with executives, employees, and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Demonstrated ability to work independently and as part of a team in a fast-paced, dynamic environment.

Desirable: 

• Knowledge of a Concur Travel & Expense System
• Knowledge of a time and attendance system such as Timeware.