My client in the Agricultural Industry is currently looking to fill the position of Executive Assistant. This role will be based in Tarlton, PLEASE NOTE: THIS IS NOT A REMOTE POSITION. This individual will be reporting directly to the Managing Director (MD).

The Executive Assistant plays a dual role of:
• leading the facilitation of administrative operations
• serving as the primary point of contact for internal and external stakeholders.

The Executive Assistant holds responsibility for the overall coordination and tasking of administrative requirements across the company. Furthermore, this role is a critical first impression of the company and a liaison to the Board of Directors and senior management teams.

The Executive Assistant:
• provides executive support in a one-on-one working relationship
• handles various activities and confidential matters with discretion
• work autonomously
• handles numerous special projects under minimal supervision
• This individual must be strong in administration, organizing, and must be able to work independently

Key Responsibilities include:

1. Calendar management:
• Scheduling meetings, ensure there is no conflicts and optimize available time
• Maintaining the calendar, continuous updating and managing available time as well as coordinate with other departments to optimize availability
• Reminder services, constantly update and setting of reminders and ensure necessary information is available for meetings and ensure CEO / MD is prepared
• Corporate calendar upkeep, ensure that all relevant stakeholders are constantly reminded of changes to schedule and events

2. Meeting Coordination:
• Agenda preparation, prepare and distribute relevant meeting minutes and agendas to Board meetings and ensure alignment to relevant meetings
• Coordination. Handle all relevant organization to meetings in terms of venue preparation, projector set-up, catering, etc.
• Minute taking. Comprehensive minute taking, making sure of capturing key points, decisions, action times, responsible parties, track follow-up actions
• Follow-up. Monitor all action items, sending reminders of update requests, making sure items is competed on time

3. Engagement with Board Members and other Executives:

• Communication. Facilitate communication between Board members and other Executives. Ensure timely dissemination of information
• Meeting coordination. Scheduling and coordination of meetings between relevant parties and timely reminders of meeting forwarded to attending members
• Relationship management. Ensure smooth relationship between all Board members and act as liaison to ensure smooth interactions

4. Information and file management:
• Document management. Develop and maintain effective filing system for physical and electronic documentation and ensure that documents are secured, organized and easily retrievable
• Information distribution. Distribute information to stakeholders timeously, and as per instruction only, to approved individuals
• Database management. Constant update of relevant information used daily – telephone lists, client information, project tracking systems, ensure data accuracy and confidentiality

5. Travel arrangements:
• Itinerary planning. Research and plan flights, accommodation, compare fares, keeping track of meeting times and places
• Expense reports. Collect receipts, prepare detailed expense reports, manage reimbursement process, ensure compliance with policies and procedures
• Travel support. Provide ongoing travel support, assistance with last minute changes, arranging visas, travel insurance and other traveling documentation, assisting with any travel related issues

6. Office management:
• Supplies management. Monitor and maintain inventory levels in the office supplies and equipment. Place orders on time and ensure on time delivery before stock levels run out
• Maintenance Coordination. Arrange necessary maintenance and repairs of equipment. Ensure safe working environment for all
• Vendor management. Liaise with external vendors and service providers, ensure high quality suppliers and realistic pricing

7. Special project support:
• Project coordination. Assist the CEO / MD to plan coordinate and execute special projects, including developing project plans, timelines and deliverables
• Research. Conduct thorough research on various topics as required for special projects, preparing detailed reports, presentations and summaries
• Event planning. Organize and manage company events, conferences and special occasions. Handling all aspects from planning to execution, including venue selection, guest coordination, and logistics management

8. Confidentiality and discretion:
• Information handling. Manage sensitive and confidential information with discretion, ensure privacy and security
• Trustworthy. Demonstrate high level of professionalism, integrity, and reliability in all interactions and duties. Foster trust and confidence, with CEO / MD and all other stakeholders

9. Personal Assistance
• Personal tasks. Assist with personal tasks and errands, such as personal correspondence, arranging household services, scheduling person appointments
• Work-life balance. Coordinate personal commitments, providing support for personal needs, ensure focus on professional

10. Personal Development

• Continuous learning. Stay updated with industry trends, technology and best practices relevant to the Executive Assistant role. Seeking opportunities to constantly improve
• Skill Development. Pursue professional development opportunities, such as training programs, workshops, certifications, to enhance skills and knowledge, that contribute to the role’s effectiveness

Qualifications and Experience:
• Bachelor’s degree in business administration or related field
• At least 5 - 8 years' experience in similar role
• Proven experience in a similar role, supporting senior executives
• Familiar with office management procedures and basic accounting principles
• Must have strong administrative and organizing skills and must be able to work independently
• Must have Vendor management experience

This opportunity is immediately available.