Executive Personal Assistant

The primary objective for this role is to provide high level secretarial and administration support to the Director and department in their day-to-day office activities including:

- Obtaining and organizing information for use presentations, reports as requested by the executive and department.
- Editing, proofing, formatting, document design/production, form filling, and data entry
- Scheduling/coordinating meetings, diaries, and travel arrangements
- Receiving/relaying telephone messages from internal and external sources, managing the time/interaction executives have with internal and external sources
- Handling confidential business and personnel information

Objectives & Measurement

Key Responsibilities and Specific Accountabilities:
Objectives:
Executive support / administration
- Preparation of Power Points presentations, reports and business plans,
- Assist in the coordination of weekly and monthly reporting
- Expense and credit card management and processing for department
- Contribute to regular Comminution meetings
- Prepare travel itineraries and book domestic and international travel for the department

Spare Parts Sales Co-Ordination to include:

- _ Coordinate drawings with suppliers to get quotes_
- _ Quotes expedited to customer_
- _ Execute orders_
- _ Have part numbers raised_
- _ Coordinate between customer, service team, sales, production and engineering to facilitate a smooth transition from order entry through to final delivered product_.

Service
- Provide Service team Administration for onsite approvals
- Coordination of service team timesheets to payroll
- Administration of SAP recharges - YSM3 where directed

Contracts
- Maintain contact and relationships with suppliers/subcontractors for work in progress
- Running production orders using SAP, this is running production orders for standard jobs and service jobs for one offs.
- Facilitate schedules of importing & exporting of goods across global manufacturing points & associated commercial exporting documentation
- Vendor Data management on projects and other functions as required by the project manager - Document Control in conjunction with Project and Contractual Requirements, to collate and submit to customer where required
- Generate all bank guarantees associated with Comminution project contracts - maintain warranty submissions
- Support the project managers with overall project set up and coordination
- Ensure all project invoicing is completed in a timely manner and in accordance with contractual obligations
- Maintain high level of SAP expertise to ensure Comminution equipment and service orders are set up efficiently and correctly, resulting in a smooth order execution
- Administration of raising purchase requisition, service order process, expediting of purchase orders and execution of the project.
- Somersby support function and other duties as needed

Communications and correspondence
- Act as the principal contact point for internal and external stakeholders
- Manage confidential and sensitive documentation with appropriate discretion
- Alert the Director to matters requiring immediate attention, and manage those issues in their absence, in conjunction with senior staff
- Correspondence on behalf of the Director, including department notices
- Administration of SAP & SF databases including generation of reports
- General administration and office management duties, including stationary orders, site induction of new staff
- Data management of jobs from start to finish using SAP
- Customer Site CMS register and induction maintenance
- Compliance administration is maintained

Diary management
- Maintain and oversee the management of the Directors calendar
- Handling requests for meetings and providing scheduling advice
- Respond to all invitations accordingly
- Ensure that the Director always has the appropriate documentation for each meeting
- Accurately recording minutes from meetings

Job Knowledge / Education and Qualifications

The details described here are representative of those that are encountered by or must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

- High school diploma
- Business Degree would be well regarded
- Proven experience as an executive assistant or other relevant administrative support experience
- In-depth understanding of entire MS Office suite
- Ability to organize a daily workload by priorities
- Ability to meet deadlines in a fast-paced quickly changing environment
- A proactive approach to problem-solving with strong decision-making skills
- Professional level verbal and written communications skills

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak