Executive Assistant

Introduction

We are looking for a professional, proactive Executive Assistant to provide high-calibre executive and administrative support to senior manufacturing leadership, enabling operational continuity and strategic focus. The successful candidate will serve as a trusted partner to plant and operations executives, managing complex schedules, communications, and information flows within a fast-paced industrial environment. Duties & Responsibilities

Executive & Administrative Support

• Manage end-to-end diary, travel, and meeting coordination for senior manufacturing leaders • Prepare, review, and distribute board packs, management reports, and operational briefings • Screen and prioritise correspondence, escalating critical communications appropriately • Coordinate cross-functional meetings including production reviews, SHEQ forums, and leadership sessions • Maintain accurate records, filing systems, and document version control in SharePoint Office 365 & Digital Productivity

• Build and maintain dynamic reporting dashboards using Microsoft Excel and Power BI (integrated via M365) • Design professional presentations in PowerPoint for executive and board-level audiences • Automate repetitive workflows using Microsoft Power Automate to reduce manual administrative burden • Manage team collaboration and communication via Microsoft Teams, including channel management and meeting facilitation • Utilise Microsoft Planner / To Do for task tracking and project milestone management • Leverage SharePoint for intranet content management and document governance AI Utilisation & Digital Innovation

• Actively leverage AI tools (e.g., Microsoft Copilot, ChatGPT, or equivalent) to:
• Draft, summarise, and proofread executive communications and reports
• Generate meeting notes, action logs, and follow-up briefs from recorded sessions
• Conduct research and synthesise data for leadership decision-making
• Identify opportunities to further automate or optimise administrative processes

• Stay current on emerging AI productivity tools and proactively recommend adoption where appropriate • Champion AI literacy within the administrative and support function Manufacturing Operations Support

• Coordinate plant visits, contractor inductions, and SHEQ compliance documentation • Support the preparation of production performance reports, KPI trackers, and operational dashboards • Liaise with procurement, logistics, HR, and finance on behalf of manufacturing leaders • Track capital project milestones and coordinate cross-departmental reporting inputs • Manage purchase requisitions, expense claims, and budget tracking for the executive office Stakeholder & Communication Management

• Act as the primary point of contact between manufacturing leadership and internal/external stakeholders • Prepare formal communication including announcements, minutes, and policy documents Coordinate site events, leadership offsites, and supplier/client engagements

Desired Experience & Qualification

Requirement Detail Education National Diploma or Bachelor's Degree in Office Administration, Business Management, or equivalent Experience Minimum 5 years' experience in an Executive Assistant or Senior PA role Industry Experience within a manufacturing, industrial, or engineering environment preferred Technical Demonstrated proficiency across the full Microsoft Office 365 suite AI Literacy Demonstrated use of AI productivity tools in a professional setting