Executive Assistant

Full description

Position summary Industry: Manufacturing Job category: Office Management Location: Vereeniging / Kopanong Contract: Permanent Remuneration: Market Related EE position: No 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. Job description 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 Minimum requirements 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