Executive Assistant

Italtile; Vereeniging; In loco; ZAR 420.000 - 680.000; Tempo pieno

Descrizione del lavoro

Italtile is seeking an Executive Assistant to provide high-calibre executive and administrative support to senior manufacturing leadership, enabling operational continuity and strategic focus. You will manage complex schedules, travel, and communications within a fast-paced industrial environment.

Strong proficiency in Microsoft 365, Power BI, Power Automate, SharePoint, Teams, and AI productivity tools is required to streamline reporting, presentations, and communications for leaders.

Competenze

• Bachelor-level qualification in Office Administration or relevant business field.
• Minimum 5 years' experience as an Executive Assistant or Senior PA.
• Proficiency with Microsoft 365 suite and AI productivity tools.

Mansioni

• Manage end-to-end diary, travel, and meeting coordination for senior manufacturing leaders.
• Prepare, review, and distribute board packs, reports, and operational briefings.
• Screen and prioritise correspondence, escalating critical communications.
• Coordinate cross-functional meetings including production reviews, SHEQ forums, and leadership sessions.
• Maintain records and document governance in SharePoint.

Conoscenze

Executive support

Stakeholder management

Time management

Communication

Formazione

Office Admin degree or business qualification

Strumenti

Power BI

Power Automate

SharePoint

Teams

Excel

PowerPoint

Copilot/AI tools

Descrizione del lavoro

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.

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
• 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

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

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

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