Personal Assistant to Plant Manager

Adcock Ingram; Gauteng; On-site; ZAR 300 000 - 400 000; Full time

Job summary

A leading pharmaceutical company based in South Africa is seeking an experienced Administrative Coordinator to provide high-level support to the Plant Manager. Key responsibilities include managing schedules, liaising with departments, and maintaining documentation in compliance with industry standards. The ideal candidate will possess excellent organizational skills, strong communication abilities, and proficiency in MS Office. Occasional overtime may be required in this challenging yet rewarding role.

Responsibilities

• Provide high-level administrative support to the Plant Manager.
• Manage the Plant Manager’s calendar and schedule meetings.
• Liaise with internal departments for smooth communication.

Skills

Excellent organisational and time management skills

Strong written and verbal communication

High level of discretion and confidentiality

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

One of the conditions under the Protection of Personal Information Act 4 of 2013 (POPIA) provides that candidates have the right to be informed about the collection and use of their personal information,

In the course of your application: we may

• collect personal information that may be used to identify potential professional opportunities other than the job you have applied for but of which we think might be of interest to you.
• use your Personal Information to confirm references or background checks you have provided us.
• request your consent to participate in aptitude tests or recruitment assessments.

We also use your personal information to respond to your inquiries, to verify your information and to share information with you.

Your personal information will be securely stored by the Human Capital Department, and it will be retained for a period of up to 12 months as of the closure of the application procedure if your application is unsuccessful, and in case of a successful application and you are hired, your data will be transferred to your personal employee file.

By applying for this position, you consent to us processing your personal information.

We reserve the right to make an appointment. If you have not heard from us within 30 (thirty) days of the closing date, please accept that your application was unsuccessful. Correspondence will be entered into only with shortlisted candidates.

Job Purpose

To provide high-level administrative and operational support to the Plant Manager, ensuring efficient coordination of daily activities, communication, and documentation within the manufacturing environment.

Key Outputs

• Administrative Support
  • Manage the Plant Manager’s calendar, schedule meetings, and coordinate appointments.
  • Prepare agendas, take minutes, and follow up on action items from meetings.
  • Draft, format, and proofread correspondence, reports, and presentations.
• Operational Coordination
  • Liaise with internal departments to ensure smooth communication and workflow.
  • Assist in tracking KPIs, production targets, and compliance metrics.
  • Support coordination of audits, inspections, and regulatory visits.
• Document Management
  • Maintain confidential files and records in compliance with pharmaceutical industry standards.
  • Organise and archive GMP-related documentation and SOPs as required.
• Communication
  • Act as the first point of contact for internal and external stakeholders.
  • Screen calls, emails, and requests, ensuring timely and appropriate responses.
  • Coordinate communication between the Plant Manager and union representatives, suppliers, and regulatory bodies.
• Travel & Logistics
  • Arrange travel, accommodation, and itineraries for the Plant Manager and visiting executives.
  • Organise logistics for plant tours, stakeholder visits, and off-site meetings.

Skills & Competencies

• Excellent organisational and time management skills.
• Strong written and verbal communication.
• High level of discretion and confidentiality.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

Working Conditions

• Based at the pharmaceutical manufacturing plant.
• May require occasional overtime or availability outside standard working hours.