Executive Personal Assistant

OBJECTIVE:

Main Objective of the Position

The Personal Assistant to the GM HPS Manufacturing is responsible for providing comprehensive support to the GM HPS Manufacturing and the HPS Manufacturing Leadership Team.

This position requires the ability to anticipate needs, think critically, and

use initiative to solve problems with sound judgement, a high level of professionalism, and confidentiality.

KEY AREAS OF RESPONSIBILITY:

Primary Responsibilities:

· Provide proactive calendar management including prioritising enquiries and requests while troubleshooting calendar conflicts, making judgements and recommendations to ensure efficient day-to-day flow of engagements, ensuring management of external and internal stakeholders' expectations.

· Completing a broad variety of administrative tasks that facilitate the GM’s ability to effectively lead HPS Manufacturing, including producing documents, reports, and presentations, preparing correspondence, and liaising with the EA to the CEO regarding board reports.

· Coordinating and booking travel (and completing expense and mileage reports/claims).

· Acting as a liaison and providing support to the HPS Manufacturing Leadership Team including managing logistics and scheduling for team meetings and events including drafting agendas, developing, compiling, and distributing presentation materials and recording meeting minutes, following up on meeting action points, and coordinating and booking travel.

· Working closely with the GM to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

Continuous Improvement

· Ensure project requirements as allocated by GM are exceeded.

· At times initiates ideas for projects and process improvements with GM.

· Able to deal with all issues involved with projects.

· Delivery deadlines are always met.

· Good relationships established with people undertaking projects as directed by GM.

· Projects monitored effectively and reports provided to GM on time.

Communication and Correspondence

· Deals with all correspondence to GM promptly.

· Is friendly and professional in manner at all times and displays a high level of empathy towards all stakeholders.

· Conveys warmth; is always polite & courteous, always meets established protocols, and always prioritises and copes with

simultaneous demands, events, and interactions.

Training

· Complete ongoing upskilling and training as required.

· Complete induction and onboarding coordination for new members

of the HPS Manufacturing Leadership Team.

Other Duties

· Duties may be varied from time to time consistent with the employee’s training and skills and such varied duties are to be performed to standards that will be specified as required.

· May be available to cover duties of EA to the CEO during periods of leave

Hynds Values

A Place Where People Matter

· Passion is encouraged and our contribution matters

· Heading home safe and well at the end of each day is everyone’s priority

· Ongoing development for individuals and company growth

· Care for each other

Do What’s Right

· Work together and play to our strengths as one team

· Innovate and think creatively for continual improvement

· Stand up for what’s right with the courage to change

· Own our actions

Connect With Customers

· Deliver positive change with industry-leading sustainable solutions

· Add value through quality, innovation, service, and technical expertise

· Honest and transparent relationships founded on trust and credibility

· Act with integrity for sustainable and profitable success

Environmental, Health & Safety

Key Areas of Responsibility

· Comply with Hynds Health, Safety, Environmental, and Injury Management practices, policies, procedures, values, and instructions.

· Takes personal responsibility for the health and safety of themselves and others.

· Reports incidents and near misses in a timely and accurate manner

· Never interfering with or misusing equipment, machinery, or any other items supplied at work.

· House Keeping - To ensure your workplace, tools, equipment is regularly kept cleaned and maintained in its original condition at the end of your working day.

· Regular attendance and involvement in site Health, Safety and Environmental (HSE) Meetings.

· To encourage the culture within the organisation of every person taking responsibility and demonstrating that good environmental, health and safety practices are essential if hurt and harm are to be avoided in the workplace and environment.

Key Attributes

· 5 years+ experience in administrative roles reporting directly to senior management.

· Excellent verbal and written communication skills including reports and presentations.

· Ability to influence to achieve business outcomes in line with company values.

· Strong time-management skills and ability to prioritise, organise and coordinate multiple, simultaneous projects.

· Proficiency in Microsoft Office, Adobe Acrobat and other office productivity tools, with aptitude to learn new software and

systems.