Executive Assistant

Job DescriptionPurposeThe Site Administrator will assist the key executives of the company with scheduling, organising andcoordinating administrative tasks.Main Tasks and ResponsibilitiesExecutive Assistant:- Act as a Personal Assistant to the companys International Operations Leader and the Site Manager:- Support scheduling and assist with priorities- Send communications- Organise and prepare for meetings- Coordinate travel arrangements- Collating contributions to site and corporate meetings Administrative Support:- Provide general administrative assistance for the Commercial department and administrative assistance to other departments when required and directed by SLT members (to be kept within reason)- Triaging incoming calls, directing them to the appropriate departments promptly and professionally Marketing Support:- Assistance with Tradeshow planning- Assist with updates and routine maintenance of our website Travel & Logistic Coordinator:- Organise taxis and transportation needs for departments and visiting personnel- Oversee and coordinate maintenance of the company pool cars- Assist with hotel stays for conferences and support for customer visits Event & Function Support: - Support all departments with refreshments and food for meetings and visits- Ensure that all coffee machine and fridges are stocked Facilities & Visitors:- Point of contact, within contracted hours, for any queries in relation to the companys staff house and corporate visitors.- Organising and coordinating PPE for visitors on site- Organise repairs for meeting rooms, offices in general Site Council Coordination:- Schedule and prepare the minutes for the Site Council meetings Purchasing & Expenses:- Management of registered postage services- Raising purchasing orders for taxis, commercial subscriptions, etc- Complete expenses for the Senior Leadership Team Site Communications:- Assist with producing the quarterly site newsletter, format and distribute to site- Coordinate the Quarterly Town Hall briefingsCommunication Excellent Telephone Manner Confident in dealing with people at all levels in the organisationSHEQTo work to the companys policies and procedures in a safe manner. Participate in site audits and feedback findings.

Created: 2025-06-28