Executive Administrative Assistant

Qualifications
Technological Proficiency: Mastery of office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools like Asana or Trello is essential
Familiarity with digital communication tools (e.g., Zoom, Microsoft Teams) and basic IT troubleshooting skills are also important
Data Management: Skills in managing databases, creating reports, and analyzing data to support decision-making are crucial
Strategic Thinking: The ability to anticipate the needs of executives, manage projects proactively, and align efforts with organizational goals is vital
Emotional Intelligence: Understanding and managing one's own emotions, as well as effectively interpreting and responding to the emotions of others, enhances daily interactions and overall effectiveness
Attention to Detail: This involves focusing on information to identify what needs to be done, corrected, or highlighted, ensuring accuracy in all tasks
Adaptability and Continuous Learning: Staying updated with the latest tools, techniques, and best practices in administrative support is key to maintaining efficiency and effectiveness
A high school diploma or equivalent and at least two years experience as an Administrative Assistant
Responsibilities
The Executive Administrative Assistant provides high-level support to senior executives, ensuring efficient operation of their office
This role involves managing schedules, coordinating meetings and travel, handling correspondence, and preparing reports
The assistant acts as a liaison between executives and internal/external stakeholders, maintaining professionalism and confidentiality
Additionally, they contribute to special projects and improve office processes to enhance productivity and effectiveness
Oversee the personal schedules of the Constantia Blythewood Management Committee members
Prepare agendas for the Managing Director's meetings and assist in the development of presentations
Coordinate and manage travel arrangements for Management Committee members
Assist in organizing company social events, ensuring protocol compliance under General Management's supervision
Facilitate visits from Constantia Flexibles Group employees to Constantia Blythewood, including travel, meeting agendas, and accommodations
Support client and auditor visits by organizing their stay and meeting schedules, as needed
Record minutes for various committee meetings (Management, Quality, HSSE, etc.)
Assist Management Committee members with daily tasks such as ERP authorizations, email correspondence, expense reports, and document signing
Ensure the office facilities are well-maintained and address any issues promptly
Stay current with company-assigned training
Adhere to all standards related to Quality Management, Environmental Management, Chain of Custody, Food Safety, and corresponding GMPs
Understand and comply with the Corporate Health, Safety, and Protection at Work Policy
Follow applicable procedures, standards, and instructions from the company's Health and Safety System
Immediately report any improvements, unsafe conditions, incidents, or accidents in your area or significant changes in your tasks or working conditions
Participate in preventive activities such as campaigns, training, awareness programs, and other initiatives developed by the organization
This position will interact with and help support the entire management team and will interact with visitors on a regular basis
Job description
The Executive Administrative Assistant provides high-level support to senior executives, ensuring efficient operation of their office. This role involves managing schedules, coordinating meetings and travel, handling correspondence, and preparing reports. The assistant acts as a liaison between executives and internal/external stakeholders, maintaining professionalism and confidentiality. Additionally, they contribute to special projects and improve office processes to enhance productivity and effectiveness.

Oversee the personal schedules of the Constantia Blythewood Management Committee members.

• Prepare agendas for the Managing Director's meetings and assist in the development of presentations.

• Coordinate and manage travel arrangements for Management Committee members. • Assist in organizing company social events, ensuring protocol compliance under General Management's supervision.

• Facilitate visits from Constantia Flexibles Group employees to Constantia Blythewood, including travel, meeting agendas, and accommodations.

• Support client and auditor visits by organizing their stay and meeting schedules, as needed.

• Record minutes for various committee meetings (Management, Quality, HSSE, etc.).

• Assist Management Committee members with daily tasks such as ERP authorizations, email correspondence, expense reports, and document signing.

• Ensure the office facilities are well-maintained and address any issues promptly.

• Stay current with company-assigned training.

• Adhere to all standards related to Quality Management, Environmental Management, Chain of Custody, Food Safety, and corresponding GMPs.

• Understand and comply with the Corporate Health, Safety, and Protection at Work Policy.

• Follow applicable procedures, standards, and instructions from the company's Health and Safety System.

• Immediately report any improvements, unsafe conditions, incidents, or accidents in your area or significant changes in your tasks or working conditions.

• Participate in preventive activities such as campaigns, training, awareness programs, and other initiatives developed by the organization.
• This position will interact with and help support the entire management team and will interact with visitors on a regular basis.

Requirements:
• Technological Proficiency: Mastery of office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools like Asana or Trello is essential. Familiarity with digital communication tools (e.g., Zoom, Microsoft Teams) and basic IT troubleshooting skills are also important.
• Data Management: Skills in managing databases, creating reports, and analyzing data to support decision-making are crucial.
• Strategic Thinking: The ability to anticipate the needs of executives, manage projects proactively, and align efforts with organizational goals is vital.
• Emotional Intelligence: Understanding and managing one's own emotions, as well as effectively interpreting and responding to the emotions of others, enhances daily interactions and overall effectiveness.
• Attention to Detail: This involves focusing on information to identify what needs to be done, corrected, or highlighted, ensuring accuracy in all tasks.
• Adaptability and Continuous Learning: Staying updated with the latest tools, techniques, and best practices in administrative support is key to maintaining efficiency and effectiveness.
• A high school diploma or equivalent and at least two years experience as an Administrative Assistant.
• Previous experience as an Executive Administrative Assistant is preferred.