Site Executive Assistant

As Site Executive Assistant you will provide high-level executive and operational support to the Plant Director, while acting as a central coordination point across the wider site. You will be confident in the coordination, consolidation and presentation of management information, KPIs and business reporting, ensuring senior leadership has accurate and timely information to support operational decision-making. Alongside executive support, you will also have responsibility for site communications, employee engagement, corporate and VIP visits, management events, travel coordination, SharePoint and Teams administration, business documentation and process improvement. You will also provide cross-functional administrative support across HR, purchasing, facilities and other site activities as required.

Shifts will consist of Monday to Friday 07:30am to 16:30pm (one-hour unpaid lunch break)

Fixed term, up to 12 months

Key Job Accountabilities 

• Executive and administrative support to Plant Director
  • daily, weekly and monthly site wide and department management reporting including collating information
  • maintaining documentation and confidential records
  • coordinating on and off-site meetings
  • maintain SQDCP (Safety, Quality, Delivery, Cost, Performance) reporting
  • working closely with the NAV team

• Site-Wide Responsibilities
  • oversee and update reporting and database platforms
  • managing digital site communications
  • act as a point of contact for corporate communications
  • create and manage SharePoint information
  • organisation and administration of events
  • oversee employee travel requirements and vehicle administration
  • support engagement survey and associated administration
  • maintain site administration templates
  • support customer visits and training events
  • coordinate travel, meeting spaces and merchandise
  • maintain local information to support visiting stakeholders
  • maintain important site documentation, such as Liability and Travel insurance
  • manage central stationary and merchandise requirements for the site
  • handle sensitive management and business information with confidentiality

• People Function Support
  • provide cross-functional administrative support
  • handle confidential employee information appropriately
  • support the administration and coordination of employee awards
  • transfer handwritten information to appropriate digital records
  • work collaboratively with the Health & Safety team

• Business Systems and Information Management
  • provide administration support across a range of internal business systems
  • maintain annual leave and sickness records for management team
  • create and organise Microsoft Teams and SharePoint structures
  • update and develop Microsoft Excel business reporting
  • key administrator for NAVAN travel booking system
  • identify opportunities to improve and standardise administrative processes
  • support the introduction of new systems supporting daily KPI’s, SQDCP and NAV

• Community and External Relations
  • Act as a point of contact for charity, school, business and community enquiries
  • Liaise with relevant internal decision-makers regarding opportunities

The post holder may be required to perform duties other than those given in the job description.  The particular duties and responsibilities attached to the post may vary from time to time without changing the general character of the duties or the level of responsibility entailed.  Such variations are a common occurrence and would not themselves justify the re-evaluation of the post.

Experience and Role Requirements

• The ability to always work in a totally confidential manner on Director-led tasks.
• The ability to work under pressure, remain calm and in control with the ability to meet tight deadlines.
• Able to respond positively to changing work demands and possess an agile mindset.
• Confident in challenging existing practices and looking for continuous improvement in all areas of work.
• Highly driven, ensuring performance delivery on every task and recognises the importance of customer satisfaction in all aspects of the role.
• Excellent computer literacy skills incorporating all aspects of Microsoft package.
• Great organisational ability
• Conscientious and thorough in all aspects of the role and uses initiative and discretion at all times.
• Work in accordance with Amcor’s Purpose, Values & Behaviours at all times.