Admin and Executive Assistant (Production)

Our client in the agricultural sector, is seeking a highly capable and detail-oriented Admin and Executive Assistant (Production) to provide high-level administrative, operational, and reporting support to the Head of Department: Production.

This role is critical in enabling effective decision-making, strong governance, and operational efficiency within a fast paced production environment. The successful candidate will serve as a trusted partner to senior leadership, responsible for executive diary management, governance and compliance support, advanced reporting and data analysis, financial administration, and cross functional coordination.

The role requires exceptional organisational skills, a high level of discretion, strong analytical ability, and the capacity to manage multiple priorities with accuracy and professionalism. The successful candidate will consistently uphold Living company core values of Stewardship, Excellence, Purpose, and Respect.

• Relevant tertiary qualification in Office Administration, Business Administration, Management, Finance, Information Systems, or a related field
• Diploma or Degree in Executive Assistance, Business Management, Project Management, or Operations (advantageous)
• Minimum 5-8 years' experience in a Senior Administrative, Executive Assistant, or Office Management role
• Proven experience supporting senior executives or leadership teams
• Demonstrated experience in:
  • Executive diary and meeting management
  • Governance processes, minute-taking, and action tracking
  • Data analysis, executive reporting, and dashboards
  • Financial administration, invoice processing, and expenditure tracking
  • Coordinating meetings, events, and cross functional engagements

• Advanced proficiency in Microsoft Excel and reporting tools
• Strong analytical, problem solving, and reporting skills
• Excellent organisational and time management abilities
• High attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to manage competing priorities under pressure
• Professional judgement, integrity, and discretion

• Provide comprehensive administrative and executive support to senior leadership within Production
• Manage complex executive calendars, prioritising commitments and optimising time management
• Coordinate travel arrangements, logistics, and itineraries when required
• Prepare, review, and format executive correspondence, briefing notes, and confidential documentation
• Maintain accurate and compliant digital and physical filing systems
• Act as a trusted gatekeeper, managing communications and exercising sound judgement
• Handle sensitive and confidential information with discretion and professionalism

• Plan and coordinate internal and external meetings, leadership forums, and governance engagements
• Develop meeting agendas in collaboration with key stakeholders
• Take accurate, concise, and professional minutes and meeting notes
• Track decisions, actions, and deliverables, ensuring timely follow up and closure
• Compile governance, operational, and executive reports for senior management and committees

• Collect, validate, analyse, and interpret operational and performance data from multiple sources
• Develop executive level reports, dashboards, and presentations
• Identify trends, risks, and improvement opportunities through data analysis
• Ensure data accuracy, integrity, and consistency across reporting frameworks
• Support continuous improvement of reporting systems, tools, and processes
• Assist with system coordination, maintenance, and management tasks
• Support senior management with ad hoc and recurring reporting requirements

• Manage end to end invoice processing, including tracking, approvals, and reconciliations
• Maintain accurate expenditure records and financial documentation
• Liaise with Finance and vendors to resolve billing queries and discrepancies
• Support budget monitoring and financial reporting processes as required

• Coordinate cross functional meetings, leadership engagements, and team forums
• Plan and execute workshops, off sites, and team events from concept to completion
• Manage logistics, communication, and post event follow up actions
• Support initiatives that promote positive team engagement and culture

• Provide operational and administrative cover during peak periods or staff absences
• Take ownership of tasks to ensure workflow continuity
• Adapt quickly to changing priorities and operational demands
• Demonstrate initiative beyond core responsibilities where required

• Support project planning, scheduling, and coordination across multiple initiatives
• Track project milestones, risks, dependencies, and deliverables
• Prepare project documentation, progress updates, and status reports
• Facilitate communication between project stakeholders