Job Description

Job Advert Summary

Living Greenway Farm is seeking a highly capable, 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, governance, and operational efficiency within a fast-paced production environment. The successful candidate will be a trusted partner to senior leadership, responsible for executive diary management, governance support, advanced reporting and data analysis, financial administration, and cross-functional coordination.



The role requires exceptional organisational skills, discretion, strong analytical capability, and the ability to manage multiple priorities with accuracy and professionalism while upholding Living Greenway Farm's core beliefs of

Stewardship, Excellence, Purpose, and Respect

.

Minimum Requirements

Qualifications

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)

Experience

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

Skills & Competencies

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

Advantageous Experience

Exposure to board-level reporting, executive committees, or governance structures Experience with

Power BI

, advanced Excel dashboards, ERP, HRIS, or financial systems Project management certification or hands-on project coordination experience Experience within

agriculture, FMCG, manufacturing, logistics, or operational environments

Experience in process improvement, system optimisation, or reporting framework development Experience working in a fast-paced operational or corporate environment Proven ability to handle confidential and sensitive information with discretion

Duties and Responsibilities

1. Executive & Administrative Support

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

2. Meetings, Governance & Reporting

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

3. Systems, Data Analysis & Report Development

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

4. Financial Administration & Invoice Management

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

5. Coordination of Meetings, Engagements & Events

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

6. Operational Support & Cross-Functional Coverage

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

7. Project Management Support

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