Job Description

Job Purpose
The Executive Assistant & Project Manager is a critical role crucial for the smooth functioning and overall success of the HR Department. Primary responsibilities include strategic planning, coordinating communication across department and ensuring alignment with the HR Leadership Team. Managing projects is a critical function of this role. This role enables the HR Director to focus on strategic initiatives and long-term goals while ensuring that the operational and administrative tasks are executed, providing high-level support to the Director by managing calendars, correspondence, priorities and engagements with rigour and efficiency, ensuring the Director is consistently prepared, supported and enabled to focus on business objectives. The Executive Assistant serves as a key liaison across internal and external stakeholders, anticipates needs and proactively manages tasks, travel and information flow.
Key Performance Areas

• Collaborate with the HR Leadership team to develop and prioritise delivery of strategic initiatives
• Project Management: Oversee daily operations and manage projects that require the Director's attention ensuring timely execution
• In collaboration with the HR Director develop People KPI's and monitor performance and provide data-driven insights
• Plan and coordinate meetings, ensuring agendas are set, action items are followed up on and presentations are ready
• Lead special initiative and projects as assigned by the HR Director and ensuring successful implementation
• Provide advisory role to the HR Director on organisational issues
• Manage the Director's calendar; schedule, prioritise and rearrange meetings in real-time when needed
• Maintain a clear understanding of the Director's preferences, priorities and working style
• Coordinate internal and external engagements, ensuring the Director is always briefed and prepared
• Filter, prioritise and manage all incoming communications, flagging critical issues and drafting responses where appropriate
• Act as a proxy in meetings, when necessary, capturing action items and following up to resolution
• Prepare and edit reports, presentations and correspondence on behalf of the Director
• Proactively manage task lists, deadlines and long-term planning for the Director's strategic objectives
• Liaise across departments and external partners to ensure seamless delivery of initiatives and projects
• Use advanced digital tools to streamline administrative tasks, meetings and collaboration
• Serve as the central point of contact for high-level matters requiring the Director's attention or input
• Handle confidential and time-sensitive information with discretion
• Stay ahead of organisational and external developments that may impact the Director's priorities
• Maintain a high level of responsiveness via email, messaging platforms and phone during and outside of business hours
• Make informed decisions based on context, urgency and consequence, applying analytical thinking skills
• Manage complex travel itineraries, including flights, accommodation, transportation and meeting arrangements
• Anticipate needs before they arise and take initiative to remove obstacles impacting progress

Technical Skills & Behavioural Competencies:

• Strong Leadership
• High Level of influence
• Results and delivery orientated
• Problem Solving skills
• Ability to manage multiple priorities and work across departments
• Attention to detail
• Proficiency in project management tools and methodologies
• Solution-orientated thinking
• Emotional Intelligence
• Relationship Building & Stakeholder Management
• Responsiveness & Assertive
• Discretion & Integrity
• Digital Mindset
• Communication Skills
• Executive Calendar and workflow management
• Advanced Microsoft Office
• Information & Document Management
• Project Coordination
• Executive Logistics Management (Travel, Meeting, Events, Risk, Expenses)

• Bachelors Degree in Business Administration or related field
• 10 years' experience in supporting C-suite/senior leadership
• Project Management experience and proficiency
• Strategic planning and team coordination
• Ability to handle highly confidential, strategic and sensitive information