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 s core values of Stewardship, Excellence, Purpose, and Respect.
Qualification and Experience
• 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
KPIs
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