Personal Assistant

CLASSIFICATION: Administration

FUNCTIONAL AREA: Management Team – Australia & China

1. POSITION PURPOSE

Personal Assistant provides full administrative and secretarial support to the Managing Director to ensure

      the smooth management of their day to day affairs, and most effective use of their time. They are responsible for handling sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence.

2. POSITION RESPONSIBILITIES

Personal Assistant

• Manage Director’s electronic diary;
• Assessing priority of appointments and reallocation as necessary;
• Manage Director’s travel arrangements (including visa & accommodation);
• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate;
• Maintain Director’s office systems, including data management and filing;
• Maintain records of Director’s contacts;
• Screen calls, enquiries and requests, and deal with them when appropriate;
• Assist the Managing Director in researching and following up with action matters which fall within the Managing Director’s responsibilities – chasing responses, triggering follow-up actions;
• Produce documents , briefing papers, reports and presentations for the Managing Director;
• Organise meetings and ensure that the Managing Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting documents;
• Manage arrangements for meetings as requested by the Managing Director, including production/distribution of agenda and documentation;
• Assist/support the Managing Director in arranging events as required;
• Meet and greet visitors at all levels of seniority;
• Supervise all incoming/outgoing mail;
• Plan appointments and events assists with scheduling of meetings;
• Act as the point of contact between executives and employee/clients;
• Create regular reports and update internal databases;
• Respond promptly to managers’ queries;
• Facilitate internal communication (e.g. distribute information and schedule presentations);
• Reminding the Managing Director of important tasks and deadlines;
• Assist the Managing Director with time and daily management;
• Attend meetings on behalf of the Managing Director and report back to the Managing Director accordingly;
• Ensure business documentation is readily accessible to the Managing Director;
• Attend internal sales and business-related meetings as directed;
• Liaising with Ausnutria Admin on enquiries as and when needed;
• Follow up status after meetings, and the decision made to be on forwarded to Managing Director.

3. REQUIREMENTS OF THE JOB

Qualifications, Skills, and Experience

• Educated to degree level or equivalent;
• Experienced Personal Assistant at Senior Management level;
• Experience with electronic management diary keeping
• Exceptional interpersonal and communication skills;
• Excellent time management skills;
• Attention to detail;
• Ability to organise/plan work on own initiate;
• Flexible approach to work including the ability to prioritise and re-prioritise;
• Ability to deal with sensitive information
• Knowledge of office procedures;
• Solid experience with office management systems, ERPs and MS Office;
• Familiarity with online calendars and cloud systems;
• Strong communication skills (via phone, email and in-person);
• Experience exercising discretion and confidentiality with sensitive company information;
• Excellent organizational skills with an ability to think proactively and prioritize work;
• Well-developed and proven leadership and management skills with the ability to stimulate an elevated level of performance within a team environment;
• An ability to identify and develop innovative ideas, analyse alternative courses of action and their implications, and capacity to develop action plans and advance innovative approaches;
• Ability to think flexibly, innovatively and creatively and to work autonomously;
• Ability to recognise and deal effectively with sensitive issues, inspire trust and display a high degree of integrity;
• Superior verbal and written skills;
• Computer Literacy, particularly in Microsoft applications and Outlook;
• Thorough understanding of Quality standards and Health & Safety regulations;
• Excellent coaching and communication skills;
• Ability to compile reports;
• Broad knowledge of production planning processes;
• Strategic planning skills;
• Discretion and trustworthiness: you will often be a party of confidential information;
• Flexibility and adaptability;
• Inbound and outbound relationship building experience;
• Highly motivated, driven and self-starting;
• Positive attitude and ability to build strong relationships;
• Strong knowledge of Digital Marketing.

Personal Attributes

• Honest, trustworthy and reliable
• Respectful
• Possess cultural awareness and sensitivity
• Be flexible
• Demonstrate strong sound work ethics and values
• Demonstrated ability to deal with sensitive information in a professional and confidential manner

4. REPORTING RELATIONSHIP

Personal Assistant

• Reports directly to the Managing Director
• Works closely with the Executive Management Team

5. WORKPLACE HEALTH, SAFETY & WELFARE

The incumbent must take reasonable care to protect their own health & safety, and the health and safety of others who may be affected by their actions or omissions at work. The incumbent must:

• Comply with statutory and organisational requirements, procedures and rules introduced to protect the health & safety of people at the workplace including the public.
• Use equipment provided to protect health & safety
• Follow reasonable instructions given on health & safety
• Ensure that they are not affected by alcohol or any other substance to endanger themselves or others.
• Report accidents, injuries, property damage and health & safety incidents.
• Participate in activities associated with the management of workplace health & safety
• Ensure Australia Dairy Park’s WHS program for your area of responsibility is maintained, monitored for its effectiveness and regularly reviewed for its adequacy.
• Ensure Australia Dairy Park’s WHS program for your area of responsibility provides for systematic identification of hazards and their risk assessment and control.
• Ensure accidents and injuries are adequately investigated and reported.

6. PERFORMANCE STANDARDS

The performance of the incumbent will be measured by:

• The extent to which position responsibilities are achieved;
• The degree of professionalism, flexibility displayed;
• Reliability, quality, and efficiency of services delivered;
• Effective teamwork and contribution to the achievement of team /company goals
• Achievement is in accordance with the Australian Dairy Park Strategic and Operational Service Plans, and the incumbent’s Performance Management program.

Duties and responsibilities for this position should not be considered definitive. Duties may be added, deleted or modified, in consultation with staff as necessary. Position descriptions and staff performance will be reviewed regularly.

  In signing this document, I can confirm that I have read, understood and acknowledge the position. Description and Person specification for this position and agree to operate within its bounds.