Executive Assistant & Project Manager

Job PurposeThe 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 departments 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 AreasCollaborate with the HR Leadership team to develop and prioritise delivery of strategic initiativesProject Management:

Oversee daily operations and manage projects that require the Director’s attention ensuring timely executionIn collaboration with the HR Director develop People KPI’s and monitor performance and provide data-driven insightsPlan and coordinate meetings, ensuring agendas are set, action items are followed up on and presentations are readyLead special initiative and projects as assigned by the HR Director and ensuring successful implementationProvide advisory role to the HR Director on organisational issuesManage the Director’s calendar; schedule, prioritise and rearrange meetings in real-time when neededMaintain a clear understanding of the Director’s preferences, priorities and working styleCoordinate internal and external engagements, ensuring the Director is always briefed and preparedFilter, prioritise and manage all incoming communications, flagging critical issues and drafting responses where appropriateAct as a proxy in meetings, when necessary, capturing action items and following up to resolutionPrepare and edit reports, presentations and correspondence on behalf of the DirectorProactively manage task lists, deadlines and long-term planning for the Director’s strategic objectivesLiaise across departments and external partners to ensure seamless delivery of initiatives and projectsUse advanced digital tools to streamline administrative tasks, meetings and collaborationServe as the central point of contact for high-level matters requiring the Director’s attention or inputHandle confidential and time-sensitive information with discretionStay ahead of organisational and external developments that may impact the Director’s prioritiesMaintain a high level of responsiveness via email, messaging platforms and phone during and outside of business hoursMake informed decisions based on context, urgency and consequence, applying analytical thinking skillsManage complex travel itineraries, including flights, accommodation, transportation and meeting arrangementsAnticipate needs before they arise and take initiative to remove obstacles impacting progressTechnical Skills & Behavioural Competencies:

Strong LeadershipHigh Level of influenceResults and delivery orientatedProblem Solving skillsAbility to manage multiple priorities and work across departmentsAttention to detailProficiency in project management tools and methodologiesSolution-orientated thinkingEmotional IntelligenceRelationship Building & Stakeholder ManagementResponsiveness & AssertiveDiscretion & IntegrityDigital MindsetCommunication SkillsExecutive Calendar and workflow managementAdvanced Microsoft OfficeInformation & Document ManagementProject CoordinationExecutive Logistics Management (Travel, Meeting, Events, Risk, Expenses)Bachelors Degree in Business Administration or related field 10 years’ experience in supporting C-suite/senior leadershipProject Management experience and proficiencyStrategic planning and team coordinationAbility to handle highly confidential, strategic and sensitive information#CP