Assistant to General Manager | Concrete Manufacturing

Personal Assistant Brief for General Manager of Precast Concrete Manufacturing Facility

Position Overview:
We are seeking a highly organized and proactive Personal Assistant to support the General Manager of our precast concrete manufacturing facility. The ideal candidate should be adept at managing various administrative tasks, possess excellent communication skills, and be capable of maintaining confidentiality and professionalism in a fast-paced industrial environment.

Role and Responsibilities:

1. Calendar Management: Efficiently manage the General Manager’s calendar, schedule appointments, meetings, and conferences. Ensure all commitments are met and prioritize tasks effectively.

2. Communication: Facilitate clear and timely communication on behalf of the General Manager. Draft emails, memos, and other correspondence as needed. Screen incoming communications and respond or redirect as appropriate.

3. Meeting Coordination: Organize and coordinate meetings, including preparing agendas, collecting relevant materials, and taking concise minutes. Follow up on action items and deadlines to ensure timely completion.

4. Travel Arrangements: Arrange and coordinate travel itineraries, accommodations, transportation, and necessary documentation for business trips. Anticipate travel-related needs and provide detailed travel plans.

5. Document Management: Manage and organize documents, reports, presentations, and other materials. Maintain a systematic filing system for easy retrieval and reference.

6. Confidentiality: Handle sensitive and confidential information with discretion. Maintain a high level of professionalism and uphold confidentiality standards.

7. Task Prioritization: Assist in prioritizing tasks and projects based on their importance and urgency. Ensure the General Manager stays focused on critical activities.

8. Follow-up: Track pending tasks, projects, and requests to ensure they are completed on time. Provide regular updates to the General Manager on the status of ongoing initiatives.

9. Information Research: Conduct research on various topics as requested by the General Manager. Summarize findings and provide relevant information to aid decision-making.

10. Special Projects: Support the General Manager in various special projects, including data analysis, process improvement, and strategic initiatives.

11. Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including clients, suppliers, and other team members.

Qualifications:

– Organizational Skills: Strong ability to multitask, manage time efficiently, and stay organized in a dynamic environment.
– Communication: Excellent written and verbal communication skills. Able to draft professional correspondence and interact effectively with various stakeholders.
– Attention to Detail: Meticulous attention to detail when managing schedules, documents, and tasks.
– Tech-savviness: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management tools.
– Discretion: Ability to handle confidential information with the utmost discretion and professionalism.
– Proactivity: A proactive attitude in anticipating the needs of the General Manager and taking initiative to address them.

Experience:

– Prior experience as an executive assistant or personal assistant, preferably in an industrial or manufacturing environment, is a plus.
Application Process:

Please submit your resume, along with a cover letter outlining your relevant experience and explaining why you are an ideal fit for this role. Include examples of your organizational and communication skills.
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