We Make Life More Rewarding and Dignified Location: Ballina Department: Title: Administrative Assistant Reports to: Vice President Operations Summary: The Administrative Assistant will provide comprehensive administrative support to the executive leadership team and will be based on site in our manufacturing plant.
This role requires exceptional organisational skills, attention to detail, and the ability to manage multiple priorities simultaneously.
The Administrative Assistant will coordinate complex schedules, manage travel arrangements, organise meetings and team-building activities, support executive visits, handle expenses, and perform various ad hoc tasks to ensure the smooth operation of the executive office Responsiibilities: Administrative Support: Efficiently manage the executive team's calendar, scheduling and coordinating appointments, meetings, and events.
Handle correspondence, including drafting emails, letters, and other documents on behalf of the executive team as needed.
Liaise with other administrators globally to coordinate and manage cross-functional and international meetings.
Communication: Serve as the primary point of contact for the executive, managing incoming calls, emails, and other communications.
Draft emails, letters, and other documents on behalf of the executive if required.
Screen calls and visitors, prioritising and filtering requests for the executive's time.
Book Travel Arrangements: Arrange all travel logistics for the executive team, including booking flights, hotels, ground transfers, car rentals, and meeting spaces at travel destinations.
Ensure all travel arrangements comply with company policies and executive preferences.
Organise Meetings: Plan, schedule, and organise meetings, both onsite and offsite, including preparing agendas, distributing materials, and coordinating logistics.
Provide administrative support during meetings, such as taking minutes, tracking action items, and following up on deliverables.
Organise Team Building: Plan and coordinate team-building activities and events to foster a positive work environment and enhance team cohesion.
Executive Visits: Coordinate and manage all aspects of executive visits globally, including itineraries, meeting schedules, and hospitality arrangements.
Manage Expenses: Handle expense reports for the executive team, ensuring timely submission, accuracy, and compliance with company policies.
Monitor and reconcile executive travel and entertainment expenses.
Project Management: Manage projects and initiatives on behalf of the executive and site, coordinating with team members, tracking progress, and ensuring deadlines are met.
Information Management: Organise and maintain information, such as contacts and other important data.
Handle sensitive information with confidentiality and discretion.
Ad Hoc Tasks: Perform various ad hoc administrative tasks, such as scheduling car servicing, doctor appointments, and other personal errands for the executive team.
Support corporate visits to the site.
Act as a problem-solver, resolving issues and handling unexpected situations in the executive's absence.
Additional Information: This role may require occasional travel to support executive activities and events.
Flexibility in working hours may be necessary to accommodate the executive team's schedule and international coordination.
Work Experience Requirements : Minimum of 3-5 years of experience in an executive administrative role, preferably within a manufacturing or industrial environment Bachelor's degree in business administration, Management, or related field preferred.
Specialised Skills/Technical Knowledge: Exceptional organisational and time management skills.
Strong communication and interpersonal skills, with the ability to interact effectively with executives, employees, and external stakeholders.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Ability to handle sensitive information with discretion and maintain confidentiality.
Demonstrated ability to work independently and as part of a team in a fast-paced, dynamic environment.
Desirable: Knowledge of a Concur Travel & Expense System Knowledge of a time and attendance system such as Timeware.
About Hollister Incorporated Hollister Incorporated is an independent, employee-owned company that develops, manufactures and markets healthcare products worldwide.
The company spearheads the advancement of innovative products for ostomy care, continence care and critical care, and also creates educational support materials for patients and healthcare professionals.
Headquartered in Libertyville, Illinois, Hollister has manufacturing and distribution centers on three continents and sells in nearly 80 countries.
Hollister is a wholly owned subsidiary of The Firm of John Dickinson Schneider, Inc., and is guided both by its Mission to make life more rewarding and dignified for people who use our products and services, as well as its Vision to grow and prosper as an independent, employee-owned company, and in the process, to become better human beings.
Hollister is an EO employer – M/F/Veteran/Disability Job Req ID: 33502