Job Purpose

To provide comprehensive executive, administrative, operational and personal assistance to the Founder and Directors by ensuring the effective coordination of schedules, travel, projects, procurement, facilities and operational activities. The incumbent serves as a trusted partner to the executive team, proactively managing competing priorities while ensuring the smooth execution of business and personal administrative requirements.

Key Responsibilities

1. Executive and Personal Assistance

Provide high-level administrative and personal assistance to the Founder and two Directors.
Manage complex executive calendars, appointments and daily schedules.
Coordinate meetings, ensuring schedules align with travel, training and operational commitments.
Proactively manage diaries to ensure executives arrive punctually for meetings and appointments.
Monitor and manage executive emails during periods of travel or absence.
Prepare correspondence, presentations, reports and documentation.
Edit and prepare private client documentation, including manual quotations and invoices, as requested.
Attend to confidential and sensitive information with the highest level of discretion.
Perform general administrative and ad hoc duties as required.

2. Travel Management

Coordinate all domestic and international business and personal travel.
Book flights, accommodation, vehicle hire and transport.
Prepare comprehensive travel itineraries.
Coordinate visa applications and supporting documentation.
Ensure all travel bookings comply with company requirements.
Coordinate shuttle bookings and visitor transport arrangements.
Manage guest accommodation, dietary requirements and hospitality arrangements.

3. Procurement and Purchasing Coordination

Coordinate purchasing activities across the business.
Plan and coordinate purchasing trips, including preparing trip sheets for drivers.
Place supplier orders and ensure payments are processed before collection.
Track purchasing expenditure and maintain accurate records.
Obtain quotations from suppliers and service providers.
Source products, materials and services as requested.
Source and purchase personal items for executives when required.
Maintain supplier registrations and administrative documentation.

4. Financial Administration

Coordinate payments on behalf of executives.
Track costs relating to purchasing, travel and operational projects.
Maintain accurate expenditure records.
Monitor quotations, purchase orders, invoices and payments.
Ensure suppliers and service providers are paid within agreed terms.

5. Facilities, Assets and Maintenance Coordination

Coordinate servicing and repairs of company vehicles and machinery.
Liaise with contractors and maintenance service providers.
Coordinate site maintenance requirements, including electrical work, generators, fireplaces, gate motors and related services.
Manage the stockroom and inventory.
Maintain the company computer inventory and asset register.

6. Project Coordination

Monitor and coordinate projects relating to Little Fields.
Communicate with builders, contractors and service providers.
Follow up on project milestones and outstanding actions.
Maintain accurate project documentation.

7. Insurance Administration

Coordinate insurance claims for business, personal and equine-related matters.
Liaise with insurers and service providers.
Compile supporting documentation.
Track progress until claims are finalised.

8. West Side Operations Support

Coordinate the purchasing of horse feed, supplements, bedding and stable supplies.
Source additional items required for the efficient operation of the stables.
Coordinate horse training schedules.
Schedule veterinary, farrier, physiotherapy and other equine healthcare appointments.
Coordinate horse show logistics, including transport, accommodation, competition schedules and groom requirements.
Manage payments to equestrian service providers.
Maintain accurate horse healthcare, service provider and expenditure records.
Coordinate dog healthcare appointments and vaccinations.
Purchase dog food and pet-related supplies.
Maintain accurate veterinary and expenditure records for dogs.

9. Administrative Support

Provide administrative support across departments.
Assist employees with documentation and administrative processes.
Coordinate registrations and applications with suppliers, customers and service providers.
Source products, materials and services to meet operational requirements.
Coordinate employee access to the Founder's residence where required.
Liaise with suppliers and internal departments to ensure the timely delivery of goods and services.
Follow up on outstanding requests and action items.
Maintain accurate filing systems and administrative records.
Provide general administrative and operational support to management and staff.

Key Performance Areas (KPAs)

Executive diary and schedule management
Executive travel coordination
Procurement and supplier coordination
Financial administration accuracy
Project coordination
Facilities and asset management
Administrative support
Communication and stakeholder management
Confidentiality and professionalism

Experience

Minimum of five years’ experience as an Executive Personal Assistant supporting senior executives.
Experience coordinating domestic and international travel.
Experience in project coordination.
Experience in procurement and supplier administration.
Experience managing confidential executive information.

Knowledge

Microsoft Office Suite.
Travel booking and visa application processes.
Procurement and supplier management.
Budget and cost tracking.
Office administration.
Record management.

Competencies

Exceptional organisational skills
Advanced planning and coordination ability
Excellent written and verbal communication
Strong interpersonal skills
High attention to detail
Ability to multitask effectively
Excellent time management
Strong problem-solving ability
Initiative and proactive thinking
Professionalism and discretion
Financial and numerical accuracy
Negotiation and supplier management
Adaptability
Resilience under pressure
Confidentiality and integrity

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