Executive Assistant - (1336) at Mondi Group

Profile Requirements:

• Bachelor's degree in Business Administration, Human Resources, or a related field preferred. Honours Degree will be advantageous.
• Strong communication skills, both written and verbal, with a professional and courteous demeanor.
• Excellent stakeholder management.
• Highly collaborative and approachable with strong soft skills and ability to lead a team.
• High level of organization, attention to detail, professionalism, and reliability.

Experience:

• 5 - 8 years of proven experience as an executive assistant or administrative assistant, preferably in a human resources or corporate environment.
• Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to priorities and manage work in a fast-paced environment across multiple projects and work streams with competing time/resource demands.

Key Performance Areas:

• Provide comprehensive administrative support to the Head of HR, including managing calendars, scheduling appointments, handling correspondence, and organizing documents.
• Arrange and coordinate meetings, conferences, and appointments for the Head of HR, ensuring all necessary resources and materials are prepared in advance.
• Act as a primary point of contact for internal and external communications, filtering and prioritizing correspondence, phone calls, and emails on behalf of the Head of HR.
• Make travel arrangements, including flights, accommodations, and transportation, for the Head of HR as required.
• Prepare and edit documents, presentations, and reports for the HR department, ensuring accuracy and professionalism.
• Maintain and organize confidential HR files, records, and databases, ensuring compliance with data protection regulations.
• Support HR-led change initiatives by developing communication materials that address employee concerns, promote understanding, and encourage buy-in.
• Assist in the development and implementation of communication plans to support HR initiatives, including employee engagement programs, policy changes, benefits administration, and talent management processes.
• Provide communication support for HR-led events, such as town hall meetings, training sessions, workshops, and employee recognition programs, including promotional materials and event coordination.
• Maintain confidential records, files, and databases, ensuring accuracy and accessibility while exercising discretion and confidentiality.
• Assist in the preparation and distribution of reports, presentations, and other materials for internal meetings, board meetings, and executive-level presentations.
• Conduct research and gather data on HR-related topics, trends, and best practices to support decision-making and strategic initiatives.
• Undertake special projects and assignments as directed by the Head of HR, demonstrating flexibility and adaptability in handling diverse tasks and responsibilities.
• Collaborate with HR team members, as well as cross-functional teams such as Marketing, IT, and Corporate Communications, to align messaging, branding standards, and communication strategies.
• Ensure that all communication materials and activities adhere to relevant regulations, policies, and guidelines, including data privacy and confidentiality requirements.