Role and Responsibilities
This role serves as a strategic and operational partner to the Operations Director. This hybrid role combines high-level executive administrative support with active project coordination. The ideal candidate will streamline daily operations, manage cross-functional projects from inception to completion, and act as a primary liaison between the Director and internal/external stakeholders to drive company initiatives forward.
Key Responsibilities:
Project Coordination & Management
- Project Tracking: Monitor and track the progress of operational projects, ensuring milestones, deadlines, and deliverables are met across various departments.
- Cross-Functional Liaison: Act as the central point of contact for project updates, facilitating collaboration between the Operations Director and department heads.
- Meeting Facilitation: Organize, attend, and facilitate project alignment meetings. Draft comprehensive action items and follow up with owners to ensure execution.
- Reporting & Dashboards: Gather operational data to create regular project status reports, KPIs dashboards, and executive summaries for leadership review.
- System Administration: Maintain and update the team’s project management tools
Leadership & Operational Support
- Strategic Alignment: Participate in key leadership and operational meetings, translating discussions and decisions into clear, accountable actions and ensuring appropriate follow-through.
- Stakeholder Management: Act as a key coordination point between Operations Directors, site leaders, functional teams and other stakeholders to facilitate alignment and execution.
- Business Briefings: Prioritise and consolidate key information, conduct preliminary research, and prepare briefing materials and presentations to support effective decision-making.
- Governance & Workflow Architecture: Support the development and continuous improvement of operational workflows, governance routines and ways of working to improve team effectiveness and communication.
- Documentation & Discretion: Prepare presentations, reports and operational communications while handling sensitive business information with appropriate confidentiality and discretion.
Qualifications and Education Requirements
- Bachelor’s degree in engineering, Industrial Management, Quality Management, or a related field.
- Strong academic foundation in manufacturing, operations, or process improvement.
- 3–5+ years of experience in an Executive Assistant, Project Coordinator, or Operations Management role (preferably in a fast-paced environment).
- Exposure to continuous improvement initiatives, problem solving, or cross-functional projects.
- Strong analytical and problem-solving skills.
- Ability to interpret operational data and identify improvement opportunities.
- Understanding of manufacturing processes and operational workflows.
- Proficiency in Microsoft Excel, PowerPoint, data analysis tools and SAP.
- Knowledge of Lean, Six Sigma, IWS, or equivalent methodologies preferred.
Critical Success Factors (Selection Criteria)
- Mobility & Global Mindset (mandatory requirement)
- Willingness to undertake international assignments
- Flexibility to relocate or travel based on business needs
- Ability to work effectively in different cultures and environments
- Interest in building an international career
- Learning Agility
- Ability to learn new technologies and processes quickly
- Curiosity and continuous learning mindset
- Ability to adapt to changing priorities and environments
- Openness to feedback and development
- Resilience
- Ability to work under pressure
- Comfort with ambiguity and change
- Persistence in solving complex problems
- Positive attitude during operational challenges
- Communication & Influence
- Strong communication skills
- Ability to engage stakeholders at different levels
- Confidence presenting ideas and recommendations
- Ability to train, coach, and transfer knowledge
- Leadership Potential
- Initiative and ownership
- Strong teamwork and collaboration
- Ability to lead projects or improvement initiatives
- Potential for future leadership responsibilities
Preferred Skills
- Fluent English (written and spoken)
- International Exposure
- Study abroad experience
- International project exposure
- Experience working with regional or global teams
- Experience supporting multiple sites or locations
- Project Methodologies: Foundational knowledge of frameworks like Agile, Scrum, or Waterfall.
- Stakeholder Management: The ability to influence, negotiate, and diplomatically follow up on deliverables with mid-to-senior level managers.
- Problem-Solving & Agility: A sharp technical or operational mindset to handle sudden shifts in project scope or timelines.
