Position Reports to Executive Assistant (to Managing Director/CEO & CFO) GM Culture, Capability & Strategy Company Synlait Milk Ltd Date: May 2015 Location 1028 Heslerton Road, Dunsandel, Canterbury Purpose To provide personal assistance to the Managing Director/CEO, Chief Financial Officer and support for all initiatives sponsored by the MD/CEO and CFO. The Executive Assistant is also responsible for providing administrative and secretarial support to the Synlait Milk Boards as well as overseeing the smooth operation of the Synlait Milk administration team and general office environment. Key Performance Areas Personal Assistance Provide personal assistance to the MD/CEO, CFO and Bright Senior Representative including: o Diary management o Arrange travel, and associated itineraries and accommodation including amendments and visas as required o Review all email and correspondence and for the MD/CEO, forward to relevant manager to address as required o General administration o Visitor support including arranging customer and company meetings, business lunches, dinners and general hospitality functions o Meeting organisation / management / preparation o Drafting presentations and communications as required o Ensure that current and ongoing matters are followed up and closed out in agreed timeframes Organise and plan a wide range of events as required by the MD/CEO and CFO Liaise with financial investors, shareholders & analysis for the interim and AGM reporting periods Organise accommodation, utilities, transport and visa applications for the Senior Bright Representative Liaise with external parties and industry groups for speaking engagements on behalf of the MD/CEO and CFO Executive Assistant PD May 2015 Page 1 of 7
Key Performance Areas Team Leadership Lead, manage and develop the administration team to provide outstanding administration support to the Senior Leadership Team and the day to day running of the general office environment Board Support Maintain the Board and Committee meeting calendar Manage filing of Board paperwork and meeting minutes Maintain executed documents and statutory records files, including proactively identifying documents requiring filing from email correspondence Oversee and manage the timetables and activities associated with Board meeting preparation including the compilation and distribution of Board agendas and associated documents and reports Manage and update the online board portal Arrange travel, and associated itineraries and accommodation and venues including amendments and visas if required for all domestic and international board meetings Oversee all meeting arrangements for on-site Board meetings and AGM Team Work Work with others to contribute to team and group outcomes Demonstrate active support of Synlait Milk values and exhibit behaviours that are consistent with them Keep up-to-date with business developments in the company and gain an understanding of the company s vision, mission and strategy. Attendance at SLT meetings and recording actions for follow-up Management of 10 minute Monday Act as a liaison between staff and the MD/CEO and CFO, following up on past-due items, arrange appointments and relay information Liaise with the Legal Counsel on all board and public listing matters Financial Administration Manage financial administration and processes associated with invoices, contractors, personal expenditure and credit card reconciliation Ensure that papers and process meet required Financial policy standards Executive Assistant PD May 2015 Page 2 of 7
Key Performance Areas General Office Manage office administration and business support services and implement consistent office systems and procedures that meet Synlait Policies. Ensure adequate cover for absences and peaks in workload Maintain the documents and templates for the Synlait intranet Moogle Develop a work programme and manage workloads and work streams Hold meetings with senior management to review overall performance of the administration team and general office management Manage office administration budgets and suppliers consistent with financial and accounting policies and reporting systems. Act as an information resource for the dissemination of corporate and organisation information. Working with the Facilities Manager provide facilities management and maintenance of the administration building. Ensure goods and services are purchased and maintained appropriately. Keep up-to-date with new office systems, applications and procedures Working with the Group PA oversee the smooth running of the Synlait reception Financial Administration Health and Safety Compliance / Risk Management Manage financial administration and processes associated with invoices, contractors, personal expenditure and visa reconciliation Ensure that papers and process meet required Financial policy standards Performance Expectation Provide leadership and directions in matters relating to Health and Safety by understanding and implementing the Health & Safety policy Establish safe working practices at all times Motivate team members to comply with and participate in best practice principles Ensure team members participation in Health & Safety training Ensure all injuries and accidents are reported through the designated H&S process Comply with all relevant company policies and delegations Comply with all Quality Assurance / ISO systems Identify and remedy any health and safety hazards and report any incidents Executive Assistant PD May 2015 Page 3 of 7
Key Performance Areas Relationship Management Professional & Personal Development Develop and maintain effective relationships with all stakeholders, shareholders, customers, suppliers, advisors and staff where necessary Undertake identified personal training / development with the prior approval of the MD/CEO / GM Culture, Capability & Strategy. Key Relationships Internal External MD/CEO /CFO Senior Leadership Team Personal Assistant & Receptionist Management & employees Customers Suppliers Board Directors Minister s & Government officials Local Government Synlait contractual partners legal and financial Local Community Consultants and Contractors Investors and financial analysts International officials & VIP s Authorities Delegated authorities within the Synlait Delegated Authorities Policy. Decision making in scope of this position Executive Assistant PD May 2015 Page 4 of 7
Organisational Structure Executive Assistant PD May 2015 Page 5 of 7
Competencies Decision Quality Perspective Problem Solving Functional / Technical Skills Informing Motivating Others Management Relationships Conflict Management Interpersonal Savvy Peer Relationships Standing Alone Integrity and Trust Makes good decisions based on a mixture of analysis, wisdom, experience and judgement; most solutions and suggestions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions Looks towards the broadest possible view of an issue/challenge; has broad ranging personal and business interests and pursuits; can easily pose future scenarios; can think globally; can discuss multiple aspects of issues and project them into the future Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn t stop at the first answers Has the function and technical knowledge and skills to do the job at a high level of accomplishment Provides the information people need to know to do their jobs and to feel good about being a member of the team, unit and/or organization; provides individuals information so that they can make accurate decision; is timely with information Creates a climate in which people want to do their best; can motivate many kinds of direct reports and team or project members; can assess each person s hot button and use it to get the best of him/her; pushes tasks and decisions down; empowers others; invites input from each person and shares ownership and visibility; makes each individual feel his/her work is important; is someone people like working for and with Responds and relates well to Manager; would work harder for a good manager; is open to learning from managers who are good coaches and who provide latitude; likes to learn from those who have been there before; easy to challenge and develop; is comfortably coachable Steps up to conflict, seeing them as opportunities; reads situations quickly; good at focused listening; can hammer out tough agreements and settle disputes equitably; can find common ground and get cooperation with minimum noise Relates well to all kinds of people, up down, and sideways, inside and outside the organisation; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably Can quickly find common ground and solve problems for the good of all; can represent his/her own interests and yet be fair to other groups; can solve problems with peers with a minimum of noise; is seen as a team player and is cooperative; easily gains trust and support of peers; encourages collaboration; can be candid with peers Will stand up and be counted; doesn t shirk personal responsibility; can be counted on when times are tough; willing to be the only champion for an idea or position; is comfortable working alone on a tough assignment Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn t misrepresent him/herself for personal gain Executive Assistant PD May 2015 Page 6 of 7
Qualifications, Skills and Experience Qualifications Relevant tertiary qualification is desirable Experience Minimum of five years in an EA role of a similar nature In-depth understanding of complex office and business practices. administration policies, systems and procedures including budgeting, H&S, project management and computer programmes Highly proficient with Microsoft Office, including Outlook, Word, Excel and Powerpoint Proven ability to complete research and present well written, grammatically correct and professional presented reports as required Experience in senior board reporting and an understanding of company practices Working within a publically listed company is desirable Skills: Is able to make systematic and rational judgments and decisions based on all relevant information. Is able to establish and maintain positive working relationships with all types and levels of people. Ability to effectively influence and lead others thinking. High degree of alertness, awareness and judgement with respect to urgency of inquiries or problems requiring manager s attention. High level of confidentiality and integrity and initiative and drive and resilience, in challenging situations. Must be able to take full ownership for work with a view to continuous improvement Demonstrates a strong personal commitment to organisational excellence, honesty, and integrity and business ethics. Non-Limitation Clause This job description is not intended to be a complete or limiting description of the functions that the employee may reasonably be requested to undertake both within and outside of the normal hours of work. ACKNOWLEDGMENT I have read and understand the above job description. Employee Name Signature Date Executive Assistant PD May 2015 Page 7 of 7