Executive Office Manager

Job Advert: Executive Office Manager at Ngeringa

About Ngeringa: Ngeringa, located in the picturesque Adelaide Hills, stands as one of Australia's premier biodynamic fine wine brands and regenerative farms. Founded by winemaker Erinn Klein and co-founder Janet Klein, Ngeringa is a passionate and collaborative team dedicated to producing exceptional wines, oils and vegetables. Join us in our pursuit of excellence and contribute to our dynamic and vibrant workplace.

About the Team: Become an essential part of our close-knit and collaborative team where teamwork and exceptional customer service are at the forefront. Ngeringa values a culture that thrives on dedication and mutual support. As the Executive Office Manager, you will be immersed in a dynamic environment, working alongside a passionate team to achieve common goals.

Role Title:Executive Office Manager

Role Reports To: Managing Director, Erinn Klein

Role Commences: As soon as possible

Role Type: Permanent Part-Time. 24 hours per week.

Role Context:

Primary Objectives of the Role: As the Executive Office Manager, you will play a crucial role in supporting the Managing Director by ensuring seamless coordination and efficient management of administrative and WHS functions. Your role is to empower the Managing Director, optimise organisational operations, and contribute to personnel management and organisational development.

Key Relationships/Interactions: Act as a bridge between the Managing Director and key stakeholders, serving as a trusted advisor and brand ambassador. Foster successful partnerships with buyers, customers and the Ngeringa team, cultivating loyalty and brand reputation.

Performance Development/Review: After a 3-month probation period, a review will be conducted, followed by an annual review thereafter.

General Tasks & Responsibilities:

1. Diary and Schedule Management:

• Efficiently manage the Managing Director’s diary, scheduling meetings, and coordinating appointments.
• Resolve conflicting meeting requirements without the need for Managing Director's involvement.

2. Email Triage:

• Assist in screening, responding, and directing emails with a keen understanding of priorities.
• Maintain clarity and efficiency in communication with reasonable response times.

3. Point of Contact/Gatekeeper:

• Carefully manage access and interactions to optimise the Managing Director’s time.
• Screen calls, emails, and meeting requests to determine priorities and delegations.

4. Travel and Accommodation Coordination:

• Assist in arranging travel and accommodation requirements, including preparing itineraries and agendas.
• Ensure issue-free travel and accommodation, accounting for any changes in schedules.

5. Communication and Inquiry Handling:

• Manage call inquiries, respond promptly, and provide information about the organisation's products and services.
• Handle order processing, invoicing, procurement, and sales-related administration efficiently.

6. WHS, Accreditation, & HR Coordination:

• Administer the WHS program and coordinate annual obligations.
• Leverage HR experience to handle staff inquiries, maintain accurate records, and address HR matters.

7. General Office Administration & IT Troubleshooting:

• Ensure smooth office operations, manage supplies, assist with IT issues, and conduct monthly reporting.
• Establish and maintain efficient systems, procedures, and controls for better overall outcomes.

8. Continuous Improvement:

• Review internal and external processes, including IT infrastructure and software utilisation.
• Identify and implement improvements independently to enhance accuracy and timeliness.

9. Personal Support and Confidential Liaison:

• Provide discreet and efficient support in various personal matters for the Managing Director.

Potential Challenges Associated with the Role:

• Navigating ambiguity with agility
• Prioritising effectively under pressure
• Flourishing in diversity
• Mastering the learning curve while staying connected

Training/Learning and Development Opportunities: Ngeringa supports professional development, with opportunities for succession planning and progression within the organisation.

WHO ARE YOU?

A professional individual with organisational competency, adaptability, trustworthiness, loyalty, and discretion. Demonstrate a willingness to tackle diverse tasks with enthusiasm and initiative.

Key Skills and Experience to Demonstrate:

• Exceptional organisational skills
• Effective written and oral communication
• Adaptability and initiative
• Collaborative team player and logical thinker
• 3+ years in office management or executive assistant role

What We Will Provide:

• Flexibility in working hours (onsite)
• Mobile phone
• Remuneration is negotiable depending on experience

If you're ready to join a passionate team and contribute to the success of Ngeringa, please submit your application by 19 March 2024 to ******@gracewellgroup.com.au.