Executive Assistant, Factory

Overview

The Executive Assistant, Factory provides confidential administrative, coordination, and analytical support to the Manager, Industrial Operations and the Factory team. The role maintains official records and employee information; coordinates reports, payroll submissions, correspondence, licenses, safety and transport documentation, invoices, petty cash, and temporary-employment records; prepares monthly reviews of actual expenditure against approved budgets; and works with Engineering, Quality, EHS, Projects, Payroll, HR, Accounts, and external agencies to ensure timely follow-up. The role operates in accordance with Company policies, the BSIL/BWU Agreement, and applicable safety, environmental, and food-safety requirements.

All applications submitted must include the following:

• Cover letter
• Résumé
• Updated police record
• Two (2) reference letters
• Copies of recent transcripts

Detailed Roles and Responsibilities

• Coordinate the receipt, recording, controlled circulation, and filing of daily, weekly, and monthly Laboratory and Manufacturing reports.
• Coordinate mail, scanning, copying, distribution, follow-up, and document-control activities for the Factory Office.
• Distribute weekly cane requirements to the Manager, Industrial Operations and the Sugar Cane Production Committee.
• Prepare and submit weekly staff time sheets and other approved payroll information within established deadlines.
• Record and issue approved notifications to Payroll and Human Resources relating to vacation leave, sick certificates, temporary employment, and other employee matters.
• Maintain logs of authorized transportation trips for hourly-paid employees and prepare information for review or reporting.
• Record and circulate Industrial Site municipal-waste information submitted to SWAMA and retain supporting records.
• Create purchase requisitions for approved Factory or Projects requirements on an ad hoc basis and maintain supporting documentation.
• Scan and distribute service invoices to the Accounts Department promptly and follow up on incomplete documentation when required.
• Maintain complete, accurate, and organized digital records for each subject area within financial, procurement, and office support, ensuring information is securely stored and readily retrievable; use historical data to prepare comparative analyses and trend reports to support management review and decision-making.

Education and/or Experience

• Associate’s degree or diploma in Office Administration, Business Administration, Secretarial Studies, or a related field; a bachelor’s degree would be an asset.
• At least three years of progressively responsible secretarial or administrative experience, preferably in an industrial, manufacturing, engineering, or unionized environment.
• Equivalent combinations of education, training, and directly relevant experience may be considered.

Essential Capabilities / Competencies

• Strong working knowledge of Microsoft Word, Excel, Outlook, email, electronic filing, document control, and standard office equipment.
• Experience in preparing reports, correspondence, payroll-related records, employee documentation, purchase requisitions, invoices, and operational trackers.
• Good command of written and spoken English; bilingual ability in English and Spanish would be an asset.
• Working knowledge of confidentiality, records retention, workplace safety, and industrial-relations requirements.
• Excellent organization, prioritization, time management, accuracy, and attention to detail.
• Strong written communication, document preparation, minute-taking, professional telephone and interpersonal skills.
• Sound judgement and discretion when handling confidential employee, payroll, industrial-relations, operational, and commercially sensitive information.
• Ability to coordinate multiple recurring deadlines, follow up proactively, maintain accurate logs, and work with limited supervision.
• Ability to collaborate effectively with managers, supervisors, engineers, employees, union representatives, service providers, and government or regulatory agencies.

Location of Role

Tower Hill, Orange Walk District

All applications submitted must include the following and addressed to:

Sr. Human Resources Manager

Belize Sugar Industries Limited

Tower Hill, Orange Walk

• Cover letter
• Résumé
• Updated police record
• Two (2) reference letters
• Copies of recent transcripts

The deadline for submitting the applications and all required documents is November 20, 2026.