Executive Personal Assistant at BMW Group South Africa

About the job

• Meticulous management of the Plant Director calendar and appointments for the Plant Director and maintain a clear and concise calendar.
• As above for telephone numbers and other contact data in the Plant Director’s Outlook Contacts.
• Scheduling of statutory required decision-making bodies chaired by the Plant Director.
• Establish and maintain effective and cooperative professional business relationships with all levels of Management, employees and external stake holders (such as within BMW FS [SA], with BMW SA, BMW AG, Chamber of Commerce, Embassy etc.)
• Proactive planning and managing day to day activities
• Travel Management (flights, boarding passes, hotel, transport, restaurant, meeting rooms, CPO deployment) for business travel.
• Compilation of travel itinerary and schedules for the Plant Director and for Senior Executives and VIP’s visiting from overseas.
• Venue arrangements and catering arrangements for VIP and overseas visitors, as well as hotel arrangements, CPO and loan vehicle arrangements.
• Expense management / processing and submission of the Plant Director expense claims timeously.
• Ensure that she/he is familiar with the BMW SA policies and guidelines regarding expenses, travel and entertainment
• Monitoring of renewal of memberships, subscriptions
• Prepare all associates (Town Hall) presentations, scheduling of the meetings and smooth running of these meetings which includes collating of PowerPoint slide deck, venue, set up, running of the presentation and where required catering.
• Monitoring and processing purchase orders pertaining to the Plant Director office.
• Manage incoming correspondence for the attention of the Plant Director, ensuring distribution to relevant parties, with follow ups where necessary
• Liaise with the appointed Relocation Agent pertaining to documents or assistance required to onboard an expatriate Plant Director. Liaise with the HR representative relating to the above mentioned where necessary.
• Manage all related administrative duties concerning the Plant Director with action plans and follow ups
• Ensure timeous distribution of monthly MBM report and other reports, follow up with Direct Reports / remind them to complete the data in a timeous fashion to provide the report to the Plant Director to peruse before distribution for the Board File on GSS. High-level pre-check of incoming updates.
• Receives and screens incoming calls and check in of visitors on the ELAN system
• Dealing and delegation of customer related queries and complaints / follow – up.
• Liaison with organisers of joint forums and committees
• Placing orders for sundry purchases and ensuring that best prices are obtained and appropriately charged
• Reviews, proofreads and edits documents prepared for the Plant Director signature to ensure CI is maintained and accuracy.
• Setup and coordinate meetings and conferences where required.
• Assisting the ECM / EBM Caretaker with the setup of the weekly meetings, done via the Plant Director’s calendar.
• Assisting the Strategy Meeting Care Takers with the setup of the meetings, venue and catering.
• Maintain a filing system.
• Boardroom reservation assistance where required.
• Matric
• Relevant Secretarial Qualification or Office Management / General Management qualification.
• Project Management qualification (Advantageous)
• 3-5 years’ experience in a similar function
• High level of spoken and written business English and ability to use the language fluently and accurately on all level.
• Strong administration skills
• Superior telephone and e-mail etiquette
• Excellent time management and prioritisation skills / multitasking skills
• Strong analytical skills
• High level of emotional intelligence
• Good knowledge of general administrative processes
• MPI system
• Concur Travel system
• ELAN
• Microsoft Office applications (PowerPoint / Excel / Word)
• Excellent communication skills both verbal and written
• Speak, Read or Writing of the German language would be an advantage
• Ability to work independently
• Highest level of confidentiality