Executive Secretary Managing Director's Office at Volkswagen Group South Africa

Job Description and Responsibilities    

• Managing operations pertaining to running of the Managing Director’s office in order to provide an effective and professional administrative service.
• Managing, screening and prioritizing all correspondence to the MD and action or re-direct to applicable departments as appropriate. 
• Reviewing and printing all reports loaded on German E-Room for KPK, P-Runde and PSK meetings as well as daily Presseschau to establish which articles are relevant and applicable to South Africa and highlight to the MD.
• Managing an effective follow-up system to ensure that all deadlines are met.
• Coordinating the MD’s diary by liaising with MD’s direct reports, secretaries locally and within VW Group to set up required virtual or face to face meetings, or overseas trips to ensure an efficient operation of all activities.
• Arranging local and overseas travel bookings, flights, accommodation, transport and relevant documentation including passports, visas etc. 
• Processing the MD’s expense claims, corporate card statements, petty cash etc. to adhere to administration procedures related to these.
• Ensuring that Security is informed of relevant activities that involve the MD, for their information and action.
• Compiling monthly report on the absence of direct reports from the Plant for MD’s information.
• Assisting the Company Secretary with the Scheduling of Board and Committee Meetings and providing the requisite administrative support, including attendance at meetings and minute-taking.
• Ensuring that filing systems and records within the Secretariat Office are well managed and archived appropriately.
• Scheduling Board induction workshops for new Board members. 
• Maintaining Board and Board Committee calendars, seeking and monitoring Director’s availability for additional meetings.
• Maintaining accurate documentation of corporate governance activities and processes, including updating and maintaining the statutory books for subsidiary companies.

Education and Experience    

• ND Administrative Management or equivalent
• Minimum 7 years Secretarial experience, with 4 - 5 years at an Executive secretarial level.

Skills, Attributes & Other requirements    

ESSENTIAL:

• High level proficiency in English
• Must be proficient with Microsoft Office (Outlook, Word, Excel and Power Point)
• Be able communicate effectively at all levels and have good human interpersonal skills
• Demonstrated proactive approaches to problem-solving with strong decision making capability
• Must be professional, diplomatic and assertive
• Initiative and drive 
• Ability to maintain confidential and sensitive information
• Keen attention to detail and accuracy
• Values Driven Behavior