Executive Assistant

5 months ago

Pretoria, South Africa Ford Motor Company Full time

**POSITION DETAILS**
- Assist and support the LL4 (Director) with admin and various functions. Support the LL5 Managers and staff of the department.
- Diary Management for Sales Director, set up of all Sales meetings as well as meetings required by Sales Director.
- Manage 4 Conference room’s bookings and ensure the rooms’ equipment are in working condition and the rooms are kept tidy at all times.
- Screening phone calls, deal with customer complaints and refer to proper channels - CRC Office
- Concur - Expense Reports for Director to clear expenses on corporate credit card.
- Travel Tracker - Booking travel on ITC Travel Tracker
- Daily dealing with Amex Inhouse Travel consultants for quotations on flights etc.
- Receiving Dealers/visitors for meetings and provide beverages.
- Assist with Department events/functions such as Global Month of Caring, Year End Lunch, farewells etc.
- Ariba System - Ordering of stationery and office supplies for Sales, Marketing & Remarketing.
- Maximo System -Ordering of Non-Production store items such as soap, batteries etc.
- Dealing with Purchasing office/buyers for quotations to raise Purchase orders for the department. Raising Purchase orders on Ariba system and Invoice bookings against Purchase Orders.
- Office management - report maintenance issues - aircon/lights/printers/pest control, dealing with Bidvest cleaning and other issues relating to office. Good relationship with IT office, reporting faulty equipment and reporting of technical issues via the IT Request Ticket system.
- Need to stand as Safety Rep for the department - attend Safety Training and monthly meetings regarding Health and Safety matters, do monthly Safety Walks to ensure all in office adhere to the Health and Safety requirements.
- FMCDealer - Publishing Bulletins and assist with summary bulletins.
- Communicate with Department staff on office related matters - birthdays, information sharing etc.
- Keep MS&S Hub on SharePoint updated - Contact Lists, Birthday List, Organization Charts, give access/remove access etc.
- Good relationship and interaction with PAs of other departments

**QUALIFICATIONS and EXPERIENCE**
- Excellent PC Skills
- Relevant National Diploma or Equivalent
- Excellent communication skills (Written & Verbal)
- Administration Certificate
- 2+ years’ experience

**PERFORMANCE MEASURES/ SUCCESS CRITERIA**
- Take initiatives
- ability to understand a topic/situation and communicate clearly to audience.
- High level of integrity
- Ability to work with computer systems, and to analyze data from these systems & extract reports
- Prepared to work over time when required
- Manage governance-related tasks across all levels of the department - Hourlies, LL6 and GSR employees to deliver task such as AFR/IDP/Objectives/PRs/etc. that require completion by agreed timings.
- Energetic

**KNOWLEDGE, SKILLS, and ABILITIES (KSA)**
- Organizational and Planning Skill
- Communication Skill
- Information gathering and monitoring skill
- Problem analysis and solving skills
- Attention to details and accuracy
- Confidentiality
- Computer skills (MS-Office/Project)
- Not easily intimidated
- Ability to work with Senior Managers and Suppliers
- Self-motivated and self-managed
- Intellectual and innovative with flexibility
- Strong interpersonal skills

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