Executive Secretary to Production Director

Applications are invited from suitably qualified & experienced employees to fill the above vacancy in Production Office.

Job Description and Responsibilities

Responsible for providing an extremely high level of professional administration services to the Director’s office, the position entails:

• Coordinating the Director’s respective diary, handle incoming and outgoing communication and re-route to appropriate departments when necessary
• Responding to routine correspondence within limits of authority
• Screening all incoming calls, act as intermediary for Director within established guidelines and re-route issues which could be handled by the Director’s subordinates
• Screening all visitors to the office of the Director
• Ensuring the smooth running of the office in the Director’s absence by either handling or delegating important matters
• Interpreting and implementing the Director’s instructions and administrative requirements Preparing professional, accurate, and high quality electronic presentations and documentation
• Arranging and coordinating meetings / workshops with Volkswagen employees and external delegates
• Making local and international travel reservations and itinerary bookings, including arranging appointments
• Preparing and process local and overseas travel expense claims
• Keeping a comprehensive filing system for the division and action all routine office administration, i.e. leave absence reports
• Coordinating the Management update for the Division
• Providing administrative support on special projects
• Raising divisional orders for monthly invoices

Education and Experience

• Relevant 3 year tertiary qualification in Business Administration
• German language proficiency
• Sound office or business administration experience, of at least three years’ experience
• Excellent typing skills and end-user computer proficiency (i.e. MS Word, Excel, PowerPoint and Microsoft Outlook) combined with advanced electronic report and presentation preparation skills