Executive Assistant

To role of the Executive Assistant is to provide analytical and strong administrative support to ensure the efficient operation of the General Manager’s office.

Job Summary

• To role of the Executive Assistant is to provide analytical and strong administrative support to ensure the efficient operation of the General Manager’s office.

Job Responsibilities

• Conduct research, collect and analyze data to prepare reports, presentations etc
• To compile and dispatch Board Reports for Board Meetings in a timely manner
• To perform administrative duties such as answering the telephones, distributing incoming mail, correspondence, scheduling appointments and coordinating travel arrangements. To take messages and minutes as necessary
•  Ensure all department files and records are updated and organized at all times
• Vet all vehicle sales documents to ensure accuracy and completeness before Final Posting on CDK
• Vet all vehicle sales documents to ensure compliance with FIU regulations before booking/registrations
• Enter new vehicle stock on CDK, monitor status of stock on order and update accordingly
• To use the CDK to view, create and pre-invoice purchase orders
• To liaise with international principle when required
• To assist customers, suppliers etc on a daily basis in a professional manner
• To assist with the planning of agendas, special events, meetings, functions etc
• To perform duties which may be related to but not included in the above as requested by Management.

Key Deliverables

• Update at least three (3) customers on the over sixty (60) days debtors listing and submit to Sector Head daily
• Submit All Customs letters on the first working day of the month
• Submit respective company’s attendance record to the GM for sign off within two (2) working days after the end of the month
• Submission of Employee of the Month to HR within three working days after the end of the month
• Send “Thank you Letters” via email to new customers within one week of delivery of vehicle
• Obtain comment from GM on Outstanding cash and forward to the Sector Head daily.

Attributes

• Complete confidentiality to be observed in all matters relating to the Department
• High degree of professionalism
• Must be flexible and adaptive to change
• Ability to remain calm in stressful situations
• Time management and prioritization skills
• Accuracy in recording and presenting data/information
• Critical Thinking skills
• Initiative in the performance of daily job-related tasks
• Excellent customer relations and interpersonal skills.

Qualifications and Experience

• Associate Degree in Business Administration, Certified Professional Secretaries, Administrative Professional Secretaries or equivalent qualifications
• Undergraduate degree will be an asset
• Must have Advanced Computer skills
• At least 5 years administrative experience to Senior Manager’s office.

Deadline: February 13, 2025.