Personal Assistant to CEO Dubai - Automotive

• Provides support to superior to facilitate the achievement of tasks and anticipates superior s needs.
  
• Manages superior s calendar, emails, contacts, correspondence, and travel arrangements (flights/accommodation/transfers...).
  
• Ensures business trips are approved as per Volkswagen Corporate Security requirement and make sure that employees receive the necessary security advice.
  
• Coordinates appointments and meetings in line with superiors, and actively supports the meeting s preparation by organizing the necessary documentation through the concerned departments.
  
• Coordinate communication with the dealer network and ensure that the appropriate reference numbers are assigned for the assigned division
  
• Prepares CEO meeting minutes. Files and archives the minutes of appropriate meetings and distributes them to the participants including follow-up.
  
• Organizes and prepares the expense claims of superiors.
  
• Prepares business Translation (English, German, Arabic) when necessary.
  
• Coordinates the holiday plans within the department. Keeps a permanent record of holiday plans and issues the necessary approval after validation by his superior.
  
• Ensures the respect of company policies linked to her/his activity (travel policy, meetings arrangements, mobility scheme ).
  
• Follows up or implements special projects assigned on a case-to-case basis.
  
• Raises purchase orders in the KSRM system and process invoices in coordination with Finance Dpt.
  
• Manages/organizes events, conferences, or workshops initiated by the CEO.
  
• Is the deputy administrator of Group Management topics if the CEO Executive Assistant / Project Manager is unavailable.
  

Others:

• Permanently looks for possible improvements in his/her function and the related topics
  
• As a central point of contact within the group, ensures feedback to his/her hierarchy about company topics
  
• Seeks for new ideas/solutions to improve processes and status quo (eg: digitization)
  

• Automotive and/or Secretarialbackground, 5+ years experience in a similar position.
  
• Degree/Diploma Holder, communicative and language skills.
  
• Good understanding of the company s organization and business principles.
  
• Very good communication and organizational skills.
  
• Good team player.
  
• Service and customer oriented.
  
• Capability to anticipate needs/requirements.
  
• High sense of confidentiality.