Jobs in South Africa for Foreigners 2022-2023

Executive Assistant

Job Posting

Post NameExecutive Assistant
Company NameBMW Group
IndustryPrivate
Employment TypeFull Time
Working Hours8 Hour
LocationMidrand, Gauteng, South Africa 1000
Min. SalaryZAR 23000
Max. SalaryZAR 25000 Per Month
QualificationBachelor’s Degree

Job Description

Responsible for administration of BMW SA Financial Services (SF1-ZA) office and organization of CEO agenda to ensure his day-day duties and representation of the company run seamlessly; as well, where requested, assist his Direct reports of SF1-ZA – not main responsibility or accountability of this role.

  • Meticulous management of the CEO calendar and appointments for the CEO and maintaining a clear and concise calendar.
  • As above for telephone numbers and other contact data in the CEO’s Outlook Contacts.
  • Scheduling of statutory required decision-making bodies chaired by the CEO.
  • Establish and maintain effective and cooperative professional business relationships with all levels of Management, employees, and external stakeholders (such as within BMW FS [SA], with BMW SA, BMW AG, Chamber of Commerce, Embassy, etc.)
  • Proactive planning and managing day-to-day activities
  • Travel Management (flights, boarding passes, hotel, transport, restaurant, meeting rooms, CPO deployment) for business travel.
  • Compilation of travel itineraries and schedules for the CEO and for Senior Executives and VIPs visiting from overseas.
  • Venue arrangements and catering arrangements for VIP and overseas visitors, as well as hotel arrangements, CPO, and loan vehicle arrangements.
  • Expense management/processing and submission of the CEO expense claims timeously.
  • Ensure that she/he is familiar with the BMW SA / NFSC policies and guidelines regarding expenses, travel, and entertainment
  • Monitoring of renewal of memberships, subscriptions
  • Prepare all associates (Town Hall) (HEITA) presentations, scheduling of the meetings, and smooth running of these meetings which includes collating of PowerPoint slide deck, venue, set up, running of the presentation, and where required catering.
  • Monitoring and processing purchase orders pertaining to the CEO and CFO office.
  • Manage incoming correspondence for the attention of the CEO, ensuring distribution to relevant parties, with follow-ups where necessary
  • Liaise with the appointed Relocation Agent pertaining to documents or assistance required to onboard an expatriate CEO. Assist as above for expatriate CFO.
  • Liaise with the HR representative relating to the above-mentioned where necessary.
  • Manage all related administrative duties concerning the CEO with action plans and follow-ups
  • Ensure timeous distribution of monthly MBM report and other reports, follow up with Direct Reports / remind them to complete the data in a timeous fashion to provide the report to the CEO to peruse before distribution for the Board File on GSS. High-level pre-check of incoming updates.
  • Receives and screens incoming calls and check-in of visitors on the ELAN system
  • Dealing and delegating customer-related queries and complaints / follow–up.
  • Liaison with organizers of joint forums and committees
  • Placing orders for sundry purchases and ensuring that the best prices are obtained and appropriately charged
  • Reviews, proofreads, and edits documents prepared for the CEO’s signature to ensure CI is maintained and accurate.
  • Set up and coordinate meetings and conferences where required.
  • Assisting the ECM / EBM Care-Taker with the set up of the weekly meetings, done via the CEOs calendar.
  • Assisting the Strategy Meeting Care Takers with the set up of the meetings, venue, and catering.
  • Maintain a filing system.
  • Boardroom reservation assistance where required.
  • Assist the CFO with internal meetings, travel arrangements, CPO deployments, and expense claims.
  • Assisting the CFO when meetings are required in Munich or other overseas subsidiaries.
  • Ad-hoc tasks and assistance as required by the SF1-ZA Direct Reports.
  • Support and assist the CEOs 1st line with Ad-hoc tasks.
  • Create purchase requisitions/purchase orders / good receipting of invoices and forwarding thereof to Finance.
  • Monitoring of outstanding purchase orders and other inputs via SRM.
  • Liaising with SF1-ZA Direct Reports for the coordination of various meetings, reporting, etc.
  • Regular interaction with relevant parties from BMW SA as per the requirements of the CEO.
  • Liaising with the relevant parties/suppliers’ networks on a regular basis for the fulfillment of regular/mandatory and ad hoc requirements.
  • 3-5 years of experience in a similar function
  • Matric and Relevant Secretarial Qualification or Office Management / General Management qualification.
  • Project Management qualification ( Advantageous )
  • Banking Services qualification ( Advantageous)
  • High level of spoken and written business English and ability to use the language fluently and accurately on all levels
  • Knowledge of the BMW Group organization / Intranet
  • Strong administration skills
  • Superior telephone and e-mail etiquette
  • Excellent time management and prioritization skills/multitasking skills
  • Strong analytical skills
  • High level of emotional intelligence
  • Good knowledge of general administrative processes
  • Knowledge of SRM/MPI/Concur Travel System and ELAN
  • Microsoft Office applications ( PowerPoint / Excel / Word)
  • Excellent communication skills both verbal and written
  • Speak, Reading, or Writing the German language would be an advantage
  • Ability to work independently
  • Highest level of confidentiality

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