Executive Assistant

Job Summary: The Executive Assistant will provide high-level administrative support to the executive team, ensuring smooth and efficient office operations. This role involves handling office-management duties, making travel arrangements, managing calendar events, organizing reports and documents, answering phone calls, setting up meetings, screening visitors, and other related tasks.

Responsibilities:

Capital Expenditure Management:

• Consolidate, request, and follow up on capital expenditure requirements with procurement and finance teams.

Administrative Purchases Ordering:

• Manage daily and regular purchases of aftersales supplies, including stationery, consumables, and mobile lines.

Interdepartmental Coordination:

• Serve as the primary point of contact for communication and collaboration with all supporting departments.

Administrative Tasks:

• Handle general administrative tasks such as internal correspondence, formal communications, and meeting organization.

Parts Department (Sales Section) Duties:

• Engine COT Document Management: Responsible for engines COT and liaising between the warehouse and traffic sector until official documents are submitted to the customer.
• Financial Contractual Management: Liaise with the finance credit section for wholesales and fleet dealer contracts, manage contract renewals, and archive documentation.
• Expenses Management: Process all business-related expenses for the sales team.
• Incentive Management: Collect and process data for quarterly incentives calculations.
• Scrap Management: Organize and oversee the annual scrap process from advertising to auction day.

Parts Department (Supply Chain Section) Duties:

• Logistics and Contract Management: Handle all logistics documents, contracts, and payments related to the parts supply chain.
• Warehouse & Delivery Management: Manage delegations and documentation for warehouse and delivery options.

Service Department Duties:

• Branch Support: Process and communicate branch requests to the aftersales director.
• Service Contract Management: Manage and archive service contracts.
• Expenses Management: Handle service operational expenses with the finance payable team.
• Branch Support and Follow-Up: Follow up with service managers to address branch needs.

General Executive Support:

• Aid executives in preparing for meetings.
• Respond to emails and document requests on behalf of executives.
• Draft slides, meeting notes, and documents for executives.

Qualifications:

• Proven experience as an executive assistant or in a similar administrative role.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Proficiency in office management software and tools.
• Ability to handle multiple tasks and prioritize effectively.