Office Manager (MD''s office)

Role summary

• The core purpose of this position is to manage the operations pertaining to running of the Managing Director’s office in order to provide an effective and professional administrative service, assist the Company Secretary with the organization and administration of Board meetings and statutory filings as well as establishing and maintaining positive relationships with offices of external CEO''s, government departments and dignitaries in order to engage on topics of natural automotive interests

Key responsibilities

• Planning and organizing VIP events
• • Managing and hosting international and Africa regional visit/events
  • Liaise and engage with offices of various external CEO''s on topics of natural automotive interests 
  • Liaise and engage with government departments and dignitaries
  • Screening and prioritising correspondence (calls and emails) for the MD’s action and redirecting correspondence to applicable departments to handle
  • Print all reports loaded on German E-Room for KPK, P-Runde and PSK meetings as well as daily Presses Chau to establish which relevant articles are applicable to South Africa and highlight to the MD
  • Manage an effective follow-up system to ensure that all deadlines are met so that information is submitted timeously to and from internal and external parties, focused on Group and global matters
  • Coordinate the MD’s diary by liaising with MD’s direct reports, secretaries locally and within Group to set up required meetings to ensure efficient operation
  • Arrange local and overseas travel
  • Compile comprehensive itineraries for all meetings as well as work engagements ensuring that time schedules are accurate and communicated to appropriate people
  • Process the MD’s expense claims
  • Supervise and coordinate the daily operations of the entire office
  • Overseeing the duties of the cleaning staff to ensure that the office support runs smoothly and in addition ensure that the correct remuneration is actioned
  • Arrange accommodation, transport and itinerary for visitors and Executives from Group as required
  • Ensure that Security is informed of relevant activities that involve the MD to provide the required Executive Protection
  • Compile monthly report of the absence of direct reports from the Plant that the MD is informed
  • Assist the Company Secretary with the scheduling of Board Meetings and Committee Meetings and providing the requisite administrative support
  • Ensure that filing systems and records within the Secretariat Office are well managed 
  • Coordination and submission of all Board and Committee packs 
  • Schedule Board induction workshops for new Board members
  • Recordkeeping and filing of signed Board and Committee meetings minutes
  • Maintain Board and Board Committee calendars, seeking and monitoring Director availability for additional meetings
  • Maintain accurate documentation of corporate governance activities and processes
  • Manage the preparation, collation and distribution of agenda and board packs, follow up action points, maintain rolling agenda and committee calendars

Minimum Qualification & experience requirements

• ND Administrative Management or Business Management
• 7 years secretarial experience, of which 4-5 must be at a senior secretarial level
• High level proficiency in English/German, written and verbally
• Computer literate with relevant and latest MS Office packages
• Interface at all levels with good human interpersonal skills
• Initiative and drive
• Process orientation
• Professionalism
• Confidentiality
• Analytical skills
• Decision-making skills
• Problem Solving skills
• Time Management
• Diplomatic
• Assertive