Executive Assistant

Role summary

This position partners directly with the Regional Manager, South America Region, acting also as the Joint Managing Director of VCCI, and has a high degree of visibility throughout the organization. The primary functions will include managing the office of the Regional Manager, South America Region and support him with information; coordination and proactive action on matters arising within the South America Region and VWFS AG. The incumbent will also read, assess and handle (where relevant) of all correspondence, including emails, letters and verbal information. They will also prepare, distribute, and follow-up routine and confidential documentation, and internal presentations. Finally, the incumbent will ensure the effective co-operation and co-ordination with the Country Managers of the South America Region, PAs of the South America Region Country Managers, Regional Team, VWFSAG Directors and Headquarter departments in Germany.

Role responsibilities
• Responsible for the operational management of the office of the Regional Manager.
• Manage diary, co-ordinate meetings, and arrange all travel for Regional Manager.
• Read and screen incoming correspondence, e-mails, and telephone calls.
• Handle/decide/delegate routine matters (both verbal and written) independently.
• Liaison with key departments in VWFS AG, in particular the office of the CEO and other Board Members, Controlling, Risk Management, Treasury and IT Departments.
• Liaison between the offices of the South America Region Country Managers and the Regional Team.
• Co-ordinate South America Region meetings as required.
• Travel arrangements for external visitors where necessary.
• Establish and maintain an effective follow up system, proactively co-ordinating responses to Headquarter and Regional requests.
• Ensure strict confidentiality at all times of personnel matters as well as corporate and project matters.
• Ensure timely availability of documentation required for all meetings/presentations.
• Establish and maintain an accurate and accessible filing system (electronic and hard copy).
• General Administration, which includes preparing and processing expense claims, tax schedules, absence and holiday forms.

Performance metrics
• Coordinate travel arrangements and schedules
• Maintain Regional Manager calendar
• Complete required reports within agreed upon timeline
• Translation (German to English, English to German) and proofreading when required


Required qualifications

Formal education or equivalent
• High school completed

Years of experience
• At least 5 years in a similar role in a multi-cultural environment, operating at a Senior/Board Level

Specialized skills, knowledge or certifications unique to this role
• Fluency in business German, both written and verbal, to be able to conduct detailed business discussions (essential)
• Thorough working knowledge of Microsoft Office, including ability to create professional written communications and PowerPoint presentations.
• Organized, methodical and positive approach.
• Ability to communicate effectively and assertively, both within the Company and with external customers, Retailers and at Director/Board level.
• Attention to detail with a high degree of accuracy.
• Ability to work under pressure to meet strict deadlines, including, from time to time “out of office” hours.
• Proven ability to work on own initiative/self-starter and flexible approach to workload.
• Capable of high levels of confidentiality.
• Understanding of and experience operating in a large multi-national organization would be beneficial

Competencies
Collaboration
Customer focus
Process orientation
Results driven
Team management

Basic skills
• Analytical thinking – using logic and reason
• Communication skills – interpersonal, presentation and written
• Computer savvy – skilled in the use of software
• Integration – joining people, processes or systems
• Resource management


Work flexibility (travel requirements, work schedule, etc.)
• Flexible work schedule in order to respect certain deadlines

Desired Qualifications

Formal Education
• Bachelor’s degree

Specialized skills, knowledge or certifications unique to this role
• Working knowledge of Spanish or Portuguese

To apply: https://www1.recruitingcenter.net/Clients/VW_Audi/PublicJobs/controller.cfm?jbaction=JobProfile&esid=az&Job_Id=12751