Executive Assistant & Team admin

About the Role

This position will perform a variety of administrative and clerical support for a VP & GM Automotive Sales using advanced office skills and knowledge of organization’s policies and procedures. This role will work with confidential information on a regular basis. Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and representing upper management using discretion on their behalf.

What You Will Do

General management

• Arrange for domestic and international business and travel schedules for numerous employees including upper management, proactively coordinating the pre-planning of trips with various internal functions, while maintaining each individual’s personal agenda.
• Organize agendas and make arrangements for the Executive while managing, coordinating, and complementing senior management’s time and promoting the corporate image by representing the organization internally and externally.
• Prepare internal and external presentations, team & company event (workshop/outing, etc.) through several refinement cycles into final document form for review by upper management, including board of directors.
• Prepare and conduct all company events (workshop/outing/year-end party/sports day, etc.) and townhall meeting
• Schedule and maintain calendar appointments, set up meetings and prepare, type, and distribute itineraries.
• Contact other departments/areas to follow-up on information or reports required by executive.
• Submits reports specific to supervisor’s staff schedules and cost center transactions, maintaining this information on hand for direct communication.
• Ability to expedite passports, visas, welcome letters and other international entry rules for many HARMAN sites.

Administration

• Perform and carry out advanced team administration duties.
• Anticipate, gather, and prepare materials needed by Director.
• Organize incoming visitor’s travel and sustain a relationship between visitor and face of the company.
• Prepare and compose basic correspondence, reports, and memorandums from instructions of the supervisor, using more advanced features in several computer programs such as word processing, spreadsheet, and graphic software’s.
• Maintain and update the tracking system or department related databases including financial documents.
• Budget responsibility for all costs associated with team & company events, departmental supplies. Includes order preparation, tracking, and annual budgeting of costs.
• Prepare/submit expense reports on behalf of numerous staff members, approve and/or deny reports on behalf of supervisors, and have the ability to use discretion when approving or denying such reports.
• Knowledge of SAP and functions. Familiarity of SAP and ability to create and route purchase requisitions and orders to the correct department heads, skill to modify SAP account profiles and creation of new user account.
• Order supplies and maintain office equipment.
• Set up and maintain file system; carry out routine office procedures, such as photocopying, filing, etc.
• Advanced Microsoft PowerPoint, Excel, Word, and Outlook skills.

What You Need

• Associate Degree; Bachelor’s preferred
• 4-5 years of related administrative experience.
• Experience working with executives.
• Highly experienced in MS Office applications.
• Ability to excel and maintain flexibility in fast-paced environments with evolving priorities
• Considerable knowledge of principles and practices of executive administration.
• Effective oral and written communication skills in both local langue and English, excellent interpersonal.
• Proven attention to detail.
• Technical aptitude with the ability to engage in a variety of project work.
• Ability to maintain official documents and records, recognizing confidentiality of sensitive information.

What is Nice to Have

• Bachelor’s Degree or degree equivalent in Business Administration (BBA or related field and/or 4-5 years multinational corporate environment experience will be counted.

What Makes You Eligible

Be willing to work in an office

Other

• Conflict resolution
• Detailed oriented
• Maintain an executive presence.
• Incident handling