Executive Assistant

Job Advert Summary

To provide comprehensive executive and operational administrative support by coordinating business reporting, compliance requirements, travel arrangements, meetings, customer programmes, office administration, and stakeholder communication, ensuring the efficient day-to-day operation of the business and support for senior management.

• DAF Month End Reports: Monthly reports sent to DAF NV with requirements as per yearly budget letter. Every 3 months a customer survey recon is required with the monthly report for Parts, Services and new truck delivery customers.
• DAF Surveys: Collecting info from all BTS branches and dealers monthly of their customer invoicing for parts and services. A mail is then sent to all these customers with an anonymous survey to complete. The customer has got the option to leave his details to contact them. All participation in surveys will be forwarded to Head of Operations and Dealer Manager to address.
• Natis System: Introduce all new trucks on Natis as soon as paperwork for the shipment has been received. Release trucks on Natis as soon as they are sold and out for delivery. MIB certificates sent to new vehicle sales department.R&M Reporting: Collect all R&M customer mileage monthly. Mail sent to everybody with the date for submission. Second mail sent individually if not submitted yet. All mileages captured on sheet received by Finance. Completed sheet sent to Finance on date required.
• NRCS Reporting: Every 3 months a declaration is filled in online for new vehicles and certain parts imported. Levies are payable to NRCS every 6 months. The figures are submitted on the online system and invoices are sent to finance for payment.
• DAF NV Dealer net: Administrator for the DAF Dealer net. Manage all onboarding of staff at all branches and dealers. Allocate functions. Manage all profiles. Assist with resetting password for all.
• Standby and Overtime: Collect information for standby and overtime for all monthly paid staff. Reconcile, get authorised signatures and send to payroll.
• Weekly reporting: A weekly location report is sent to Africa CEO via executive assistant for BTS MD and a weekly location report for all Manco members are sent to BTS MD.
• Calendar and Schedule Management:Managing bookings for 4 boardrooms. Set up monthly and weekly meetings as required.
• DAF Experience Travel: Yearly group booking interacting with customers through complete process, getting all their documents, getting invitation arranging visa etc. Planning takes approx. 4 months.
• Fuel Management reporting
• Meeting Coordination:Planning and coordinating meetings, preparing agendas, and taking minutes.
• Communication and Correspondence:Printing, collation and distribution of monthly Business Review reports. Record minutes of Business Review and perform company secretarial related tasks.
• Expense Reporting:Preparing and submitting expense claims for MD.
• General Office Support: Providing essential administrative and operational support to senior executives/managers.
• Coordinate the arrangement of functions: Arranging snacks, drinks, and tea/coffee, for meetings as and when required. Perform ad hoc duties as assigned.
• Birthday/Welcome management: 
• Travel:Arranging flights, accommodations, travel insurance and transportation for all BTS branches.
• Oversee the cleaning team (Bidvest).
• Oversee inventory of general office consumables and stationery.

• Grade 12 (Matric) essential.
• 3-5 years' experience in an administrative, executive assistant, office management or operations support role.
• Proficient in Microsoft Office (Word, Excel, Outlook and PowerPoint).
• Experience coordinating travel, meetings, calendars and reporting.
• Strong administrative, organisational and communication skills.
• Ability to work independently and manage multiple priorities simultaneously.
• Valid driver's licence. would be an advantage