We are hiring for a Group Personal Assistant for Volkswagen Group Middle East. The role will be reporting to the Group CEO as Personal Assistant. In this role you will provide all necessary support to the Qatar Steering Committee Team (SC) in VWGME for the execution of their task, including (but not limited to) travel, administration, correspondence, contacts, calendar. You will perform ad-hoc tasks ensuring full confidentiality regarding Steering Committee topics.

MAIN RESPONSIBILITY

• Provides support to superior to facilitate the achievement of tasks and anticipates superior’s needs.
• Manages superior’s calendar, emails, contacts, correspondence and travel arrangements flights/accommodation/transfers...).
• Ensures business trips are approved as per Volkswagen Corporate Security requirement and make sure that employees receive the necessary security advice.
• Coordinates appointments and meetings in line with superior, and actively supports the meeting’s preparation by organizing the necessary documentation through the concerned departments.
• Coordinate communication to the dealer network and ensure that the appropriate reference numbers are assigned for the assigned division.
• Prepares Group CEO meeting’s minutes. Files and archives the minutes of appropriate meetings and distributes to the participants including follow-up.
• Organizes and prepares the expense claims of superior.
• Prepares business Translation (English, German, Arabic) when necessary.
• Coordinates the holidays plans within the department, keeping permanent record of holiday plans and issues the necessary approval after validation by his/her superior.
• Ensures the respect of VWGME policies linked to her/his activity (travel policy, meetings arrangements, mobility scheme…).
• Follows-up or implement special projects assigned on case-to-case basis.
• Raises purchase orders in KSRM system and process invoices in coordination with Finance Department.
• Manages/organizes events, conferences or workshops initiated by the Group CEO.
• Is the deputy administrator of Group Management topics if the Project Manager is unavailable.
• Permanently looks for possible improvements in his/her function and the related topics.
• As a central point of contact within VWGME, ensures a feed-back to his/her hierarchy about company topics.
• Seeks for new ideas/solutions to improve processes and status quo (e.g.: digitalization).

KEY COMPETENCIES & QUALIFICATIONS

For you to be successful for this role, you must possess below attributes:

• Qualification in Administration, Business Management or similar i.e., Bachelor’s Degree/Diploma is desirable.
• At least5 years progressive experience, with reputable entities, in experience in similar position.
• Secretarial and/or hospitality background is desirable.
• Good understanding of the importance of compliance within an organization.
• Fluency in English (written and spoken). German and Arabic appreciated.
• Microsoft Proficiency.
• Good understanding over company’s organization and business principles.
• Very good communication and organizational skills.
• Good team player.