Executive Business Assistant

3 weeks ago

Ajax, Canada Volkswagen Group Canada Full time

**Executive Business Assistant**
**-**
**GRO001059**

**Primary Location***: Canada-Ontario-Ajax

**Description**

**Drive your Career**

We love our cars, but it’s the people behind them who make them what they are. To market, sell, and service great cars, we need great people. That’s why at Volkswagen Group Canada, we are passionate about our cars and our brand and foster this same passion and drive in our people. We know that the right people in the right positions can do incredible things, and we love making that happen.

**We are curre**
**ntly looking for an**
**Executive Business Assistant**
**at our Cor**
**porate Offices in Ajax, ON**

This role will be responsible for providing executive-level support to the EVP, Group After Sales as well as to the management team. Additionally, the incumbent will act as a Project Management and Business assistant to support on-going Group After Sales initiatives.

**This is a flex hybrid model, requiring 2 days in the Ajax office**

**Primary Responsibilities**- Answer, review and redirect incoming telephone calls and mail, on behalf of the EVP, Group After Sales.-
- Maintaining EVP's calendar by booking meetings, conference calls and video conferences and keeping schedule on track.-
- Coordinating all travel arrangements for the EVP (and Managers as required), including air and train travel, airport pickups, accommodations and land travel when needed.-
- Creating and submitting expense reports for EVP.-
- Coordinate meeting preparation including content development.-
- Prepare presentations as required.-
- Maintain filing system.-
- Assist with on-going Group After Sales projects.-
- Organizing First Line Manager Meetings, taking meeting minutes and follow-up-
- Member of the After Sales Action Team with Dealer council rep.-
- Other duties as required.**Provide Executive Level Support**- Answer, review and redirect incoming telephone calls and mail, on behalf of the EVP Group After Sales. Administer EVP’s calendar - i.e. booking meetings, (often of a confidential nature), conference calls and video conferences and keeping schedule on track.-
- Make all travel arrangements for the EVP (and GAS Leaders as required) including air and train travel, airport pickups, accommodations and land travel when needed.-
- Create and submit expense reports for EVP (and GAS Leaders as required).-
- Assist with on-going Group After Sales projects.-
- Organizing First Line Manager Meetings, taking meeting minutes and follow-up-
- Comfortable in extracting and maintaining data, creating reports and presentations for on behalf of the EVP (GAS Leaders as required)-
- Continuously reviewing current processes and implementing process improvements-
- Maintain and update different reporting-
- Prepare and participate in all VW Action Team meetings with Dealer council members.**Arrange Offsite Meetings**- Arrange off site meetings for the EVP, GAS and Leaders and Area Teams on request.-
- This includes contacting hotels using the 3 bid process, preparing spend approval forms, statements of requirements and contract routing forms for signature and processing prior to booking meeting space, providing rooming lists and arranging catering and AV equipment.**Risk Management**:
- Track and record risks that any department Manager identifies**Vacation Tracking**- Run vacation tracking reports for GAS Leaders**Accounts Payable / Receivable**- Receive, review and submit (and initiate at times) invoices from internal Team and Field Team members.-
- Order business cards for GAS members as required and ensure prompt processing of invoices from suppliers.-
- Ad hoc projects as business needs arise (e.g. Dealer Regional meetings coordination, NAR Summit meeting)**Qualifications**
- High School Diploma / GED
- 3-5 Years of Relevant professional work experience
- Excellent organizational skills
- Able to work independently and take initiative
- Strong interpersonal skills and ability to work with senior leaders.
- Detail oriented
- Able to prioritize
- Flexible
- Confidentiality
- Fluently bilingual in English/French (written, spoken, written) would be an asset
- German language skills would also be an asset

**What you’ll get in return**:

- A flexible, collaborative, and dynamic work environment with an award-winning employer
- Many opportunities for personal and professional development
- Opportunities to participate in exciting company events that give back to the community
- And much, much more

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