Executive Business Assistant

at  Volkswagen Group Canada

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 currently looking for an Executive Business Assistant at our Corporate Offices in Ajax, ON
This role will be responsible for providing executive-level support to the Group Management Board Members (MB) at Volkswagen Group which includes the Executive VP of Group After Sales, and Chief Financial Officer.

QUALIFICATIONS:

• Undergraduate Degree or College Diploma in Business, Finance, Human Resources, or a related field, and/or equivalent relevant work experience.
• 5+years’ experience in a busy corporate setting, requiring adaptability and flexibility with juggling multiple projects in a fast-paced environment
• Previous Automotive retail and or Head Quarter experience working in a collaborative environment is considered an asset
• High degree of confidentiality, discretion, comfort with sensitive and private information.
• Significant experience with multi-tasking, attention to detail, and comfortable with ambiguity
• Advanced competency with Microsoft Office Suite (Excel, PowerPoint, and Outlook).
• Experience with OneDrive, SharePoint, MS Teams, Concur, Success Factors considered an asset.
• Demonstrates success in developing strong working relationships across many layers of an organization and across cultural boundaries.
• Proven ability to prioritize, stay organized and always maintain professional composure.
• Takes initiative, is self-reliant and can work well under minimum supervision.
• Excellent communication and problem-solving skills.
• Experience in project management and budgets considered an asset.

• Prepares and coordinates key internal and external meetings on behalf of 2 management board members, manages schedules, agenda topics, communication and action plans follow up as required.
• Effectively manage on a timely basis: expenses, calendar & travel management, correspondence, company car / IT Concerns, teleconference set-up, appointment booking, translation ad hoc requests, onboarding new direct reports, etc.
• Assist with on-going Group After Sales and Finance support as needed
• Serves as the point of contact for both MB members during all absences including vacation, travel, etc.
• Comfortable in extracting and maintaining data, creating reports and presentations on behalf of the MB leaders (and other management leaders as required)
• Organizing First Line Manager Meetings, taking meeting minutes and follow-up
• Run vacation tracking reports as required
• Develops and tracks deliverables of projects, providing progress reports, and proactive management responses
• Manages the purchasing process for Group After Sales andFinance (POs, KSRMs, Shopping Carts, Invoices, etc.).
• Interfaces with all levels of the organization within Canada as well as other regions
• Coordinate and prepare VW After Sales related content development (i.e. ASAT, NRT)
• Assist with on-going VW Brand Group After Sales projects as it relates to the VW Brand.
• Member of the After Sales Action Team with Dealer council rep.
• Prepare and participate in all VW Action Team meetings with Dealer council members.
• Maintain Group After Sales Team’s channels where appropriate
• 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.