Pretoria Executive Assistant Sout

Job Overview

UD Trucks is known for our pioneering technologies and products within the commercial automotive industry. This position will provide professional, confidential, and efficient administrative and coordination support to senior management, ensuring effective diary management, meeting coordination, travel arrangements, executive administration, and smooth day-to-day management of key activities.

Key Responsibilities

• Manage executive diaries and schedule meetings in accordance with the corporate calendar, priorities, and required deadlines.
• Coordinate internal and external meetings, including invitations, venues, meeting rooms, virtual meeting links, catering, and required documentation.
• Prepare meeting agendas and supporting documentation in collaboration with relevant stakeholders.
• Attend key meetings, take accurate minutes, record decisions and action items, and distribute minutes within agreed timelines.
• Track meeting actions and follow up with responsible stakeholders on outstanding deliverables.
• Coordinate and execute arrangements for visits by international guests, including schedules, transportation, accommodation, meetings, and other logistical requirements.
• Assist with domestic and international travel arrangements for Managing Director, including flights, accommodation, transport, itineraries, and related documentation.
• Prepare and process Managing Director’s travel claims and expense submissions accurately and within required timelines.
• Coordinate and facilitate relevant approval processes through Ariba, ensuring documentation is complete and approvals are followed up.
• Provide administrative and coordination support to the Management Team when required.
• Prepare correspondence, presentations, reports, and other executive documentation as required.
• Maintain confidential executive and business information with a high level of discretion.
• Liaise professionally with internal and external stakeholders on behalf of senior management.
• Support the coordination of management events, workshops, conferences, and other corporate activities.
• Maintain effective filing and record-keeping systems for executive documentation.

  Company Drivers:

• Managing the two company drivers
• Weekly meetings to discuss driver schedules
• Checking and signing off on overtime

Knowledge and Skills

• Excellent planning, organisation, and time-management skills.
• Strong diary and meeting management capability.
• Professional minute-taking and business-writing skills.
• Strong attention to detail and ability to meet deadlines.
• Excellent verbal and written communication skills.
• High level of confidentiality, integrity, and discretion.
• Ability to manage multiple priorities in a fast-paced executive environment.
• Strong interpersonal and stakeholder-management skills.
• Proactive, dependable, and solution-oriented approach.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Teams.
• Experience with Ariba or similar procurement/approval systems would be advantageous.

Qualification

• Relevant diploma or qualification in Business Administration, Office Management, Executive Secretarial Studies, or a related field.

Experience

• Approximately 5+ years' experience in an Executive Assistant, Personal Assistant, or senior administrative support role.
• Experience supporting senior executives or a Management Team is preferred.
• Experience coordinating international travel and executive-level meetings would be advantageous.
• Experience in a multinational or automotive environment would be beneficial.

About UD Trucks

Part of the Isuzu group, UD Trucks is a global leading international commercial vehicle solutions provider headquartered in Japan. At UD Trucks, we are defining the next generation of smart logistics solutions through advanced innovations in automation, electro mobility and connectivity. UD Trucks develops, manufactures and sells a wide range of heavy, medium and light-duty trucks, operating in more than 60 countries across all continents. Our trucks and people go the extra mile for our customers and business partners, day in and day out. We are an 8,000+ strong team of colleagues with 40 nationalities who bring diversity and passion in delivering our products and services. We trust each other, work collaboratively and embrace change. At UD Trucks, our purpose is Better Life – to make life better for people and the planet.

We have developed a culture that promotes:

Diverse and friendly culture – Strong culture of diversity and inclusion, organizing annual events, daily activities and open communication platforms including various internal voluntary networks.

Empowered growth – Global exposure and growth opportunities across functions and countries through internal mobility system and self-driven career opportunities, building a learning organization by enabling self-managed learning supported by the UD Academy.

Flexibility with trust – We continue to fully support both remote working (where and when applicable) and flexible working hours, we actively encourage our colleagues to maintain a good work/life balance. You will have the autonomy and flexibility to split your working time between both our wonderful, modern and equipped HQ and remotely.

Be part of our journey to create Better Life for society, for our customers and for yourself. UD Trucks is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.