Executive Assistant to the CEO/Director

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Job Description

Asco Motors is a subsidiary of Toyota Tsusho South Pacific Holdings and is the only authorized dealer and distributor of Toyota and Yamaha in Fiji. When you join Asco Motors, you will become part of a global company that promotes a family-friendly environment and seeks to achieve world-class standards in all areas of our business. In Fiji, Asco Motors is an automotive dealer/distributor and employs over 300 staff. Asco Motors markets quality products and services with franchises that include Toyota, Yamaha, Bridgestone, Kobe, Massey Ferguson, and Avis

The Executive Assistant to the CEO/Director ensures the smooth and efficient operation of the CEO/Director's office and contributes significantly to the overall effectiveness of the executive leadership team by managing complex schedules, handling sensitive information with professionalism, and supporting strategic company success.

Outcomes

Organisational Stakeholders
1. Financial Administration
Assisted with expense reporting, budget tracking, and invoice processing. Ensured accurate and timely financial record-keeping in accordance with company policies and procedures. Prepared expense reports for the CEO/Director and assisted with budget preparation. Monitored expenditures and identified opportunities for cost savings.
2. Business Process Management
Provided comprehensive support for board meetings, including preparation of materials, coordination of logistics, and management of communications. Maintained and updated various databases, ensuring data accuracy and integrity. Undertook ad-hoc projects as assigned by the CEO/Director, demonstrating flexibility and adaptability. Adhered to company policies and procedures, strictly maintaining confidentiality, data security, and ethical conduct.
3. Learning and Growth
Stayed updated with the latest office software and digital tools to enhance productivity. Attended workshops or courses to improve proficiency in necessary technologies. Developed leadership abilities through training programs in leadership and management styles. Participated in crisis management training to support the CEO/Director during unforeseen events. Enhanced cultural awareness and sensitivity, particularly for international engagement coordination. Improved emotional intelligence through workshops focused on emotional awareness and empathy. Received training to enhance strategic thinking and contribute to strategic planning. Developed skills in data analysis and report presentation using data visualization tools. Attended industry networking events to strengthen relationships with key stakeholders. Undertook time management training to better manage the CEO/Director's demanding schedule. Improved public speaking skills to facilitate presentations on behalf of the CEO/Director.
4. Customer Service and Relationship Management
Cultivated and maintained strong working relationships with internal and external stakeholders, acting as a brand ambassador for Asco Motors Fiji.
5. Executive Management Support
Managed the CEO/Director's complex schedule, proposing solutions for potential conflicts. Organized and managed all aspects of domestic and international travel for the CEO/Director. Coordinated and managed all internal and external meetings, including scheduling and agenda preparation. Provided comprehensive support for special projects and initiatives directed by the CEO/Director. Maintained a well-organized office environment for the CEO/Director, managing supplies and equipment. Maintained accurate and confidential records of all communications and financial information.

Responsibilities - Critical Competencies

Competence	Description
Business
Risk Management	Analyse and manage risk.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Resource Management	Deliver results through the efficient and effective allocation and use of supplies , equipment and people.
Documentation	Communicate using formal business writing.
Communication	Exchange information through verbal communication
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
Promotion	Promote the value of the products/services offered by the organisation.
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
Organisational Values	Display the organisation's image and value standards.
Social and Cultural Awareness	Respond respectfully and effectively to people of different cultural and social backgrounds.
People
Team Orientation	Work in a team towards a common aim.
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Problem Solving	Develop practical solutions to a situation.
Negotiation	Reach agreement through discussion and compromise.
Learning	Develop the competencies of self and others to enhance performance.
Self-Management	Manage your priorities and objectives efficiently and effectively
Professional
Compliance	Comply with relevant laws and the policies and procedures of the organisation.

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Administration, Business Administration, Management Studies
Desirable
Certificate	Administration, Business Administration, Management Studies

Work Knowledge and Experience

1. Minimum of 3 years of progressively responsible experience as an Executive Assistant to a senior executive within a large, multinational corporation or automotive industry.
2. Proven experience supporting a C-suite executive in a demanding environment.
3. Advanced proficiency in Microsoft Office Suite and other relevant software applications.
4. Experience with project management software, CRM systems, and database management.
5. Experience with international travel arrangements and foreign currency exchange.

Requirements

Language Proficiency
Excellent command of English
Regulatory Compliance Requirements
Driver’s License

Interactions

Interaction	Comments
Internal
Board of Directors
Chief Executive Officer
Management Team
Business Units
External
Visitors & Customers

Attributes

Attribute	Definition
Behavioural Styles
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Punctuality	Completes a required task or fulfills an obligation before or at a previously designated time
Reliable	Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Interpersonal Styles
Empathic	Has the ability to understand somebody else's feelings or difficulties.
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Self-sufficient and assured	Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities.
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Concrete thinker	Focuses on the tangible experiences of actual things or events.
Decisive	Reaches conclusions, promptly and firmly.
Disciplined/Systematic	Is controlled in conduct, shows an orderly pattern of behaviour, following a methodical and thorough approach.
Well organised	Controls tasks in a well thought out and critical manner.

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