Personal Assistant

We are seeking a professional and highly organised Personal Assistant to provide comprehensive executive support to the Director of an automotive services business. This position plays a key role in managing the Director’s schedule, communications, travel, and confidential documents, and acts as a liaison between the Director and internal or external stakeholders. This is a trusted, high-responsibility position that requires discretion, initiative, and excellent administrative and interpersonal skills.

Personal Assistant to Director (Automotive Workshop)

Location: Roma Mobile Mechanics LTD , 14 Portage Road , New Lynn

Type: Full-time, Permanent, 40 hrs per week, Monday to Friday

Key Responsibilities:

1. Executive Support

• Manage the Director’s calendar, appointments, and daily agenda
• Screen and respond to emails and phone calls on behalf of the Director
• Prepare and edit correspondence, reports, internal documents, and presentations
• Maintain and manage confidential records and information
• Coordinate internal and external meetings, including minute-taking, note-briefing and follow-up tasks
• Liaise with other departments (finance & accounting, sales, service, etc), suppliers, and key clients as the Director’s representative to ensure smooth operations

2. Travel & Logistics Management

• Arrange travel itineraries, accommodation, and logistics for the Director and executive staff
• Manage travel-related documentation, reimbursements, and expense reports
• Monitor and optimize travel costs in line with company policies

3. Operational Coordination and Stakeholder Liaison

• Act as the primary point of contact between the Director and internal/external parties
• Assist with daily planning of workshop jobs and prioritisation based on the Director’s instructions
• Track key service appointments and ensure follow-up on important customer or supplier issues
• Support Director-led project tasks, such as new equipment quotes or supplier research

4. Executive Administrative Support

• Oversee the smooth flow of executive operations between departments and report to Director
• Maintain an efficient filing and document management system
• Support special executive-led projects including internal initiatives or external partnerships
• Draft briefs, proposals, or project outlines as needed

Key Requirements:

• Minimum 5 years’ experience in an Executive Assistant or Senior Administration role from a service-oriented industry
• Previous travel management and document handling experience
• High level of proficiency in MS Office (Word, Excel, Outlook, PowerPoint)
• Strong written and verbal communication skills in English
• Excellent time management and prioritisation abilities
• Proven ability to maintain confidentiality and exercise discretion
• Professional presentation and customer-facing communication skills
• Previous experience in the automotive industry and familiarity with basic mechanical terminology, parts invoicing, or service workflow is preferred
• A good understanding of workshop operations, job card system, and customer service flow in an automotive environment is highly desirable