Executive Assistant

**Executive Assistant**

**Manitou Southern Africa**

**GENERAL ACCOUNTABILITY**:
**With a direct report to the Vice President MEA, this position will coordinate all business activity and provide support for the**

**VP: MEA and leadership team. Responsibilities include reporting and managing information, planning and managing logistics for VP: MEA and leadership team meetings/travel, and facilitating communication among numerous stakeholders.**

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DUTIES AND RESPONSIBILITIES:

- Manage the planning and coordinating the logistics, venues, and hospitality for a variety of meetings and events for the leadership team and other groups. Gather feedback on outcomes and create recommendations for improvement.
- Assemble weekly reports from the leadership team and provide summary of key accomplishments and future actions.
- Coordinate meetings and maintain agendas, presentations and outcomes. Schedule calendar and communicate with participants to ensure productivity, engagement and deliverables are completed on time.
- Coordinate travel arrangements for team members visits to/from other sites and regions.
- Manage correspondence, memoranda, and reports involving confidential and/or sensitive information, financial, legal, technical, and other general business terminology.
- Organize, maintain, and assume responsibility for specific executive office files, records, and documents, including but not limited to, corporate records and resolutions, state filings, and annual meeting minutes.
- Answer / screen phone calls for senior executives as requested by the executives.
- Secure travel arrangements as needed, including flight reservations, hotel accommodations, and ground transportation for domestic and international travel.
- Manage complex calendars of meetings and appointments and keep executives informed of their commitments and participants aware of expectations.
- Prepare and submit expenses reports for the Vice President and other leadership team members.
- Collaborate with global team to organize corporate meetings and presentations.
- Prepare meeting agendas, reports, files, and other materials for meetings (internal or external). When meetings are held internally with outside parties attending, greet and seat meeting guests, offer refreshments, and notify appropriate parties of guest arrival.
- Assist in gathering data, some of which may be highly confidential and prepare it in the proper format.
- Foster cross-functional division and department communication.
- Act as liaison between executives and internal / external contacts.
- Proactively identify the needs of others and solutions for simplification.
- Identify and execute various engagement events and activities to improve team building and employee morale.
- Complete special projects and additional duties as assigned.

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EDUCATION:

- Minimum Matric
- Certificate or diploma in business or related area required.

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EXPERIENCE:

- Minimum of 5 years proven experience in a senior coordinator or personal assistant role.

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KNOWLEDGE:

- This position requires confidentiality, accuracy and the ability to manage significant information and numerous projects simultaneously.
- Must be a self-starter with the ability to receive direction from multiple stakeholders, prioritize tasks and perform in a matrix organizational structure
- Flexibility to quickly respond to stakeholder needs as required to provide fast response and solutions.
- Demonstrated record of achievement and ongoing growth in responsibility.
- Proven strong verbal, written and interpersonal communication skills.
- A positive, can do attitude

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INTERNAL/EXTERNAL CONNECTIONS:

- Executive Leadership Team; Managers & Leaders; Employee Base
- Third party vendors.

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LOCATION & EXPECTED TRAVEL:

- This position is based in Proton Industrial Park, South Africa

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**Job Types**: Full-time, Permanent

Pay: R350,000.00 - R420,000.00 per year

Application Question(s):

- What is your current salary
- Have you been and Executive Assistant for an International company before reporting to the VP?

**Education**:

- High School (matric) (required)

**Experience**:

- Senior coordinator/ Senior assistant role: 5 years (preferred)