Executive Assistant

3 months ago

Edenvale, South Africa Motus Corporation Full time

The successful incumbent will report to the Managing Director and will be responsible for providing general administrative and office support to facilitate operational effectiveness and efficiency.

**Position Overview**:
M-Sure is a world leader in its field of specialisation offering a variety of financial products for motor vehicles. M-Sure aims to creatively solve problems and add value to people by ensuring Mobility for Good

M-Sure forms part of the Motus Group, a leading JSE listed Company in the Automotive Industry where performance is driven by three keystones, 1. Leaders, 2. Innovation & 3 Customer Champions

If you are seeking an exciting and rewarding opportunity, then this is the career journey you’ve been waiting for

**Specific Role Responsibilities**:

- Extensive / hands-on diary management and co-ordination of meetings and executive programs
- Preparing for meetings and ensuring all relevant documents and reports are provided to the Executive in advance
- Keeping of minutes and ensuring action points are monitored and addressed (EXCO and Board Meetings)
- Collating data and preparing PowerPoint presentations for EXCO and Board Meetings. Distribution of EXCO/Board packs, Agendas & Minutes to Executive members & Board members timeously
- Arrange flights, accommodation and car hire efficiently
- Preparing boardrooms/meeting rooms when necessary and attend to refreshments and equipment requirements. Managing venue bookings for the EXCO and General Boardrooms
- Office management i.e. ordering stationery, office supplies, and consumables
- Working in conjunction with the Facilities Manager on building maintenance/repairs and housekeeping
- Upkeeping and maintaining the office in a neat/tidy manner
- Extensive desktop research
- Attend to general secretarial/administrative duties such as printing, filing, scanning, binding documents and arrange payment of invoices
- Scrutinize, proofread, amend, and compare agreements. Keeping records of and ensuring all signed Agreements are filed on the Legal Drive
- Drafting charts/ organograms, company flow charts, and putting together presentations
- Sending out invitations, receiving guests, and serving refreshments for meetings
- Liaising with Executives, Assistants and management team members in a professional and competent manner
- Managing and submitting expense claims, credit card expenses
- If need be, logging calls, following up on matters, and attending to queries i.e. computer & I.T problems, and the like
- Any day-to-day tasks and assistance required
- Any secretarial requirements as deem necessary by the Managing Director

**Qualifications and Experience**:

- Matric
- Secretarial Diploma / Certificate could be beneficial (not essential)
- Extensive personal assistant experience preferably at an Executive Level

**Skills and Personal Attributes**:

- Proficiency in MS Office (Outlook, Word, Excel and Power Point)
- Professionalism and paying attention to detail is crucial
- Highly organised and accurate administrative skills
- Display maturity in handling matters of urgency and sensitivity
- The ability in dealing with large volumes of confidential information both internal and external
- Thrives in a high pressurised environment
- Able to take initiative and work independently
- Good time management skills
- Efficient, self-motivated, organized, pro-active and a good communicator
- A ‘can do’ attitude
- Own and live up to Company values
- Strong communication and interpersonal skills
- Excellent planning, organizational and time-management skills
- Attention to detail
- High focus on urgency
- Ability to work independently and prioritize tasks effectively
- Employee centric and service excellence mindset
- Honesty and integrity
- Meticulous
- Energetic
- Credit and criminal clear

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