Executive Assistant
4 months ago
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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