Job Description
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
M-Sure is seeking to employ a qualified and experienced Executive Assistant. The successful candidate will join a dynamic and highly skilled Operations Team.
If you are seeking an exciting and rewarding opportunity, then this is the career journey you've been waiting for
The successful candidate will report directly to the Managing Director.
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
Composing letters, emails/staff communications, meeting materials and other internal/external correspondence
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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