Executive Assistant - Edenvale at Motus Holdings Limited

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