Executive Assistant - Cape town at Motify (Pty) Ltd

Job Overview:

As the Personal Assistant to the Directors, you will be responsible for assisting with various tasks for which the two Motify Directors are responsible. The mission for this role is for the Directors to have peace of mind, feel organised, and on top of things both in a personal and professional capacity. Meaning they are fully present with the business, family, and themselves. Any additional a vailable time will be utilised to assist in the admin functions of HR.

Responsibilities:

The duties/tasks of the function include but is not limited to:

• Travel Arrangements.
• Timesheet and expense report approvals during the Director’s absence.
• Checking and signing the back-up register for Customers.
• Check and sign off PO’s once a thorough review has been done (i.e. in budget/ out of budget).
• Completing documents and writing letters for Director’s signature.
• Internal IT Admin.
• Doing research around specific topics.

Admin around staff at home:

• Leave
• Payslips
• Loan management
• Loading payment if not on stop order

Monthly allocation of expenses and upload of invoices to Xero/Quickbooks.

• Admin (Passport renewals, Booking car service, license renewals, Insurance renewal reminders, Financial Advisor meetings schedule, reminder of school events and themes, birthdays).
• Submission and management of Discovery Health Claims.
• Personal company admin – Annual return reminders, Finances reminders.
• Load kids’ schedule into Cozi at the start of each term.
• Personal email management.
• Organisation of household maintenance.
• Purchasing items when required.

HR Administrative Responsibilities:

• Collate the Directors’ signature for medical aid and pension documentation.
• Submit medical aid and pension documentation to third-party administrators.
• Put together options and quotations for Business Events.
• Assist with the planning and logistics of Business Events.
• Send out communication around review cycles and follow up with team members to ensure that all information is submitted in a timely manner.
• Collate information and send it through to HR Lead for reporting.
• Gather quotes and cost approvals.
• Assist with admin around raising PO’s, submitting invoices and ensuring that third parties are paid based on the agreed timeline.

Inherent Requirements of the Job:

• Minimum 10 years’ experience working as a professional assistant.
• Ability to work with a blank canvas, where processes have not necessarily been designed yet.
• A passion for organisation and getting things done.
• A positive can-do attitude.
• Excitement to use and develop your skillset.
• Self-starter who takes initiative and ownership.
• A natural creative, thinking beyond the status quo.
• Excellent communication skills.
• Excellent time management skills.High attention to detail across several concurrent workstreams using process flows for successful integration.
• A proven track record of high performance and delivery.
• Experience on Xero (preferred).
• Good understanding of technology.
• Driver’s license with 5-years’ experience.
• Own vehicle available.
• Well versed on MS tools products (MS Teams, Outlook, Excel).