Executive Assistant to Managing Director - Southern Suburbs (Cape) at Motorvaps

Job Summary: 

The Executive Assistant plays a crucial role in supporting the efficient execution of various functions within the organisation. This role involves providing administrative and coordination assistance to the MD, working as a link and facilitating communication with various projects. Tracking projects progress and ensuring that deadlines are met. The ideal candidate will possess strong organisational skills, attention to detail, and the ability to multitask effectively and flexible.

Responsibilities:

• Assist MD: Provide support with various projects, and administrative support including scheduling meetings, follow-ups and preparing necessary documents.
• Coordinate Project Activities: Facilitate communication with various projects, ensuring everyone is aware of their responsibilities and deadlines.
• Track Project Progress: Maintain project schedules and timelines, updating them as necessary to reflect changes or delays.
• Prepare Reports: Generate progress reports and status updates for project managers and stakeholders, highlighting key milestones and any issues that need attention.
• Manage Documentation: Organize and maintain project documentation, including contracts, agreements, and other relevant materials.
• Arrange Meetings: Schedule and coordinate meetings, prepare agendas, and take minutes during meetings as needed.
• Communicate and meet with Stakeholders: Serve as a point of contact for stakeholders, providing them with updates on project status and addressing any concerns they may have.
• Support Team Collaboration: Foster collaboration among project team members, facilitating communication and cooperation to ensure project goals are met.
• Handle Logistics: Coordinate logistical aspects of projects, such as procuring necessary resources, booking venues, and arranging transportation.
• Collaborating with other members of the executive team and administrative staff to ensure alignment and support across the organization.

Requirements

Qualifications and Requirements:

• Bachelor's degree in business administration, project management, or a related field (preferred).
• Proven experience in an administrative or coordination role, preferably in a project management environment.
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Excellent communication skills, both verbal and written, with the ability to interact professionally with team members and stakeholders.
• Proficiency in project management software and Microsoft Office suite (e.g., Excel, Word, PowerPoint).
• Attention to detail and accuracy in all tasks.
• Ability to work independently as well as part of a team.
• Flexibility and adaptability to changing project requirements and priorities.
• Presentable, go getter and able to implement.

Working Conditions:

• Occasional travel may be required to support project-related activities