LiquidCapital is a world leader in its field of specialisation offering a variety of financial products for motor vehicles. LiquidCapital aims to creatively solve problems and add value to people by ensuring Mobility for Good.
LiquidCapital 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.
LiquidCapital is seeking to employ a qualified and experienced Executive Personal Assistant (PA). The successful candidate will join a dynamic and highly skilled Executive Team.
The successful candidate will report directly to the Managing Director.
PURPOSE:The Executive Personal Assistant provides high-level, confidential and proactive administrative and operational support to Executives, ensuring the effective management of the Executives' diaries, correspondence, meetings, travel, documentation, stakeholder engagements and day-to-day priorities.
The role requires a highly organised, professional and resourceful individual who can anticipate the needs of the Executives, manage competing priorities, exercise sound judgement and maintain strict confidentiality when dealing with sensitive business, financial, employee and strategic information.
The Executive Personal Assistant acts as a key point of coordination between the Executives, internal stakeholders, clients, service providers and other external parties, ensuring that commitments, deadlines and follow-ups are effectively managed.
The ideal candidate will be a highly experienced, polished and proactive Executive Personal Assistant who is accustomed to operating in a demanding corporate environment and supporting a senior executives.
They must be capable of working with a high degree of independence, confidentiality and discretion, while remaining approachable and service-oriented. The successful candidate should naturally anticipate requirements, stay ahead of deadlines and priorities, and ensure that the Executive's time is managed effectively.
TECHNICAL SKILLS & KEY RESPONSIBILITIES:Executive Support & Diary Management
- Provide comprehensive and proactive personal assistance to Executives
- Manage and maintain a complex and frequently changing executive diaries and calendar
- Schedule, coordinate and prioritise meetings, appointments and engagements
- Ensure the Executives are adequately prepared for meetings by providing relevant documentation, agendas, presentations and briefing material in advance
- Identify and resolve diary conflicts and competing priorities
- Monitor upcoming commitments, deadlines and deliverables and proactively remind the Executive(s) of outstanding matters
- Coordinate internal and external meetings, including preparation of meeting rooms virtual meeting arrangements and required documentation and refreshments where required
- Screen and prioritise requests for the Executive's time and attention
Meeting & Board/Committee Support
- Coordinate meetings, including invitations, agendas and board packs supporting documentation and logistics
- Attend meetings where required and prepare complete accurate minutes, action items and follow-up schedules
- Maintain action registers and monitor outstanding actions to ensure completion within agreed timelines
- Assist with the preparation and distribution of executive reports, presentations, board packs and other management information
- Ensure confidential documentation is securely managed and distributed only to authorised individuals
- Coordinate meetings involving senior management, executives, clients, business partners and other stakeholders
Correspondence & Communication
- Manage incoming and outgoing correspondence on behalf of the Executive(s)
- Draft, proofread and format professional correspondence, letters, presentations, reports and internal communications
- Ensure correspondence requiring the Executive's attention is appropriately prioritised
- Respond to routine queries where authorised and redirect matters to the appropriate stakeholder
- Maintain a professional communication standard when engaging with internal and external stakeholders
- Follow up on correspondence and outstanding requests on behalf of the Executive(s)
Travel & Event Coordination
- Coordinate domestic and international business travel arrangements, including flights, accommodation, transfers and itineraries
- Prepare detailed travel itineraries and supporting documentation
- Coordinate travel changes, cancellations and urgent requirements
- Assist with the coordination of executive functions, conferences, business events and client engagements
- Manage travel and entertainment-related documentation and expenses in accordance with company policies
Administrative & Operational Support
- Maintain accurate electronic and physical filing systems
- Prepare reports, spreadsheets, presentations and other business documents upon request
- Assist with the compilation of management information and executive reports
- Maintain records, databases, contact lists and distribution lists
- Process invoices, purchase orders, expense claims and other administrative documentation where required
- Assist with monitoring expenditure against approved budgets where applicable
- Coordinate office requirements and administrative arrangements for the Executive(s)
- Maintain an organised system for tracking important documents, deadlines, contracts and correspondence
Stakeholder Management- Build and maintain professional relationships with internal and external stakeholders
- Liaise with executives, senior management, employees, clients, suppliers, service providers and other business partners
- Coordinate information and communication between the Executive and relevant stakeholders
- Represent the Executive's office professionally and appropriately at all times
- Handle sensitive and potentially difficult matters with tact, maturity and professionalism
Confidentiality, Governance & Compliance
- Maintain strict confidentiality regarding financial, commercial, strategic, employee, client and other sensitive information
- Exercise discretion when handling confidential documents and communications
- Ensure documentation is handled in accordance with company policies and applicable confidentiality, data protection and governance requirements (POPIA)
- Maintain appropriate document control and secure recordkeeping
- Be aware of the regulatory and governance environment applicable to a financial services organisation
- Ensure that administrative activities are performed in accordance with internal procedures/standards and delegated authority
Executive Office Coordination
- Support the Executive(s) in managing key priorities and deliverables
- Maintain action lists and follow up with relevant stakeholders on outstanding matters
- Assist in coordinating initiatives and projects as required
- Conduct research and gather information on behalf of the Executive(s)
- Prepare briefing notes, summaries and background information when required
- Identify potential issues or delays and escalate them proactively
- Take ownership of assigned tasks and projects from initiation through to completion
General
- Perform additional duties and responsibilities reasonably associated with the role
- Provide support during periods of high workload or business-critical activities
- Continuously identify opportunities to improve administrative processes and executive support
- Maintain a high level of professionalism and represent the Executive and organisation positively
- To coordinate with Facilities management and IT support desk where required
QUALIFICATION & EXPERIENCE:- Grade 12 / Matric
- A Diploma or relevant qualification in Business Administration, Office Administration, Secretarial Studies, Executive Assistance or a related field
- Bachelor's degree or equivalent qualification in Business Administration, Management or a related discipline (Advantegeous)
- 5–8 years' relevant experience in a Personal Assistant, Executive Assistant, Executive Secretary or similar senior administrative role
- Minimum 3 years' experience supporting a senior executive, C-suite executive, Managing Director, CEO or equivalent senior leader
- Experience within the financial services, banking, insurance, investment, asset management or other highly regulated corporate environment would be highly advantageous
- Proven experience managing complex executive diaries and multiple competing priorities
- Experience coordinating senior-level meetings, presentations, reports and confidential documentation
- Experience coordinating local and international business travel
- Experience dealing with senior internal and external stakeholders
- Experience taking minutes
- Strong experience with Microsoft Office, particularly Outlook, Word, Excel and PowerPoint
- Experience handling confidential and sensitive information
SKILLS & ATTRIBUTES REQUIRED:
- Positive attitude, with proactive and solutions focused attitude
- Highly professional and polished manner
- Comfortable engaging with executives, senior management, clients and external stakeholders
- Represents the Executive and organisation positively
- Demonstrates maturity and confidence in a corporate environment
- Demonstrates exceptional discretion and integrity
- Understands the importance of confidentiality
- Can be trusted with highly sensitive business, financial and personal information
- Exceptionally organised and structured
- Able to manage multiple priorities simultaneously
- Strong forward-planning ability
- Able to anticipate requirements rather than simply react to requests
- Highly detail-oriented
- Able to identify errors and inconsistencies before information reaches the Executive
- Takes ownership and does not wait to be instructed on every task
- Identifies potential problems and proposes solutions
- Follows through on commitments and outstanding matters
- Excellent verbal and written communication skills
- Communicates clearly, professionally and appropriately with different levels of stakeholders
- Able to convey information accurately and concisely
- Demonstrates sound judgement and common sense
- Comfortable making appropriate decisions within delegated authority
- Knows when matters should be escalated to the Executive
- Able to manage changing priorities and last-minute requests
- Comfortable working in a fast-paced environment
- Demonstrates flexibility when business requirements change
- Able to work effectively with different personalities and levels of seniority
- Maintains a service-oriented approach without compromising professionalism or boundaries
- Dependable, trustworthy and honest
- Takes ownership of responsibilities
- Meets deadlines consistently
- Follows tasks through to completion
- Accepts accountability for the quality and accuracy of work
- Own reliable transport
- Own and live up to company values