Sumaya Mota

A dedicated and accomplished professional with a rich background in administration, coordination, and client service. Eager to apply extensive expertise and a versatile skill set to excel in a challenging role offering opportunities for professional growth and the ability to make a meaningful impact. Highly organised and detail-oriented Travel Coordinator and Executive PA with over years of experience supporting C-level executives including; CEO, CFO, and COO.

Adept at managing complex international travel arrangements, executive calendars, high-level meetings, and confidential communications. Known for discretion, reliability, and the ability to manage competing priorities under pressure. Proven track record in ensuring seamless logistical support, enabling executives to focus on strategic objectives.

Experienced in collaborating with cross-functional teams, working alongside project managers on high-impact initiatives, and managing travel budgets and expense claims across local and global operations.

Travel Coordinator & Office Administrator at Reutech Radar Systems Technopark (2024-03 – Present)

• Coordinated global travel for CEO, CFO, COO, and executive leadership team, ensuring cost-effective and seamless itineraries.
• Worked closely with project managers to provide administrative and logistical support on various company projects, ensuring timely execution and alignment with business objectives.
• Prepared and managed travel budgets, conducted cost analysis, and ensured travel remained within allocated budgets across departments.
• Processed all local and international expense claims, verifying accuracy, compliance with policy, and timely reimbursement.
• Managed all aspects of travel including flights, accommodation, transfers, visas, and contingency planning.
• Organised and maintained complex calendars, prioritising meetings, board sessions, and key deadlines.
• Prepared detailed travel packs, agendas, and briefing documents ahead of executive trips and meetings.
• Liaised with internal departments, external partners, and VIP clients on behalf of executives.
• Supported high-level internal and external events, including offsite meetings and board retreats.
• Maintained a high level of discretion and confidentiality in all matters related to executive support.
• Built strong working relationships across departments and with external stakeholders.
• Provided full EA support to CEO, CFO, and COO in a fast-paced corporate environment.
• Proactively managed schedules, travel plans, and meeting logistics to maximise executive productivity.
• Handled confidential reports, and correspondence with high attention to detail.
• Coordinated executive travel with rapid response to changes and last-minute adjustments.

Receptionist/Data Capturer at Colibri Toweling (2022-04 – 2023-10)

• Managed switchboard operations, including call answering, forwarding, and screening.
• Coordinated meeting and training room bookings, setup, and refreshments.
• Provided administrative support, including appointment scheduling, stationery orders, travel arrangements, and courier services.
• Proficiently conducted transactions on Megasoft for production purposes.
• Supported sales and production teams by loading orders on Syspro and creating job numbers.
• Conducted necessary research as requested by the reporting manager.

Fleet Co-Ordinator/Personal Assistant at Transend Logistics (2019-05 – 2021-12)

• Provided executive-level administrative support, managing calendars, travel, and events
• Coordinated fleet operations, including vehicle allocation, tracking, and logistics
• Maintained comprehensive fleet records (licensing, registration, insurance)
• Ensured vehicle compliance, roadworthiness, and scheduled maintenance
• Managed fuel usage, expenses, and identified cost-saving opportunities
• Handled insurance claims, licence renewals, and incident reporting
• Coordinated driver schedules and maintained driver documentation
• Monitored fleet performance and compiled monthly reports with data-driven insights

Librarian at Nizamiye Primary and High School Midrand (2016-01 – 2017-12)

• Managed library facilities, budgets, and resources.
• Assisted students and staff in accessing and utilizing resources effectively.
• Collaborated with teaching and library staff to support inquiry learning and literacy programs.
• Managed marketing efforts and organized events.
• Ran the d6 communicator app for streamlined school communications.

Sales and Marketing Coordinator at Harbour Fresh cc (2008-01 – 2015-12)

• Managed sales-related activities and customer service.
• Coordinated orders and deliveries, built lasting customer relationships.
• Prepared marketing reports and monitored competitor activity.

Personal Assistant at Old Mutual Gants Centre Somerset West (2005-01 – 2007-12)

• Provided comprehensive secretarial and administrative support.
• Managed meetings, travel itineraries, and special events.
• Handled routine administrative tasks and maintained office supplies.

Administrative Assistant at Blue Ocean Fisheries (2004-01 – 2004-12)

• Managed calls and inquiries.
• Maintained document records and organized office tasks.

BA in Child Psychology – Rand Afrikaans University (2004)

Matriculation – Damelin Eden Braamfontein (2003)