Executive Secretary - Gauteng

Requirements

• Diploma or Degree in Business Administration or Office Management (preferred).
• Minimum of 5+ years' experience as a Personal Assistant or Executive Assistant.
• Proven experience supporting multiple senior executives simultaneously.
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to multitask and prioritise under pressure.
• Strong interpersonal skills and professional discretion.
• Advanced proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• Problem-solving mindset with a proactive approach.
• Highly professional and reliable.
• Strong sense of urgency and accountability.
• Ability to work independently with minimal supervision.
• Flexible and adaptable to changing priorities.
• Trustworthy with high levels of integrity and confidentiality.

Responsibilities

• Provide executive support to the Managing Director and Executive Directors. • Welcome, screen and escort visitors to Directors' offices or the Boardroom. • Act as the first point of contact for Directors by screening calls, correspondence, post, documents and items for signature. • Manage in-trays and out-trays, distribute cleared items and communicate further instructions as required. • Assist with diary management, scheduling meetings, appointments and travel arrangements. • Perform general administrative duties, including typing, document preparation, dictation and transcription. • Manage and respond to emails when requested. • Prepare PowerPoint presentations and supporting documentation. • Coordinate EXCO meeting preparation, including agendas, reports, meeting minutes and tracking report deadlines. • Prepare Board meeting packs and related documentation. • Assist with compiling Directors' reports, including populating tables, graphs and editing reports. • Load, index and organise reports on Microsoft Teams for EXCO meetings. • Set up boardrooms and meeting rooms. • Arrange refreshments and lunches for meetings. • Manage head office stationery, including ordering, distribution, stock control and reporting. • Manage grocery procurement, distribution, reporting and supporting documentation. • Process purchase orders and supplier invoices on Embrace. • Maintain electronic and physical filing systems, archiving and confidential document shredding. • Provide backup for credit card transactions and assist with cash receipt administration. • Arrange flights, accommodation, car hire and travel itineraries for executives and staff. • Manage travel documentation, expense reconciliations and travel claims. • Arrange insurance-related vehicle hire where required. • Manage the Boardroom calendar. • Oversee cleaning contracts, cleaning staff and cleaning rosters. • Manage cleaning materials and ensure the Executive office, kitchen and surrounding areas are clean, organised and free from obstacles. Please note that if you do not receive a response within 2 weeks, your application has been unsuccessful.