Temp Secretary /Executive Administrator

Introduction

Temp Secretary / Executive Administrator services required for a company in Lywwood, Pretoria

Duties & Responsibilities

RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO

1. Executive Administration and Office Coordination

• Manage the Director's diary, schedule, appointments and meeting commitments.

• Coordinate and support the administrative requirements of the Division.

• Manage and prioritise correspondence, enquiries, documentation and requests requiring

executive attention.

• Prepare, format, quality assure and coordinate reports, presentations, submissions and

other business documents.

• Maintain effective filing systems and document control processes.

• Coordinate stakeholder engagements, meetings, workshops and related logistics.

• Monitor administrative workflows and proactively address coordination gaps, bottlenecks

and outstanding matters.

• Support the effective use of digital productivity, collaboration and information

management tools. • Provide professional administrative support to the Director and the

Division to ensure efficient day-to-day operations.

• Undertake additional administrative, coordination and support activities, as reasonably

required, to contribute to the effective functioning of the Division and the achievement of

its objectives.

2. Meeting Management and Action Tracking.

• Coordinate, schedule and make logistical arrangements for meetings, workshops and

strategic engagements.

• Prepare and distribute agendas, meeting packs and supporting documentation.

• Record, compile and distribute meeting minutes within agreed timeframes.

• Maintain registers of meeting decisions, actions, commitments and deadlines.

• Track progress against actions arising from meetings and follow up with responsible

individuals. • Obtain and maintain evidence of completed actions and deliverables.

• Monitor overdue actions and escalate unresolved matters where necessary.

• Prepare action status reports and summaries for management review.

3. Strategic Coordination and Executive Support.

• Undertake delegated assignments, reviews, investigations and coordination activities as

requested by the Director.

• Gather, review, consolidate and summarise information, documentation and records to

support decision-making on matters assigned by the Director.

• Review policies, procedures, reports, records and other documentation, where requested,

to identify gaps, inconsistencies, omissions, risks or opportunities for improvement.

• Facilitate coordination across functional areas to support the effective execution of

divisional priorities, commitments and initiatives.

• Monitor implementation of agreed actions, recommendations, corrective actions and

improvement initiatives assigned for tracking.

• Identify and escalate risks, delays, dependencies and matters requiring executive

attention.

• Prepare briefing notes, executive summaries, status updates and management reports

as required. • Maintain registers of delegated assignments, initiatives and strategic actions

assigned by the Director. • Coordinate the collection, consolidation and maintenance of

information required for reporting, reviews, audits, assessments and management

decision-making.

• Identify opportunities to improve workflow, coordination and operational effectiveness

within the Division.

• Utilise approved digital and AI-enabled tools to support research, analysis, coordination,

tracking and reporting activities.

4. Operational Coordination, Records and Support Services

• Maintain divisional records, registers, repositories and supporting documentation in

accordance with organisational requirements.

• Ensure information, records and evidence are appropriately stored, accessible and

retained.

• Coordinate procurement, travel, logistics and related administrative support services in

accordance with organisational policies and procedures.

• Safeguard confidential, strategic and sensitive information and maintain information

security and confidentiality requirements.

• Provide professional administrative and coordination support to facilitate effective

communication, collaboration and workflow across the Division.

• Identify and escalate recordkeeping, administrative or coordination matters requiring

attention.

Desired Experience & Qualification

Period: Four (4) months

The incumbent is to provide trusted executive, administrative, and strategic coordination

support to the Director and Division, acting as a central coordination point to ensure effective

workflow management, information management, communication, and the timely execution,

tracking, and follow-through of divisional priorities, commitments, and deliverables.

• A Bachelor's Degree, National Diploma or equivalent NQF 6 qualification in Public

Administration, Business Administration, Office Management or related field.

• At least five (5) years' experience in an administrative, executive support, office management,

coordination or related role, of which at least two (2) years must have involved providing

dedicated administrative, coordination or executive support services to senior management,

executives, board members or equivalent leadership structures.

• Advanced Microsoft 365 proficiency, including Word, Excel, PowerPoint, Outlook, Teams and

SharePoint.

• Experience supporting senior management and coordinating activities across multiple

stakeholder

Person Specification

The ideal candidate will display the following competencies

• A team player, flexible, able to function effectively under pressure.

• Excellent written and verbal communication skills.

• Strong organisational, coordination and planning skills.

• Excellent stakeholder engagement skills with the ability to interact professionally and

confidently at all organisational levels.

• Strong analytical, problem-solving and information-gathering capability.

• Ability to prioritise competing demands and work independently with minimal supervision.

• High attention to detail and commitment to quality.

• Strong records and information management capability.

• Ability to compile executive reports, dashboards, briefing notes and status updates.

• Demonstrated ability to manage confidential, strategic and sensitive information with

discretion and sound judgement.

• Ability to utilise digital productivity and AI-enabled tools responsibly to improve efficiency and

effectiveness.

• Strong personal accountability and ownership for tasks, deliverables and outcomes.

• Demonstrated initiative and the ability to proactively identify opportunities, risks, gaps and

areas requiring attention without the need for continuous supervision.

• Highly dependable, committed and responsive, with the ability to consistently follow through

on commitments and deadlines.

• Strong professional judgement and maturity when dealing with sensitive matters.

• Commitment to supporting organisational objectives and acting in the best interests of the

Division and the Company

• Ability to build trusted working relationships through professionalism, integrity, discretion and

reliability.

• Professional appearance, conduct and business etiquette appropriate for engagement with

senior leadership, government representatives, international delegates and other high-level

stakeholders.

• Adaptable, resourceful and able to operate effectively in a dynamic environment.

Package & Remuneration

R22500.00 per month