Executive Secretary - 6 Months Fixed-Term Contract

SUMMARY:
Our client is looking for an Executive Secretary for a period of 6 months. The Executive Secretary will provide comprehensive administrative and clerical support to ensure the smooth and efficient operation of the office. This role requires excellent organizational skills, strong attention to detail and the ability to handle sensitive information with the utmost confidentiality. The Executive Secretary will serve as the primary point of contact for internal and external stakeholders, manage office communications, and support management in day-to-day activities.

POSITION INFO:
Qualifications, Experience, Knowledge and Skills Required

• Matric plus Secretariat Diploma
• 3–5 years’ experience as an Executive Secretary in a fast-paced, complex environment.
• Proficiency in MS Office Suite: Word, PowerPoint, Excel, and Outlook (essential).
• Knowledge of SAP (advantageous).
• Excellent organizational and multitasking abilities.
• Strong attention to detail with a focus on accuracy in all tasks.
• Ability to work independently as well as collaboratively with teams.
• Excellent verbal and written communication skills.
• Proven ability to manage multiple tasks, priorities, and deadlines effectively.

• Assist in the preparation of reports, presentations, briefing notes, and other documentation as required.
• Manage the scheduling of Divisional Executives’ commitments, ensuring a balanced calendar that accommodates meetings, committees, and external engagements.
• Draft, vet, approve, and circulate minutes with accuracy and timely distribution.

• Manage and coordinate events, functions, and engagements to ensure smooth execution.
• Support activities that enhance the brand and reputation of the Division.

• Prepare, edit, and coordinate internal newsletters, reports, documents, and executive summaries.
• Ensure all documentation emanating from the Divisional Executives’ Office is professional, accurate, consistent, and presentable.
• Maintain both electronic and hard copy filing systems that are accurate, accessible, and logically structured.

• Coordinate travel itineraries and arrangements for Divisional Executives, ensuring plans are efficient, practical, and hassle-free.
• High level of professionalism, discretion, and confidentiality.