Executive Secretary

PURPOSE OF THE ROLE:

We are seeking a poised and highly capable Executive Secretary to provide comprehensive executive and administrative support to the Senior Executives of the Corporate Services Group. This pivotal role demands a polished professional who thrives in a dynamic environment and can seamlessly manage a range of responsibilities with discretion, efficiency, and a keen attention to detail. The ideal candidate will serve as the cornerstone of the executive office, ensuring smooth operations that empower our leadership to focus on strategic priorities.

KEY JOB FUNCTIONS:

• Strategically manage the demanding schedules of the Senior Executive Team within CSG, including the coordination of board meetings, high-level appointments, and conferences.
• Prepare, compile, and distribute executive-level reports and critical documentation with a high degree of accuracy and confidentiality.
• Serve as the primary liaison between the executive office and internal/external stakeholders, consistently upholding a standard of excellence in communication and professional conduct.
• Ensure the executive office operates at peak efficiency through seamless oversight of daily administrative functions and task prioritization.
• Manage incoming and outgoing correspondence, ensuring timely distribution and effective follow-up.
• Answer and direct calls with discretion and professionalism, ensuring inquiries are addressed or delegated appropriately.
• Conduct research and data gathering to support the preparation of executive presentations, reports, and strategic materials.
• Draft meeting agendas, record precise minutes, and manage post-meeting communications and follow-up actions.
• Organize and maintain a meticulous filing system—both electronic and physical—for secure and swift access to information and records.
• Welcome visitors and screen incoming calls with a polished and courteous demeanor.
• Track departmental expenses and support budget planning and analysis activities.
• Review reports, submissions, and memos, assess their priority, and route them accordingly.
• Assist the executive team with general office administration and special project coordination.
• Manage intricate travel arrangements, including international itineraries, accommodations, and logistics.

IDEAL CANDIDATE PROFILE:

The successful candidate will possess exceptional organizational acumen, excellent communication skills, and a refined ability to handle sensitive information with integrity. You are proactive, resourceful, and capable of managing multiple priorities in a fast-paced executive environment.

QUALIFICATIONS AND TRAINING:

• Minimum NQF 5 240 credit qualification in Office Administration
• Minimum 5 years experience as an Executive Secretary 
• Demonstrate ability to operate and interact at all levels
• Advanced MS Office computer literacy, especially Word, Excel and PowerPoint (Essential) 
• Experience in the use of SAP Concur (Essential)
• Must maintain ethical standards and confidentiality
• Must be able to demonstrate exceptional presentation skills
• Must be able to operate under pressure, resolve problems and utilise own initiative
• Must be able to demonstrate the ability to work independently and within a team

COMPETENCIES:

• Accurate information gathering and analysis
• Awareness and commitment to our mission
• Awareness of situations and decisiveness
• Communication and sharing of mid to long term plans
• Creation of innovative vision
• Establishing framework and systems for organizational review 
• Feedback of evaluation results and long- term development of others
• Perseverance
• Strategic reallocation of resources and review of work methods
• Suitable assignment and objective performance review
• Confidentiality

THIS APPOINTMENT WILL MADE IN LINE WITH THE COMPANY’S EMPLOYMENT EQUITY

POLICY

Closing Date: 20 May 2025