Executive Secretary - Gauteng

SUMMARY:
Our client is seeking to employ an Executive Secretary to join their team based in Longmeadow (Gauteng).

Exciting Opportunity:

POSITION INFO:
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.