Executive Office Administrator at Armscor

QUALIFICATIONS:

• Grade 12.
• National Diploma in Business Administration, Management, Public Administration, or a related field.

EXPERIENCE:

• Minimum of 3 years’ experience in an administrative, secretarial, or office support role, preferably in a secure, defence, or highly regulated environment.
• Experience in managing diaries, travel arrangements, and meeting coordination for senior staff.
• Familiarity with document preparation, reporting, and basic financial or budget tracking.
• Experience in working with classified material, system-based reporting, and database management.
• Previous exposure in stakeholder liaison within a sensitive or security-controlled environment.

KEY RESPONSIBILITIES:

Office Administration & Daily Operations

• Manage day-to-day administrative functions of the office, including correspondence handling, filing, and office supplies management.
• Coordinate and schedule meetings, appointments, and events for division ensuring optimal use of time and resources.
• Handle travel arrangements, accommodation, and logistics for executive staff in compliance with company policies.
• Maintain office equipment and liaise with IT and facilities teams to ensure a fully functional work environment

Document & Information Management

• Prepare, format, and proofread documents, reports, presentations, and briefing materials for executive review.
• Maintain organized electronic and physical filing systems, ensuring confidentiality, version control, and easy retrieval of information.
• Assist in the compilation and distribution of meeting agendas, minutes, and action logs, ensuring follow-up on key decisions.
• Support the management of executive communications, including drafting routine correspondence and managing email prioritization.

Stakeholder Coordination & Communication

• Serve as the first point of contact for internal and external stakeholders, demonstrating professionalism and discretion.
• Facilitate effective communication and coordination between the Division and internal business units, as well as external stakeholders.
• Assist in the coordination of cross-functional meetings and events, maintaining alignment with divisional priorities.

Process Support & Compliance

• Support the implementation and adherence to office protocols, governance frameworks, and administrative policies across the Offices.
• Coordinate the preparation, consolidation, and submission of divisional performance reports.
• Assist in monitoring office budgets, processing expenses, and maintaining comprehensive records of expenditures.
• Provide administrative support for financial planning, including tracking allocations, monitoring spend against approved budgets, and reporting on variances.
• Contribute to the continuous improvement of office procedures, workflows, and the adoption of digital tools to enhance operational efficiency and compliance.
• Support the development, coordination, and implementation of operations plans in alignment with Divisional priorities.

Project Administration & Coordination

• Provide administrative support for project planning, tracking, and execution, ensuring documentation, schedules, and milestones are accurately maintained.
• Assist in preparing project status reports, risk registers, action lists, and implementation updates for timely decision-making.
• Coordinate project logistics, including meetings, workshops, and stakeholder engagements, to ensure smooth execution.
• Facilitate cross-functional collaboration by maintaining effective communication between project teams, divisional units, and stakeholders.
• Maintain an organized filing systems and databases for project materials.