Executive Secretary - Ekurhuleni at Unique Personnel

Position Overview:

• Position requires a professional who is trustworthy with high level of integrity and confidentiality to join our team as Executive Secretary.

Job Specification

Executive Support:

• Welcoming and screening of visitors and escorting visitors to Director’s offices or Boardroom 
• Act as the first point of contact for the Directors, screening calls, correspondence and post / documents or items to be signed
• Communicate further instructions and / or handle queries as instructed by Directors
• Limited management of Directors’ diaries, scheduling meetings, appointments, and travel arrangements. 
• Assisting with general administrative duties, including:
• Typing and document preparation
• Dictation and transcription Managing and responding to emails when requested or where applicable 
• Presentation preparation (PowerPoint and supporting materials) 
• EXCO meeting preparation, including communication and tracking of report deadlines, meeting minutes and preparation of the agenda vi. Board meeting preparation, including preparation of packs

EXCO & Board Meetings:

• Assisting in compiling of Director’s reports where necessary e.g. Populate tables, add figures or graphs and edit reports as required
• Communication and tracking of report deadlines, meeting minutes and preparation of the agenda
• Loading, indexing and organisation of reports on Teams for EXCO meetings
• Setting up of board room and other meeting rooms as required 
• Arranging lunch and refreshments for meetings as required.

Administration and Office Management:

• Management of HQ stationary
• Management of Groceries 
• Providing supporting documentation for credit card entries v. Related to spend on flights / accommodation and related items as requested by the directors
• Embrace processing:
• Filing:
• Raise orders on Embrace for Executive office when required Receive and capture supplier invoices on embrace for any orders placed by the EXEC office Organise and maintain filing systems (electronic and physical).
• Archiving of filing (Physical) Shredding of documents (confidential and other)
• Providing backup for Credit card transactions
• Cash receipt book and Cash Transactions in conjunction with Finance

Travel & Logistics:

• Arranging flights, car hire and accommodation for Execs as well as other staff as per approved booking applications
• Assist, where required, in arranging local and international travel, including flights, accommodation, and itineraries.
• Manage travel-related documentation and expense reconciliation. 
• Assist in compiling travel expense claim forms and reconciliations 
• Arranging car hire for insurance claims in conjunction with finance team

General Duties:

• Manage the Boardroom calendar
• Kitchen to be kept clean and tidy at all times.
• Manage cleaning contract, staff and cleaning roster
• Management of cleaning materials and storage
• Keeping the EXEC office clean and free of obstacles

Inherent Requirements    
Person Specification

• Qualifications in Diploma/Degree in Business Administration or Office Management (Preferred)

Experience:

• Minimum of 5+ years’ experience as a Personal or Executive Assistant
• Proven experience supporting multiple senior executives simultaneously

Skills & Competencies:

• Strong organisational and time management skills 
• Excellent written and verbal communication 
• High attention to detail and accuracy 
• Ability to multitask and prioritise under pressure 
• Strong interpersonal skills and professional discretion 
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Problem-solving mindset and proactive approach

Key Attributes:

• 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