Secretary at Shoprite Group of Companies

Purpose of the Job    

• The role provides high-level administrative, reporting, and coordination support to the Head of Buying and the Buying team.
• The role acts as a central coordination hub, enabling efficient decision-making, improving execution discipline and ensuring seamless delivery across key business activities in a fast-paced franchise environment.

Job Objectives    

Administrative Support: 

• Deliver comprehensive administrative support to the Head of Buying and Buying department.
• Manage calendars, schedule meetings, and coordinate engagements with internal and external stakeholders.
• Manage travel, accommodation, and event logistics.
• Prepare professional documents, reports, and presentations for internal and external use.
• Maintain high standards of confidentiality and professionalism when handling sensitive information.

Reporting and Insights: 

• Compile and maintain weekly and monthly reporting packs.
• Analyse available information to generate insights and highlight key issues or opportunities.
• Support preparation of Exco and leadership presentations.
• Ensure reporting accuracy, consistency, and timeliness.

Project Coordination: 

• Track key projects, milestones, and deliverables across the Buying function.
• Follow up with stakeholders to ensure accountability and delivery.
• Highlight risks, delays, and dependencies early.
• Support corrective actions and executive alignment.

Stakeholder Management and Communication:

• Build and maintain strong working relationships across teams and with external partners.
• Ensure alignment between Buying, suppliers, and support functions.
• Maintain strong professional relationships across the business.

Records and Information Management:

• Maintain accurate and well-organised filing systems (digital and physical).
• Ensure documentation is accurate, current, and accessible.
• Archive or dispose of outdated information in accordance with company policies and procedures.

Qualifications    

• Matric / Grade 12 Certification. - (essential)
• Diploma or certificate in Office Management or a related field. 

Experience    

• 4+ years proven experience as a Secretary or in a similar operational and/or support orientated role
• Proven experience in administrative coordination, reporting, and stakeholder support – (essential)
• Exposure to retail/FMCG environment - (advantageous)
• Strong PowerPoint and Excel capability
• Experience using AI tools (e.g. Copilot)
• A valid driver's license is essential.

Knowledge and Skills    

The perfect candidate is:

• Energetic and vibrant, enjoys working in a dynamic, fast paced environment. 
• Well-developed interpersonal skills, self-awareness and personal influence – able to interact, engage and maintain professional relationships with people at all levels of the corporate structure.  
• Able to work under pressure, prioritise and balance numerous competing demands in a high-volume, high pressured, fast-paced working environment  
• Organised and detailed - Plans, coordinates and executes functions, practices and procedures to realise business unit goals and objectives. Vigilantly watches over work processes, tasks and outputs to ensure accuracy and initiates action to correct any quality concerns.  
• Customer orientated - Committed to providing a high-quality customer service. Ensures customer needs are understood, problems timeously resolved, and expectations met. 
• Excellent written and verbal communication skills with well-developed spoken and written fluency in English along with the ability to convey information and data clearly, accurately and succinctly. 
• Analytical with good problem solving skills - Comprehends new information to generate insights while proactively investigating courses of action to identify feasible solutions. 
• Personal integrity – Has good judgment and discretion to manage and maintain confidentiality. Takes accountability for actions and mistakes. 

Closing Date    

• 2026/05/12