Executive Secretary

This position will be based at Minopex Head Office in Woodmead, reporting to the Executive Vice President.

Description

The purpose of the position is to provide comprehensive executive support to the Executive Vice President by managing priorities, coordinating meetings and governance activities, facilitating stakeholder communication, and overseeing executive administration, travel, and confidential information. The role serves as a key liaison between the EVP, Minopex executives, employees, DRA Group stakeholders, clients, and external partners, ensuring efficient coordination of executive activities, proactive management of commitments, and effective follow-through on strategic actions and decisions.

Duties & Responsibilities:

Executive Office Management

• Provide high-level executive and secretarial support to the EVP.
• Coordinate activities, communications, and priorities across the Executive Office and key stakeholders.
• Manage executive commitments, anticipate requirements, and ensure smooth office operations.
• Supervise and coordinate administrative support resources.

• Manage the EVP's calendar, meetings, and appointments.
• Schedule executive, management, and operational meetings.
• Prepare agendas, meeting packs, presentations, minutes, and action trackers.
• Monitor follow-up actions and resolve scheduling conflicts.

• Screen and manage correspondence, enquiries, and communications.
• Draft, proofread, and prepare executive reports, presentations, and official communications.
• Handle sensitive information with discretion and confidentiality.

• Coordinate executive reports and submissions.
• Consolidate, review, and maintain executive documentation and records.
• Ensure document accuracy, version control, security, and accessibility.

• Coordinate local and international travel arrangements, itineraries, visas, and logistics.
• Ensure compliance with company travel policies and budgets.
• Oversee travel administration and service delivery.

• Serve as the primary contact for internal and external stakeholders engaging with the EVP.
• Build and maintain professional relationships with executives, clients, suppliers, and partners.
• Coordinate stakeholder meetings and engagements.

• Process expense claims, travel reconciliations, invoices, and purchase orders.
• Monitor executive office expenses and maintain financial records.
• Liaise with Finance on payments and reconciliations.

• Plan and coordinate executive meetings, workshops, conferences, and corporate events.
• Manage venues, catering, travel, and event logistics.
• Ensure professional and cost-effective execution of events.

• Maintain confidential executive records and filing systems.
• Ensure compliance with company policies, governance, and record-management requirements.
• Safeguard sensitive business information.

• Direct and prioritise the workload of administrative support staff.
• Provide guidance, coaching, and quality oversight.
• Resolve scheduling, travel, and administrative issues proactively, ensuring minimal disruption to executive priorities.

• Matric (Grade 12) or an equivalent qualification registered at NQF Level 4, including relevant NATED courses (e.g., N3 Certificate) where applicable.
• Relevant tertiary qualification in Human Resources Management, Business Management, Industrial Psychology or a related field.
• Secretarial, Executive Assistant, Office Administration or Business Administration qualification is essential.
• Diploma in Office Management, Business Administration or a related field would be advantageous.
• Governance, company secretarial or project coordination training would be advantageous.

Experience and Skills Requirements

• Minimum 8-10 years' experience in an executive secretarial, executive assistant or senior administrative support environment.
• At least 5 years' experience supporting senior executives or Executive Committee members within a complex corporate environment.
• Experience within the mining, minerals processing, engineering or industrial environment would be advantageous.
• Demonstrated experience in managing complex executive diaries and schedules.
• Experience coordinating Executive Committee and senior management meetings.
• Strong minute-taking, action-tracking and follow-through capability.
• Experience coordinating executive reports, presentations and meeting documentation.
• Experience managing confidential and highly sensitive information.
• Experience coordinating domestic and international executive travel.
• Experience in visa and international travel requirements would be advantageous.
• Experience managing senior internal and external stakeholder relationships.
• Previous experience coordinating or supervising administrative support staff would be advantageous.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Excellent written and verbal communication skills.
• Strong report-writing, proofreading and document-presentation capability.
• Exceptional planning, organisation and time-management ability.
• Ability to manage multiple priorities and conflicting deadlines.
• Excellent attention to detail.
• Strong problem-solving ability and initiative.
• High levels of professionalism, integrity and discretion.
• Ability to exercise sound judgement when dealing with confidential or sensitive matters.
• Strong stakeholder-management and interpersonal skills.
• Ability to remain calm and effective under pressure.
• Ability to anticipate executive requirements and work proactively with limited supervision.
• Strong cost awareness and financial administration capability.
• Flexibility to work outside normal office hours when required by executive travel, meetings or business commitments.
• Must have own reliable means of transport.
• Valid driver’s Licence code B, EB or C1