{"id":3609859,"url":"https://alion.io/job/minopex-executive-secretary","title":"Executive Secretary","company":{"id":4494707,"name":"Minopex","domain":"minopex.com","url":"https://alion.io/company/minopex","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Simplify","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Johannesburg, South Africa"],"countries":["ZA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":8,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-09-11T00:00:00Z","employer_posted_date":"2026-11-02","last_verified_at":"2026-11-05T11:58:58Z","board_verified":true,"closed_at":null,"days_open":55,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":55},"description":"IntroductionThis position will be based at Minopex Head Office in Woodmead, reporting to the Executive Vice President.\n\nDescription\n 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.\nDuties & Responsibilities:\nExecutive Office Management\nProvide high-level executive and secretarial support to the EVP.\nCoordinate activities, communications, and priorities across the Executive Office and key stakeholders.\nManage executive commitments, anticipate requirements, and ensure smooth office operations.\nSupervise and coordinate administrative support resources.\nDiary & Meeting ManagementManage the EVP's calendar, meetings, and appointments.\nSchedule executive, management, and operational meetings.\nPrepare agendas, meeting packs, presentations, minutes, and action trackers.\nMonitor follow-up actions and resolve scheduling conflicts.\nExecutive CommunicationScreen and manage correspondence, enquiries, and communications.\nDraft, proofread, and prepare executive reports, presentations, and official communications.\nHandle sensitive information with discretion and confidentiality.\nReporting & Document ManagementCoordinate executive reports and submissions.\nConsolidate, review, and maintain executive documentation and records.\nEnsure document accuracy, version control, security, and accessibility.\nTravel ManagementCoordinate local and international travel arrangements, itineraries, visas, and logistics.\nEnsure compliance with company travel policies and budgets.\nOversee travel administration and service delivery.\nStakeholder ManagementServe as the primary contact for internal and external stakeholders engaging with the EVP.\nBuild and maintain professional relationships with executives, clients, suppliers, and partners.\nCoordinate stakeholder meetings and engagements.\nFinancial AdministrationProcess expense claims, travel reconciliations, invoices, and purchase orders.\nMonitor executive office expenses and maintain financial records.\nLiaise with Finance on payments and reconciliations.\nEvent & Logistics CoordinationPlan and coordinate executive meetings, workshops, conferences, and corporate events.\nManage venues, catering, travel, and event logistics.\nEnsure professional and cost-effective execution of events.\nRecords & ComplianceMaintain confidential executive records and filing systems.\nEnsure compliance with company policies, governance, and record-management requirements.\nSafeguard sensitive business information.\nTeam Coordination & Problem SolvingDirect and prioritise the workload of administrative support staff.\nProvide guidance, coaching, and quality oversight.\nResolve scheduling, travel, and administrative issues proactively, ensuring minimal disruption to executive priorities.\n Qualification Requirements:\nMatric (Grade 12) or an equivalent qualification registered at NQF Level 4, including relevant NATED courses (e.g., N3 Certificate) where applicable.\nRelevant tertiary qualification in Human Resources Management, Business Management, Industrial Psychology or a related field.\nSecretarial, Executive Assistant, Office Administration or Business Administration qualification is essential.\nDiploma in Office Management, Business Administration or a related field would be advantageous.\nGovernance, company secretarial or project coordination training would be advantageous.\nExperience and Skills Requirements\n\nMinimum 8-10 years' experience in an executive secretarial, executive assistant or senior administrative support environment.\nAt least 5 years' experience supporting senior executives or Executive Committee members within a complex corporate environment.\nExperience within the mining, minerals processing, engineering or industrial environment would be advantageous.\nDemonstrated experience in managing complex executive diaries and schedules.\nExperience coordinating Executive Committee and senior management meetings.\nStrong minute-taking, action-tracking and follow-through capability.\nExperience coordinating executive reports, presentations and meeting documentation.\nExperience managing confidential and highly sensitive information.\nExperience coordinating domestic and international executive travel.\nExperience in visa and international travel requirements would be advantageous.\nExperience managing senior internal and external stakeholder relationships.\nPrevious experience coordinating or supervising administrative support staff would be advantageous.\nAdvanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams and SharePoint.\nExcellent written and verbal communication skills.\nStrong report-writing, proofreading and document-presentation capability.\nExceptional planning, organisation and time-management ability.\nAbility to manage multiple priorities and conflicting deadlines.\nExcellent attention to detail.\nStrong problem-solving ability and initiative.\nHigh levels of professionalism, integrity and discretion.\nAbility to exercise sound judgement when dealing with confidential or sensitive matters.\nStrong stakeholder-management and interpersonal skills.\nAbility to remain calm and effective under pressure.\nAbility to anticipate executive requirements and work proactively with limited supervision.\nStrong cost awareness and financial administration capability.\nFlexibility to work outside normal office hours when required by executive travel, meetings or business commitments.\nMust have own reliable means of transport.\nValid driver’s Licence code B, EB or C1","description_format":"text","description_chars":5994,"description_truncated":false,"requirements":{"experience_years_min":8,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-11-02T13:36:50Z"}],"visa":[],"liveness":{"score":28,"band":"fade","label":"Fading","p_open":1,"p_active":0.615,"p_room":0.45,"age_days":55,"expected_fill_days":29,"reasons":["conf:4","win:tail"],"computed_at":"2026-11-05T05:54:30Z"},"pay":null,"html_url":"https://alion.io/job/minopex-executive-secretary","json_url":"https://alion.io/job/minopex-executive-secretary.json","meta":{"generated_at":"2026-11-05T15:49:28Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":20739,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-06T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":4494707},"rest":"https://alion.io/mcp/rest/get_company?id=4494707"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fminopex-executive-secretary"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fminopex-executive-secretary"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fminopex-executive-secretary"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/minopex-executive-secretary\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fminopex-executive-secretary"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3609859}},{"tool":"search_jobs","arguments":{"company":"minopex.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3609859},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. Docs: https://alion.io/developers"}}