{"id":1415323,"url":"https://alion.io/job/simera-sense-executive-secretary","title":"Executive Secretary","company":{"id":177471,"name":"Simera Sense","domain":"simera-sense.com","url":"https://alion.io/company/simera-sense","size_band":"51-200","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Breezy","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"staff","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"posting_text","remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Somerset West, South Africa"],"countries":["ZA"],"hiring_countries":["ZA"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":14000,"max_usd":39000,"period":"year","method":"global_role_cell_scaled_by_country","sample_n":173},"experience_years_min":10,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-09-28T13:17:07Z","employer_posted_date":"2026-10-02","last_verified_at":"2026-10-20T17:37:45Z","board_verified":true,"closed_at":null,"days_open":22,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":22},"description":"Simera Sense is a leading provider of Earth observation camera solutions for the global small satellite market. Committed to excellence and innovation, we deliver superior products and services to our worldwide customer base.\nWe are seeking a highly professional, proactive, and detail-oriented Executive Secretary to the CEO to provide comprehensive administrative and executive support to the Chief Executive Officer. In this pivotal role, you will manage the CEO's schedule, coordinate meetings and travel arrangements, handle confidential correspondence, prepare reports and presentations, and serve as a key liaison between the CEO and internal and external stakeholders. This position is ideally suited to a highly organized, discreet, and dependable individual with exceptional communication skills, sound judgment, and the ability to thrive in a fast-paced executive environment.\nPosition Type: Fulltime\nRemote Opportunity: No\nReport To: CEO\nLocation: Somerset West, South Africa\nJob Purpose:\nProvides confidential, proactive coordination and administrative support to the CEO, facilitating strategic priorities, international stakeholder engagements and Board-related activities in support of the CEO and Company Secretary\nResponsibilities:\nExecutive support and office coordination\nManage the CEO’s office, diary, priorities, correspondence, travel, meetings, and follow-up activities.\nScreen requests, anticipate requirements and conflicts, and escalate urgent or strategically important matters.\nHandle confidential, commercially sensitive, governance-related, and personal information with discretion.\nDiary and meeting management\nManage the CEO’s complex international diary across countries, stakeholder groups, and time zones.\nCoordinate executive, customer, supplier, investor, industry, and Board-related meetings, resolving scheduling conflicts proactively.\nConfirm meeting objectives and logistics and prepare agendas, briefing packs, presentations, and supporting documentation.\nExecutive liaison and action coordination\nServe as the administrative liaison between the CEO, Executive Committee, regional leaders, and functional teams.\nCoordinate information, approvals, reports, presentations, and decisions, communicating CEO instructions accurately.\nRecord and track actions, responsibilities, deadlines, and dependencies, escalating overdue or high-risk matters.\nExternal stakeholder engagement\nCoordinate the CEO’s engagements with customers, suppliers, partners, investors, industry organisations, government representatives, and other key stakeholders.\nManage the administrative arrangements for external meetings, visits, conferences, exhibitions, and stakeholder events.\nPrepare stakeholder briefings, record commitments, and refer follow-up actions to the appropriate internal owners.\nBoard and governance administration support.\nSupport the CEO and Company Secretary with Board and committee scheduling, liaison, logistics, documentation, and briefing arrangements.\nCoordinate Board submissions and deadlines, arrange Board-related engagements, and track CEO-owned actions.\nMaintain strict confidentiality and refer statutory, legal, governance, minute-taking, filing, and resolution matters to the Company Secretary or authorized specialist.\nInternational travel and event coordination\nPlan and coordinate the CEO’s domestic and international travel, including transport, accommodation, meetings, access, and contingency arrangements with the Travel Coordinator.\nArrange visas, invitation letters, itineraries, travel documentation, and related requirements through authorized channels.\nLiaise with international stakeholders and manage the CEO’s participation in conferences, exhibitions, panels, industry forums, and networking events.\nExecutive communication and document management\nDraft professional executive correspondence, invitations, meeting confirmations, introductions, acknowledgements, and follow-up communication.\nAdapt communication for different audiences and coordinate responses requiring input from multiple internal contributors.\nMaintain secure, organized records and apply confidentiality, access control, version control, data protection, and records-management requirements.\nInternal coordination and continuous improvement\nMaintain an overview of the CEO’s strategic priorities, commitments, decisions, risks, and key deadlines.\nCoordinate internal communication and information flow across departments to support alignment and timely access to authorized documents.\nImprove systems, templates, and processes to support an efficient, responsive, and internationally professional CEO office.\nRequired Qualifications:\nAdvanced Diploma/bachelor’s degree in business administration, Corporate Governance, Law, Commerce or related field.\nRequired Experience:\nWorking knowledge of an additional European or international business language, preferably French.\nMinimum experience:\nAt least 10 years’ relevant experience providing executive-level support, preferably to a CEO, Managing Director, ExCo member, Board, or Governance Support role. \nDemonstrated experience working in a highly confidential, fast paced corporate environment.\nType of Experience Required\nDemonstrated experience managing complex executive diaries, international travel, senior-level meetings, and confidential correspondence. \nExperience engaging with Board members, customers, suppliers, investors, industry organisations, and senior external stakeholders. \nExperience working across multiple countries, cultures, and time zones. \nStrong proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. \nExcellent written and verbal business communication skills in English. \nWorking knowledge of an additional European or international business language, preferably French.\nDemonstrated experience preparing executive correspondence, briefing packs, presentations, agendas, meeting documentation, and action trackers. \nExposure to Board and committee administration, corporate governance processes, and confidential Board documentation. \nExperience coordinating executive participation in international conferences, exhibitions, customer visits, or industry forums. \nFamiliarity with document management, customer relationship management, Board portal, travel management, or workflow systems.\nRecommendations:\nExperience working in an international technology, engineering, aerospace, manufacturing, or similarly complex business environment.\nExposure to Board portals, governance, CRM, travel or workflow systems.\nSpecial requirement(s):\nValid passport and willingness to travel domestically or internationally when required.\nAbility to work on-site in Somerset West and provide flexibility aligned to executive and international business demands.\nStrict adherence to confidentiality, information security, and delegated authority requirements.\nWhat we offer:\nThe opportunity to work in the fast-growing space industry.\nNiche global market for optical payloads for microsatellites.\nCutting-edge technology at your fingertips\nA competitive salary\nA friendly working environment.\nReady to make an impact?\nApply now by submitting your CV and cover letter.","description_format":"text","description_chars":7226,"description_truncated":false,"requirements":{"experience_years_min":10,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[{"language":"French","level":"All 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