193 Executive Secretary jobs in South Africa

Department

University of Venda -> Vice Chancellor and Principal -> Corporate Services -> GRANTS MANAGEMENT

Job Title

EXECUTIVE SECRETARY (P9) D090

Post Level

Grade 9

Job Type

Support - Univen Funded

Closing Date

10/10/2025

Job Requirements

Candidate should be in possession of a relevant Bachelor's degree coupled with three years' relevant experience or alternatively a three-year National Diploma plus four years' relevant experience. She/he must have the ability to multitask, follow complex instructions as well as compile letters and memoranda. The candidate must also have relevant knowledge of software programs. Envisaged for appointment to this position is a proactive, respectful, methodical and a forward planning person with attention to detail. Ability to work in a high pressure environment with minimum supervision and a high level if integrity as well as excellent office administration.

Duties:

Plan,manage, monitor and support the activities of the Director's office and ensure the smooth running of the office.

Coordinate and maintain effective office procedures and efficient work-flows for the Director's office.

Verify accuracy, validity and reliability of information to ensure that decisions/ recommendations made by the Director are based on correct information.

Responsible for drafting an office budget, placing orders against office funds and reporting on expenditures .

Provide administrative support for various meetings and committees.

Provide administrative support in the compilation of various reports for submission to committees as well as various stakeholders.

Manage the diary of the Director and the Department .

Provides secretarial support to the Head and attends to specific office support/ clerical activities associated with the preparation, copy typing, circulation, safekeeping and retrieval of documents/ correspondence and communicating with visitors, officials and/or general public, sourcing and making available routine information pertaining to scheduled activities of the Unit and Municipality.

Job Vacancy: Executive Secretary – Hillcrest, Durban

We are looking for a highly experienced and proactive Secretary to join our dynamic and fast-paced team. This role requires a dedicated professional with a strong background in secretarial duties, excellent communication skills, and the ability to manage multiple administrative functions efficiently. The successful candidate will play a key role in supporting our operations, ensuring smooth day-to-day activities, and contributing to the overall success of the organization.

Key Responsibilities

• Drafting and typing professional emails, letters, and other correspondence with accuracy and professionalism
• Managing and maintaining organized digital filing systems, including OneDrive and shared drive
• Handling client interactions, scheduling meetings, and managing communication channel
• Sourcing supplier parts, obtaining quotations, and managing procurement and inventory processes
• Running company errands, coordinating logistics, and supporting operational needs
• Maintaining and updating office applications, calendars, and social media platforms
• Preparing reports, presentations, and documentation as required by management
• Ensuring confidentiality and discretion in handling sensitive company information

Candidate Requirements

• Minimum of 10 years proven experience in a secretarial or administrative role
• Advanced proficiency in computer applications including Microsoft Office, mobile apps, and cloud-based tools
• Strong problem-solving skills and the ability to think quickly and adapt to changing situations
• Excellent verbal and written communication skills in both English and Afrikaans
• Demonstrated experience in procurement, supplier sourcing, and vendor management
• Ability to work independently and as part of a team, with a proactive and positive attitude
• High level of professionalism, integrity, and attention to detail

What We Offer:

• A supportive and professional work environment
• Opportunity to grow within the company
• Competitive salary based on experience

Salary: Market Related

Working Hours: 7:30 to 17:30 Weekdays

Saturdays: 08:00 to 13:00

Job Type: Full-time

Pay: R13 000,00 - R15 000,00 per month

Ability to commute/relocate:

• Hillcrest, KwaZulu-Natal: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Secretarial : 10 years (Required)

License/Certification:

• Drivers License (Required)

Work Location: In person

Feltex is seeking an experienced Executive Secretary to provide high-level administrative and executive support to the CEO, CFO, and BU Heads. The successful incumbent will be responsible for ensuring efficient office management, professional coordination of executive activities, and strict compliance with governance protocols while upholding the highest levels of confidentiality and discretion.

This role plays a key part in supporting strategic decision-making by managing complex schedules, preparing board and executive documentation, coordinating travel and logistics, and facilitating effective communication across the organisation. The Executive Secretary will also serve as a primary liaison for internal and external stakeholders, collaborate closely with senior leadership, and ensure that executive office practices align with organisational objectives.

• Matric Cerificate - Grade 12
• National Diploma in Business Administration, Secretarial Studies or a related field
• 8–10 years of experience in an executive secretarial or PA role supporting C-Suite executives

Executive Duties:

• Manage complex and dynamic calendars for CEO, CFO, and Group Executives.
• Organise and prioritise meetings, appointments, and engagements.
• Prepare professional and confidential correspondence, reports, presentations, and briefing packs.
• Maintain confidential and sensitive documents ensuring accurate filing and retrievalBoard and Governance Support:
• Coordinate board and committee meetings: schedules, agendas, minutes, and packs.
• Compile and distribute board documentation in line with governance timelines.
• Liaise with company secretariat, legal, and executive teams for board-related inputs.
• Ensure confidentiality and secure handling of all board information.

Travel and Logistics (local and internation)

• Plan and manage international and local travel, including flights, visas, accommodations, itineraries,

and security protocols.

• Handle expense claims, reconciliations, and executive travel reporting.
• Prepare travel briefing documents and ensure logistical readiness.

Projects

• Supports the CEO in projects, proposals and other matters, through research, consultation and

team-management

Communication

• Handle correspondence, emails and phone calls, responding to queries and requests as necessary
• Drafts speeches, articles and briefings as requested by the CEO
• Responsible for communicating with top management and other stakeholders and ensures that all

responses are done in a timely and professional manger

Document Analysis

• Read and analyse incoming memos, submissions and reports in order to determine their significance

and plan their distribution

Stakeholder Engagement

• Serve as the first point of contact for high-level internal and external stakeholders.
• Coordinate engagements with global partners, regulatory bodies, and shareholders.
• Make bookings for Local travel (Flights, Hotels, Transfers, Car Hire, etc.) for MD, FD and COO and

Exco members when required

• Advise employees on travel entry documents and assist with applications (Visa's, International

Travel Declarations, etc.)

• Arrange travel insurance and load travel cards with allowance per travel policy
• Draw up overseas expense reconciliation for signature by CEO (in line with company Policy)

Office Administrative Duties

• Maintain executive records, filing systems, and document archives.
• Coordinate special projects, reports, and group-wide initiatives from the executive office.
• Support event coordination for executive conferences, investor briefings, and strategic offsites.
• Provide support for events organization (Xmas Functions, Conferences, HO Staff Function, etc.)
• Co-ordinate meetings (Booking of boardroom and catering, etc.)
• Monitor and control office supplies (refreshments, departmental stationery, Business Cards, etc.)

Job Vacancy: Executive Secretary – Hillcrest, Durban We are looking for a highly experienced and proactive Secretary to join our dynamic and fast-paced team. This role requires a dedicated professional with a strong background in secretarial duties, excellent communication skills, and the ability to manage multiple administrative functions efficiently. The successful candidate will play a key role in supporting our operations, ensuring smooth day-to-day activities, and contributing to the overall success of the organization. Key Responsibilities Drafting and typing professional emails, letters, and other correspondence with accuracy and professionalism Managing and maintaining organized digital filing systems, including OneDrive and shared drive Handling client interactions, scheduling meetings, and managing communication channel Sourcing suppliers through social media platforms such, obtaining quotations, and managing procurement and inventory processes Running company errands, coordinating logistics, and supporting operational needs Maintaining and updating office applications, calendars, and social media platforms Preparing reports, presentations, and documentation as required by management Ensuring confidentiality and discretion in handling sensitive company information Candidate Requirements Minimum of 10 years proven experience in a secretarial or administrative role Advanced proficiency in computer applications including Microsoft Office, mobile apps, and cloud-based tools Strong problem-solving skills and the ability to think quickly and adapt to changing situations Excellent verbal and written communication skills in both English and Afrikaans Demonstrated experience in procurement, supplier sourcing, and vendor management Ability to work independently and as part of a team, with a proactive and positive attitude High level of professionalism, integrity, and attention to detail What We Offer: A supportive and professional work environment Opportunity to grow within the company Competitive salary based on experience Salary: Market Related Working Hours: 7:30 to 17:30 Weekdays Saturdays: 08:00 to 13:00

Location

City of Ekurhuleni

Remuneration

R 292,944 to R 401,832 - Basic salary per annum (plus benefits)

Assignment Type

Permanent

Minimum Requirements:

• Secretarial Certificate or relevant equivalent NQF Level 4 qualification
• 5 years' experience in a secretarial environment

Core Responsibilities:

• Perform secretarial, clerical and other administrative tasks in support of the City Manager
• Comply with all rules and regulations relating to governance and risk management to ensure high level of governance in the office and ensure that governance best practices are maintained at all times by secretarial staff
• Ensure that there is compliance with MFMA in the area of operations to ensure that there is no wasteful expenditure and ensuring a clean governance
• Maintain effective relationship with customers and stakeholders to encourage good customer relations and ensure a harmonious relation exist between the office and its customers and stakeholders

Enquiries: Tel:

Candidates may be requested to submit proof of the NQF level applicable to the qualifications they have obtained.

Should candidates not be informed of the outcome of the application within six weeks of the closing date, it should be regarded as having been unsuccessful.

The City of Ekurhuleni subscribes to the principles of the Employment Equity Act and reserves the right to appoint, not appoint or to appoint laterally.

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Location

City of Ekurhuleni

Remuneration

R to R Basic salary per annum (plus benefits)

Assignment Type

Permanent

Minimum Requirements:

• Secretarial Certificate or relevant equivalent NQF Level 5 qualification
• 3 - 5 years' experience in a secretarial environment

Core Responsibilities:

• Perform secretarial, clerical and other administrative tasks in support of the division
• Undertake activities in support of operational processes to take accountability for delivery of contracted work output within agreed parameters of SOPs, quality standards and service targets
• Comply with relevant legislation and policies and minimize risk to ensure that completed work adheres to governance and legislative requirements
• Comply with financial processes and exercise due diligence to effectively manage costs and minimize expenditure
  Practice customer service orientation to contribute to a culture which builds rewarding relationships and enables exceptional customer service and ethical conduct by being a good example

Enquiries: Tel:

Candidates may be requested to submit proof of the NQF level applicable to the qualifications they have obtained.

Should candidates not be informed of the outcome of the application within six weeks of the closing date, it should be regarded as having been unsuccessful.

The City of Ekurhuleni subscribes to the principles of the Employment Equity Act and reserves the right to appoint, not appoint or to appoint laterally.

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1. A suitable undergraduate degree or diploma
2. Proficient in Microsoft applications -Intermediate to Advanced level
3. Well spoken
4. Experience proofreading and editing of documents
5. Typing speed of 50 to 60+ wpm
6. Experience in transcribing dictation
7. At least 5 years working as an EA in a corporate setting
8. Prior experience with a consulting or retainer-based executive recruiting is firm preferred

1. You will need to come out of a highly pressurised environment where you've had to manage tight deadlines
2. You are very detailed in what you do
3. You have a mature personality and be able to handle stress
4. You are a fast learner
5. Understand volumes, working under pressure
6. Able to work to tight deadlines and working through volumes of paper
7. Can work independently
8. Able to work long hours when needed
9. Position required you to work 3 or 4 days in the office

• EA to 2 Directors
• Internal and external diary management
• Liaising with internal and external stakeholders
• Travel arrangements (local and international)
• Prepare expense reports and ensure accuracy of the allocation of client-related expenses
• Provide assistance to: QA, social functions, front desk and IT as needed
• See projects from start to finish and ensure they run to a high quality and smoothly
• Proactively communicating with various clients