Office Secretary

SCOPE OF WORK

To provide efficient, professional and confidential secretarial and administrative support to the Group by managing correspondence, scheduling, documentation, office coordination and stakeholder communication, ensuring smooth day-to-day office operations and a well-organized working environment

Correspondence & Communication Management

• Answer, screen and redirect telephone calls professionally and timeously.
• Manage incoming and outgoing emails, letters, messages and general correspondence.
• Provide accurate information to staff, clients and visitors within authorised boundaries.
• Take clear messages and ensure the relevant person receives them promptly..

Meeting, Diary, Travel and Governance Coordination

• Schedule and coordinate meetings, appointments and office events as required.
• Prepare meeting rooms, agendas, packs and supporting documents where applicable.
• Coordinate travel arrangements, accommodation and related logistics for staff or executives when requested.
• Track diary changes and communicate updates to all relevant stakeholders.
• Draft accurate minutes for Board and Exco meetings, including key decisions, action items, responsible persons and due dates.
• Distribute Board and Exco resolutions to relevant stakeholders and follow up on outstanding actions until closure.

Document & Records Management

• Draft, type, edit and format correspondence, reports, forms, registers and other office documents.
• Maintain organised physical and electronic filing systems for easy retrieval of information.
• Ensure documents are stored, updated and handled in line with confidentiality requirements.
• Support accurate record keeping for administrative and office processes.

Office Supplies & Facilities Coordination

• Monitor stationery, office consumables and basic supplies and arrange replenishment where authorised.
• Liaise with facilities, cleaning, security, maintenance and service providers when requested
• Report and follow up on office or facilities issues affecting the working environment.
• Coordinate courier, mail and delivery requirements as needed.Support client and auditor information requests.

Front Desk, Visitor & Stakeholder Support

• Welcome and assist visitors, clients and employees in a professional and courteous manner.
• Maintain a neat, organised and professional reception or front-office area when required.
• Support visitor sign-in, access, meeting room and parking arrangements where applicable.
• Handle difficult or sensitive situations calmly, discreetly and professionally.

Knowledge

• Office administration and clerical procedures.
• Document control, filing and record management principles.
• Meeting, diary and travel coordination processes.
• Basic office equipment, email systems and office software.
• Confidentiality, professional conduct and POPIA principles.
• Corporate etiquette and service standards.

Skills and Competencies

• Excellent verbal and written communication skills.
• Professional telephone etiquette and stakeholder service skills.
• Strong planning, organising and multitasking ability.
• Computer literacy including MS Office, Outlook, email and basic office systems.
• Accurate typing, filing, record keeping and document formatting skills.
• Attention to detail and effective time management.

Working Conditions

• Office-based
• May require work outside normal hours
• Target-driven environment

Additional Requirements

• Valid driver’s license
• Own reliable transport
• Willingness to travel locally

Minimum Requirements

• National Senior Certificate (Matric)
• Relevant tertiary qualifications in Office Administration, Business Administration, Secretarial Studies or a related field preferred.
• RCAT & Incident Investigation training.

Experience

• Minimum of 2–3 years’ experience in an office secretary, administrative assistant, receptionist or clerical support role, preferably within a corporate or multi-entity environment.