Executive Secretary

About the role

Minopex is looking for an Executive Secretary to join its Head Office in Woodmead, Gauteng, reporting to the Executive Vice President. The role provides comprehensive executive support: managing priorities, coordinating meetings and governance activities, facilitating stakeholder communication and overseeing executive administration, travel and confidential information. It acts as a key liaison between the EVP, Minopex executives, employees, DRA Group stakeholders, clients and external partners.

Key responsibilities

• Provide high-level executive and secretarial support, coordinate activities and communications, and manage executive commitments and office operations.
• Manage the EVP's calendar, schedule meetings, prepare agendas, meeting packs, presentations, minutes and action trackers, and monitor follow-up.
• Screen and manage correspondence, draft and proofread reports and presentations, and handle sensitive information with discretion.
• Coordinate executive reports, maintain executive documentation and records, and ensure document accuracy, version control and security.
• Arrange local and international travel, itineraries, visas and logistics in line with company policy and budget.
• Serve as the main contact for internal and external stakeholders, build relationships and coordinate stakeholder meetings.
• Process expense claims, travel reconciliations, invoices and purchase orders, and liaise with Finance on payments.
• Plan and run executive meetings, workshops, conferences and corporate events, including venues, catering and travel.
• Maintain confidential records, ensure compliance with governance and record-keeping requirements, and supervise and coach administrative support staff.

Required profile

• Matric (Grade 12) or equivalent NQF Level 4 qualification; a secretarial, executive assistant or business administration qualification is essential.
• Minimum 8-10 years in executive secretarial or senior administrative support, including at least 5 years supporting senior executives or Executive Committee members.
• Experience in the mining, minerals processing, engineering or industrial environment is advantageous.
• Own reliable transport and a valid driver's licence (code B, EB or C1).

Required skills

• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Minute-taking, action tracking, report writing and proofreading.
• Strong planning, organisation, time management and stakeholder management skills.
• Ability to work with limited supervision, under pressure and outside normal office hours when needed.