Executive Assistant & Office Administrator

Kontak Recruitment; Gauteng; On-site; ZAR 50 000 - 200 000; Full time

Job summary

Join a dynamic international company in the Aviation and Defence sector as an Executive Assistant & Office Administrator. This role offers a unique opportunity to thrive in a fast-paced environment while supporting leadership and ensuring smooth office operations. You will be pivotal in managing administrative tasks, coordinating communications, and maintaining a polished front office presence. If you are organized, proactive, and possess excellent communication skills, this position is perfect for you. Be part of a professional team where your contributions will be valued and recognized.

Qualifications

• 2-4 years of experience in Office Administration or HR support.
• Proficiency in MS Office Suite is essential.
• Familiarity with South African business protocols is advantageous.

Responsibilities

• Manage office operations, including filing systems and correspondence.
• Schedule meetings and prepare agendas and minutes.
• Handle communications and draft business correspondence.

Skills

Organizational Skills

Communication Skills

MS Office Suite

Time Management

Problem-Solving Skills

Interpersonal Skills

Education

Diploma in Office Administration

Certificate in Business Administration

Certificate in Secretarial Studies

Job description

Executive Assistant & Office Administrator – Bedfordview.

A dynamic and fast-growing international company in the Aviation and Defence sector is seeking a highly organized and proactive Administration / Front Desk / Secretary to support its South African operations.

This is an excellent opportunity to work in a professional, fast-paced environment where you will play a key role in ensuring smooth office operations, supporting leadership, and maintaining a polished front office presence.

Salary: R15 000 to R30 000 per month CTC (Depending on experience and qualifications).

Minimum Requirements:

• Own vehicle and valid licence
• Diploma or Certificate in Office Administration, Business Administration, or Secretarial Studies
• Minimum 2–4 years of experience in Office Administration / HR support and Secretarial roles
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint)
• Strong written and verbal communication skills
• Excellent organizational and time-management skills
• Professional demeanor with a positive attitude and strong work ethic
• Ability to prioritize tasks and work under pressure in a fast-paced environment
• High attention to detail and strong problem-solving skills
• Familiarity with South African business protocols and compliance (advantageous)
• Experience supporting senior executives or multiple departments
• Knowledge of basic accounting or procurement processes
• Ability to work independently with minimal supervision
• Strong interpersonal skills and customer-service orientation

Duties and Responsibilities:

• Manage and organize office operations and procedures, including filing systems, correspondence, and supplies
• Schedule appointments, meetings, and conference calls; prepare meeting agendas and minutes
• Handle incoming calls, emails, and other communications professionally and efficiently
• Draft, format, and proofread business correspondence, reports, presentations, and documents
• Maintain and update company databases, records, and filing systems (both electronic and paper-based)
• Coordinate travel arrangements, visas, and accommodation for management and visiting staff
• Support HR administration, including onboarding, leave tracking, and recordkeeping
• Manage office supplies inventory and place orders when needed
• Liaise with vendors, service providers, and landlords to ensure smooth operations
• Assist in organizing internal and external events, workshops, and staff functions
• Handle confidential information with integrity and discretion
• Perform general administrative duties and ad-hoc tasks as assigned by management