Executive Assistant - Aviation Safety, Standards and Regulation

ATNS SOC Limited; South Africa; On-site; ZAR 360,000 - 420,000; Full time

Job summary

ATNS SOC Limited in Bedfordview is seeking an Executive Assistant to the Executive for Aviation Safety, Standards and Regulation. The role focuses on providing high-level administrative support, managing the executive’s calendar, and coordinating governance and quality assurance activities.

Responsibilities include taking minutes, preparing reports, and maintaining secure filing systems while liaising with internal and external stakeholders.

Qualifications

• Grade 12 or equivalent is required.
• 1-year secretarial qualification is required.
• 3-year secretarial diploma including office management or equivalent is an advantage.
• Six years’ experience in a secretarial role is required.
• Experience in running and coordinating a senior manager/executive’s office is required.

Responsibilities

• Provide high level administrative support to the executive and protect confidentiality.
• Manage the executive’s schedule, meetings, and governance documentation.
• Prepare submissions, reports and correspondence and coordinate administrative processes.
• Take minutes, prepare basic expense reports and assist with presentations.
• Liaise with internal and external stakeholders and maintain ISO filing systems.

Education

Grade 12

1-year Secretarial qualification

3-year Secretarial Diploma

MS Office

Tools

MS Office

Job description

Executive Assistant - Aviation Safety, Standards and Regulation

Listing reference: atns_000931

Listing status: Online

Apply by: 4 August 2026

Position summary

Job category: Office Management

Location: Bedfordview

Contract: Permanent

Remuneration: Market Related

EE position: No

Introduction

To provide high level administrative support and assistance to the executive. To ensure the smooth and efficient running of the executive’s office. To provide executive support relating to the prioritisation of work, document production, meetings management, governance and quality assurance. To process highly sensitive and confidential financial, legal, personnel and institutional information exercising the required level of confidentiality. To interact, communicate and engage with internal and external parties courteously and efficiently. To support the executive in preparing, administering and processing submissions, reports and correspondence, and in coordinating and/or maintaining administrative processes and documentation. To maintain the required level of discretion in performing the work

Office Management - Act as first point of contact, representative and information source for the executive’s office, and respond to basic queries and requests for information and meetings. Receive and welcome guests and visitors courteously and efficiently. Respond to queries where possible on behalf of the executive in their absence. Arrange meetings, prepare agendas when required, obtain input from all parties concerned, and ensure that all relevant documentation is in order. Manage and maintain the executive’s schedule with due consideration of the Corporate Calendar and relevant events, demonstrating an awareness and understanding of business priorities and challenges. This includes daily time management and consultation with relevant stakeholders to ensure optimization of the executive’s time, availability and contribution. Maintain a proper system for handling the receipt and distribution of incoming and outgoing mail, emails, and publications. Maintain the ISO filing system of the department and update the ISO Quality Manual and Management Reference files. Compile performance contracts for management team members as instructed. Maintain effective and secure e-filing of documents for fast retrieval of data and information. Utilize office equipment and technology efficiently and ensure that it is maintained and functioning optimally at all times. Organize /obtain business documentation for important strategic meetings, and arrange or obtain required materials, data, and information

Administration - Prepare and process documents and correspondence using appropriate MS Office packages within the required timelines for review and approval by the executive: Draft standard letters, memorandums and other communication as instructed. Gather data and information from various sources and generate requested documents accurately and timeously. Coordinate and quality assure reports compiled by management team members and ensure timely submission to the Company Secretary. Proof-read documents when requested. Take minutes of meetings when required and distribute to all attendees. Prepare a basic expense report for the executive’s office including variances to the budget on a monthly basis, monitor the flow of funds and keep the executive updated and informed. Compiling quarterly reports for business units as required. Compile ad hoc reports as required in line with relevant guidelines. Prepare correspondence timeously and as instructed for review and approval by the executive. Develop PowerPoint and Excel presentations when requested

Stakeholder Relations Management - Establish and maintain sound relationships with all relevant stakeholders including Exco members, the divisional management team, and relevant staff and stakeholders. Liaise with and engage relevant stakeholders courteously and competently in dealing with issues and queries, assisting with communication to and from the executive’s office, and managing incoming and outgoing instructions and responses to and from the executive. Follow executive office protocol at all times, Ensure that the ATNS corporate identity is accurately reflected in and around the executive’s office, i.e. in brochures, booklets, stationery, etc. Liaise and interface with relevant internal and external stakeholders such as suppliers, government officials, and other executives, conveying information accurately, competently and courteously whilst maintaining the required level of confidentiality and discretion. Maintain effective communication channels at all times to keep the executive informed of important issues whether in the office or travelling

ATNS is an equal opportunity employer that strives to achieve a diverse workforce broadly representative of our people. This position will be filled in line with the objectives of ATNS’ Employment Equity Plan and therefore candidates from designated groups, as per the Employment Equity Act of 1998, are encouraged to apply

People with disabilities are encouraged to apply

Minimum Qualifications:

• Grade 12
• 1-year Secretarial qualification is required
• 3-year Secretarial Diploma including Office Management or equivalent qualification will be an advantage
• 6 years’ experience in a secretarial role
• Experience in the running and coordination of a senior manager /executive’s office is required