Executive Assistant & Office Administrator (Aviation & Defence) (JB5302)

Kontak Recruitment; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

An established industry player in the Aviation and Defence sector is seeking a proactive Executive Assistant & Office Administrator to enhance its South African operations. This dynamic role involves managing office operations, supporting leadership, and ensuring a polished front office presence. The ideal candidate will excel in a fast-paced environment, demonstrating exceptional organizational and communication skills. Join a forward-thinking company that values efficiency and professionalism, and take your career to new heights in this exciting opportunity.

Qualifications

• 2-4 years of experience in Office Administration or Secretarial roles.
• Proficiency in MS Office Suite and strong communication skills.

Responsibilities

• Manage office operations, including filing systems and correspondence.
• Schedule appointments and prepare meeting agendas and minutes.
• Support HR administration, including onboarding and recordkeeping.

Skills

MS Office Suite

Organizational Skills

Communication Skills

Problem-Solving Skills

Interpersonal Skills

Education

Diploma in Office Administration

Certificate in Business Administration

Certificate in Secretarial Studies

Job description

Executive Assistant & Office Administrator (Aviation & Defence) (JB5302)

Location: Bedfordview, Gauteng

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

Type: Permanent

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 role offers an excellent opportunity to work in a professional, fast-paced environment, playing a key role in ensuring smooth office operations, supporting leadership, and maintaining a polished front office presence.

Minimum Requirements:

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

Duties and Responsibilities:

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

Please do not apply using scanned CVs; no supporting documentation is required at this point. This will be requested later.

Kontak Recruitment Disclaimer:

• Equal opportunity: All backgrounds are welcomed, with no bias. All are considered based on requirements.
• Job specifics: Requirements mirror advertisement; duties may adjust for client needs.
• Fair process: Fair assessment; only shortlisted candidates will be contacted due to volume.
• Privacy: Data processed as per Privacy Policy. By applying, you agree to data handling. We safeguard applicant info.
• Candidate verification: Candidates selected by the client are verified. False info may disqualify or end employment via the client.
• Offer clarity: The advert is not a binding offer. Written offers are based on pre-employment conditions.
• No direct link: The advert is not tied to Kontak Recruitment. We assist in the employment process ONLY.
• Applicant Responsibility: Upon applying, confirmation of receipt for a specific advert is given. If no confirmation is received, you must verify with Kontak Recruitment.