Executive Secretary - Rustenburg - Rainbow Chicken

Trending Talent Solutions; Rustenburg; On-site; ZAR 300,000 - 420,000; Full time

Job summary

Trending Talent Solutions in Rustenburg is seeking an Executive Assistant to the Managing Director with strong secretarial experience. You will support executives, manage the office and coordinate administrative workflows to ensure smooth daily operations.

Responsibilities include calendar management, meeting minutes, travel arrangements, visitor handling, and cross-team coordination. The role requires advanced MS Office skills, proven organisational ability and professional communication with

Qualifications

• Matric with secretarial certificate/diploma preferred.
• Minimum 5 years secretarial-related working experience.
• Advanced MS Office skills: Word, Excel, PowerPoint and Outlook; advanced PowerPoint certificate.

Responsibilities

• Executive support and office management: manage reception workload, coordinate security, attend meetings and document actions.
• Provide support to Executive and Management teams: handle credit card submissions, courier, travel arrangements and leave workflows.
• Diary and calendar management for teams; coordinate boardroom scheduling and reminders.
• Supervise office cleaning and facilities; coordinate signage, artwork and office culture.
• Handle calls and visitors; prepare agendas, minutes and coordinate events.
• Manage workflows (monthly, quarterly, ad hoc) and alert relevant parties of deadlines.
• Arrange business travel, accommodation, venues and meals; administer vehicle logs and claims.
• File and safeguard reports, minutes, contracts and KPI data; ensure reporting compliance.

Skills

Executive support

Office coordination

Stakeholder comms

Education

Matric; secretarial certificate/diploma

Secretarial course/training

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

• Executive Assistant to the Managing Director and Executives.
• Admin support to the Management team

Requirements

• Minimum of matric, preferably with a secretarial / related certificate or diploma and having completed a Secretarial course or formal training.
• A minimum of 5 years secretarial related working experience is essential.
• Advanced computer literacy: Microsoft Word, Excel, PowerPoint and Outlook, and advanced PowerPoint presentation certificate and experience

Main Responsibilities

Executive Support / Office Management

• Management of Receptionists workload / task allocation
• Management of Security procedures, loading onto the parking access system and parking allocations.
• Attending Executive, business and supplier meetings to document all relevant information (deadlines / commitments / requirements etc)
• Provide support / assistance to the Executive, Management Team and National Office Team - (Credit Card submissions, Courier, Travel Arrangements and Leave Workflow submissions)
• Diary Management (Scheduling of appointments / meetings / reminders for the teams, Boardroom Calendars)
• Office Management – Supervise Office Cleaning Staff, Tea Lady, when necessary.
• Arranging grounds and building maintenance in administration offices and branding (signage, artwork and office culture), when required.
• Attend to telephonic calls and visitors to the operations.
• Prepare notifications, agendas, and minutes for meetings.
• Coordinate functions including accommodation, travel, venue administration

Systems Management, Administration and Communication

• Processing of workflows (monthly, quarterly and adhoc workflows)
• Proactively alert relevant parties in the event of deadlines
• Arrange of business travel, accommodation, venues and meals
• Administer vehicle logs, travel and cell phone claims and ensure submission to the appropriate, when required
• General customer and staff enquiries on behalf of the Executive team.
• Obtaining authorization and keep tracking of documents and contracts. Process and format documents, reports, and presentations.
• File and safeguard management reports, meeting minutes, key plant information, legal documents, and contracts.
• Ensure daily, weekly and monthly reports are received (KPI reports / Maintenance Spend / Cost Saving / Job Cards / Fixed Mass Giveaway / Water and Electricity graphs / Wastage / Projects and Capex etc.)
• Planning of Random Internal Audits (SHEQ / Health and Safety)
• Planning of Meal / Event days / Site walks
• PPE ordering and distribution, Stationary ordering and distribution
• Capturing, filing and maintaining records (PPE / Company Documents & Plans / Wastage / Access Control etc)
• Ensure Safety on Site documents are obtained yearly, and all new employees have signed
• Daily server tape changes, ensuring wifi and connectivity is functional, contacting IT when there are issues (escalation process)
• Employee Access Card creation and loading, obtaining reports as and when required
• Creation and issuing of telephone codes
• Preparing monthly attendance registers and ensuring overtime sign off is approved
• Compiling memo’s, letters, presentations, agendas, document preparation
• Assisting with office equipment, obtaining quotations and approvals (telephones, photocopier, repairs/replacement of office equipment, office furniture)
• Assisting all departments as and when required
• Assisting visitors, contractors and suppliers as and when required