Branch Secretary

This opportunity offers a key administrative support role within a prominent financial services organisation, based in Bloemfontein. You will be instrumental in ensuring the smooth and efficient operation of senior leadership teams, acting as a central point for a wide range of essential business functions. The position requires a proactive and highly organised individual who can anticipate needs and provide comprehensive support.

About the role

The core of this position involves providing robust administrative and secretarial support to senior leaders and their teams. This encompasses a broad spectrum of tasks, from managing daily operations to facilitating strategic reporting. You will be the go-to person for ensuring that administrative processes are handled efficiently, allowing leadership to focus on their core responsibilities. This role is crucial for maintaining the operational tempo and effectiveness of the teams you support.

Your responsibilities will be diverse and critical to the daily functioning of the leadership teams. Key duties include:

• Providing comprehensive business administrative support to senior leaders and their respective teams.
• Managing and maintaining SharePoint permissions and access to ensure data security and workflow continuity.
• Handling procurement processes, including ordering supplies and managing vendor relationships.
• Coordinating and managing travel arrangements for senior staff, ensuring seamless logistics.
• Overseeing resource schedules, optimising the use of meeting rooms and other shared facilities.
• Organising and facilitating meetings and workshops, including venue booking, catering, and agenda preparation.
• Assisting in the compilation of Executive Committee (Exco) reporting dashboards, gathering and collating necessary information.
• Performing related administrative and secretarial functions as required to support the overall business objectives.
• Providing technical support related to common office tools, such as Microsoft Teams, and managing library permissions.

What they're looking for

To excel in this role, you will need a solid foundation in secretarial and business support, ideally gained over 3-4 years. Experience in directly supporting senior leaders and their teams is essential. This includes a proven ability to manage the operational aspects of an executive office, demonstrating proficiency in logistics, procurement procedures, and basic technology support.

Ideal candidates will possess the following qualifications and experience:

• A Secondary/High school qualification (Matric or equivalent) is required.
• 3-4 years of experience in secretarial services and business support.
• 3-4 years of experience in supporting senior leaders and their teams.
• Demonstrated experience in managing the operational aspects of an executive office.
• Proficiency in logistics, procurement processes, and technology support (e.g., SharePoint, Teams).

Furthermore, you will need to demonstrate strong behavioural competencies, including:

• A practical and results-oriented approach to tasks.
• Attention to detail and a commitment to accuracy.
• The ability to establish and maintain positive working relationships.
• Effective information management and analysis skills.
• Adherence to established procedures and protocols.
• Strong interpersonal and communication skills.
• Excellent task management and time management abilities.
• A proactive and action-oriented mindset.
• A strong sense of teamwork.
• A commitment to upholding high standards of work.

Technical skills in business administration, diary management, expense processing, meeting logistics, and travel arrangements are also considered essential.

In South Africa, a role like this typically supports management within larger organisations, and experience gained can be valuable for career progression into executive assistant or office management positions. While specific remuneration varies greatly by company size and sector, roles requiring this level of administrative expertise often attract competitive salaries within the administrative support bracket.

Type of Qualification: Secondary/High school/A levels/Matric
Field of Study: Not applicable

Experience Required
Secretarial Services
Business Support
3-4 years
Experience in all aspects of supporting senior leaders and their teams in the management of the office and providing business support and office administration.

3-4 years
Experience in running the operational aspects of an Executive office, including logistics, procurement processes, technology support (i.e. SharePoint access, library permissions, Teams support) would be required.

Behavioural Competencies:

• Adopting Practical Approaches
• Checking Things
• Documenting Facts
• Establishing Rapport
• Examining Information
• Following Procedures
• Interacting with People
• Managing Tasks
• Meeting Timescales
• Taking Action
• Team Working
• Upholding Standards

Technical Competencies:

• Business Administration Skills
• Diary Management
• Expense Processing
• Meeting Logistics
• Travel Arrangements