Executive Secretary

**Job Advert Summary**:
Feltex is seeking an experienced **Executive Secretary** to provide high-level administrative and executive support to the CEO, CFO, and BU Heads. The successful incumbent will be responsible for ensuring efficient office management, professional coordination of executive activities, and strict compliance with governance protocols while upholding the highest levels of confidentiality and discretion.

This role plays a key part in supporting** strategic decision-making** by managing complex schedules, preparing board and executive documentation, coordinating travel and logistics, and facilitating effective communication across the organisation. The Executive Secretary will also serve as a primary liaison for internal and external stakeholders, collaborate closely with senior leadership, and ensure that executive office practices align with organisational objectives.

**Minimum Requirements**:

- Matric Cerificate - Grade 12
- National Diploma in Business Administration, Secretarial Studies or a related field
- 8-10 years of experience in an executive secretarial or PA role supporting C-Suite executives

**Duties & Responsibilities**:
**Executive Duties**:

- Manage complex and dynamic calendars for CEO, CFO, and Group Executives.
- Organise and prioritise meetings, appointments, and engagements.
- Prepare professional and confidential correspondence, reports, presentations, and briefing packs.
- Maintain confidential and sensitive documents ensuring accurate filing and retrievalBoard and Governance Support:

- Coordinate board and committee meetings: schedules, agendas, minutes, and packs.
- Compile and distribute board documentation in line with governance timelines.
- Liaise with company secretariat, legal, and executive teams for board-related inputs.
- Ensure confidentiality and secure handling of all board information.

**Travel and Logistics (local and internation)**
- Plan and manage international and local travel, including flights, visas, accommodations, itineraries,

and security protocols.
- Handle expense claims, reconciliations, and executive travel reporting.
- Prepare travel briefing documents and ensure logístical readiness.

**Projects**
- Supports the CEO in projects, proposals and other matters, through research, consultation and

team-management

**Communication**
- Drafts speeches, articles and briefings as requested by the CEO
- Responsible for communicating with top management and other stakeholders and ensures that all

responses are done in a timely and professional manger

**Document Analysis**
- Read and analyse incoming memos, submissions and reports in order to determine their significance

and plan their distribution

**Stakeholder Engagement**
- Serve as the first point of contact for high-level internal and external stakeholders.
- Coordinate engagements with global partners, regulatory bodies, and shareholders.
- Make bookings for Local travel (Flights, Hotels, Transfers, Car Hire, etc.) for MD, FD and COO and

**Exco members when required**

**Travel Declarations, etc.)**
- Arrange travel insurance and load travel cards with allowance per travel policy
- Draw up overseas expense reconciliation for signature by CEO (in line with company Policy)

**Office Administrative Duties**
- Maintain executive records, filing systems, and document archives.
- Coordinate special projects, reports, and group-wide initiatives from the executive office.
- Support event coordination for executive conferences, investor briefings, and strategic offsites.
- Provide support for events organization (Xmas Functions, Conferences, HO Staff Function, etc.)
- Co-ordinate meetings (Booking of boardroom and catering, etc.)
- Monitor and control office supplies (refreshments, departmental stationery, Business Cards, etc.)