Hiring Now | Office Administrator / Secretary | Johannesburg, Gauteng | Permanent Position Available
Empact Group, one of South Africa’s most established contract catering and food service organisations, is seeking a highly organised, professional, and proactive Office Administrator / Secretary to join its Food Solutions division in Johannesburg, Gauteng. This is a permanent position at the heart of the organisation’s daily administrative and governance operations — supporting senior executives, coordinating Board and Committee processes, and ensuring the seamless execution of office administration at the highest level. If you are a detail-oriented, discreet, and dependable administrative professional who is confident engaging with directors and executives, this is the opportunity for you.
🗂️ Don’t miss this opportunity — vacancies are filling fast. Apply before 05 June 2026.
Office Administrator / Secretary Job Overview
| Detail | Information |
|---|---|
| Job Title | Office Administrator / Secretary |
| Company | Empact Group (Pty) Ltd |
| Division | Empact Group Food Solutions |
| Industry | Food and Beverages / Contract Catering |
| Functional Area | Operations / Administration |
| Job Type | Permanent |
| Salary | Market Related |
| Location | Johannesburg, Gauteng |
| Minimum Experience | Associate |
| Closing Date | 05 June 2026 |
| Application Status | ✅ Open – Accepting Applications Now |
About the Role
Empact Group is looking for an exceptional Office Administrator / Secretary to provide comprehensive administrative and governance support across its Food Solutions division. This is a multifaceted, fast-paced role that spans day-to-day office operations, executive calendar management, Board and Committee pack coordination, governance documentation, meeting logistics, and event support. You will serve as a trusted first point of contact for senior stakeholders — including directors and executives — and will be relied upon to manage sensitive information with absolute discretion and professionalism.
The ideal candidate brings proven experience in an administrative or secretarial support role, advanced proficiency in Microsoft Office Suite, and a track record of working effectively in environments that require high levels of confidentiality, accuracy, and independent judgement. You will need to be equally comfortable managing competing priorities under pressure, following up persistently and professionally on outstanding matters, and adapting quickly to new systems and organisational requirements. This is a role for someone who takes genuine pride in keeping things running smoothly — and who understands that excellent administration is the backbone of every high-performing organisation.
⚠️ Please note: Empact Group is committed to Employment Equity in line with applicable legislation and will give first preference to candidates as per Equity requirements. Applicants are advised to bear this in mind when submitting their applications.
⚠️ Privacy notice: By applying for this role, you consent to Empact Group (Pty) Ltd storing and processing your personal information for recruitment purposes in accordance with the Protection of Personal Information Act (POPIA).
Key Responsibilities of an Office Administrator / Secretary
Office Operations & Administration
- Maintain an organised and efficient workspace by implementing and continuously improving effective administrative systems and processes.
- Handle all general administrative tasks including printing, scanning, and courier arrangements with accuracy and efficiency.
- Maintain and regularly update contact lists for staff, executives, directors, and external stakeholders.
- Act as the first point of contact for visitors and clients, ensuring a consistently professional, welcoming, and brand-appropriate experience.
Executive & Meeting Coordination
- Coordinate and manage executive calendars, scheduling meetings and appointments across multiple senior stakeholders simultaneously.
- Arrange all travel logistics for executives and directors, including accommodation, car hire, and itinerary management.
- Schedule meetings with executives, directors, committee members, and external stakeholders, ensuring all parties are informed and confirmed.
- Send calendar invites and manage real-time updates to meeting dates, venues, and virtual meeting links.
- Follow up proactively on availability confirmations and attendance, escalating conflicts or gaps to the relevant executive timeously.
- Assist in maintaining the annual meeting calendar for executives, the Board, and all relevant Committees.
Meeting Logistics & Hybrid Meeting Management
- Book meeting rooms and coordinate all in-person and hybrid meeting logistics from start to finish.
- Arrange catering and refreshments for in-person meetings, liaising with the relevant internal or external service providers.
- Ensure all meeting rooms are fully prepared — including seating arrangements, printed materials, and AV equipment — ahead of every meeting.
- Set up and manage Microsoft Teams links and all hybrid meeting technical requirements, troubleshooting where necessary.
- Provide hands-on support before, during, and after meetings to ensure smooth, professional execution at every stage.
Governance Administration & Document Management
- Assist with the preparation and coordination of Board and Committee packs, ensuring accuracy, completeness, and timeous distribution.
- File and maintain signed minutes, resolutions, declarations, and governance documentation in strict accordance with company standards.
- Accurately scan, name, store, and circulate documents, maintaining version control and audit-ready record-keeping at all times.
- Track and follow up persistently and professionally on outstanding signed documents and approvals.
- Maintain well-organised electronic and physical record-keeping systems in line with corporate governance requirements and best practice.
Events, Projects & Follow-Up Coordination
- Assist in planning and coordinating company meetings, events, and functions, managing logistics from initial planning through to post-event wrap-up.
- Provide dedicated administrative support for projects and team initiatives, ensuring all coordination tasks are tracked and completed on time.
- Support follow-ups and coordination tasks linked to executive and governance activities, acting as the administrative link between senior stakeholders and operational teams.
Minimum Requirements – Office Administrator / Secretary
Experience:
- Proven experience in an Office Administrator, Secretary, or equivalent administrative support role (essential)
- Demonstrated ability to manage confidential information with discretion and professionalism (essential)
- Comfort and experience in engaging with senior stakeholders, including directors and executives (essential)
Technical Skills:
- Advanced proficiency in Microsoft Office Suite — Word, Excel, PowerPoint, and Outlook (essential)
- Experience setting up and managing Microsoft Teams and hybrid meeting environments (essential)
- Ability to quickly adapt to new systems and technologies as required (essential)
Skills & Competencies:
- Strong organisational and multitasking skills with the ability to prioritise effectively under pressure
- Excellent verbal and written communication skills with meticulous attention to detail
- Ability to work independently and collaboratively within a team environment
- Confident, professional, and persistent in following up on outstanding matters with senior stakeholders
- Strong document management and record-keeping skills with a governance-aware mindset
Preferred Qualifications:
- Certificate or Diploma in Business Administration or a related field (advantageous)
- Experience supporting executives, Board members, or governance structures (advantageous)
- Exposure to financial administration processes (advantageous)
- Knowledge of office management systems, procedures, and basic HR administration (advantageous)
📢 Empact Group is committed to Employment Equity in accordance with applicable legislation. First preference will be given to candidates who meet Equity requirements.
Core Values We Look For in an Office Administrator / Secretary
✅ Discretion, Confidentiality & Trustworthiness
An Office Administrator / Secretary at this level operates at the intersection of executive leadership, Board governance, and sensitive organisational information. We look for candidates who understand that discretion is not a soft skill — it is a professional standard. The right person for this role will handle confidential matters with absolute integrity, never compromising the trust that senior stakeholders place in them.
✅ Organisational Excellence & Proactive Thinking
Reactive administration is not enough at this level. We value administrators who think ahead — who anticipate what is needed before they are asked, who flag potential scheduling conflicts before they become problems, and who maintain systems that are always audit-ready. Organisation in this role is not about tidiness; it is about ensuring that the entire senior leadership function runs without friction.
✅ Professionalism & Executive Presence
This role requires daily engagement with directors, executives, Board members, and external stakeholders. We value candidates who project quiet confidence, communicate with clarity and tact, and represent the organisation professionally in every interaction — whether greeting a visitor at reception, drafting a communication on behalf of an executive, or coordinating a Board meeting pack under a tight deadline.
✅ Attention to Detail & Governance Mindset
Governance documentation, Board packs, signed resolutions, and compliance records leave no room for error. We value administrators who understand the consequences of inaccuracy in a governance context, who apply the same meticulous attention to a filing reference as to a Board agenda, and who take pride in maintaining record-keeping systems that are organised, consistent, and always up to date.
✅ Adaptability & Resilience Under Pressure
No two days in this role are the same. Priorities shift, executives travel, meetings are rescheduled, and last-minute requests arrive from multiple directions simultaneously. We value administrators who remain composed, flexible, and solution-focused under pressure — who adapt quickly to changing demands and who consistently deliver quality output regardless of the pace or complexity of the environment around them.
Career Growth Opportunities in Administration & Governance Support
Joining Empact Group as an Office Administrator / Secretary positions you within a structured organisation where strong administrative professionals are recognised and developed. For motivated, high-performing individuals, the progression pathway is clear:
- Office Administrator / Secretary → Senior Administrator / Executive Assistant
- Senior Administrator / Executive Assistant → Office Manager / Governance Administrator
- Office Manager / Governance Administrator → Operations Coordinator / Company Secretary
- Operations Coordinator / Company Secretary → Head of Administration / Operations Manager
Your career path is in your hands.
Frequently Asked Questions – Office Administrator / Secretary Jobs
What experience is required for this role? Proven experience in an Office Administrator, Secretary, or equivalent administrative support role is essential. The role also requires demonstrated experience managing confidential information and engaging professionally and confidently with senior stakeholders, including directors and executives. The level of governance and executive support required means that candidates with only junior or purely clerical administrative experience may not meet the practical demands of the position.
Is a formal qualification required? No formal qualification is listed as a minimum requirement — proven experience in a comparable administrative role is the primary criteria. However, a Certificate or Diploma in Business Administration or a related field is listed as advantageous and will strengthen your application, particularly for candidates whose experience profile is still developing.
What software skills are needed? Advanced proficiency in Microsoft Office Suite — specifically Word, Excel, PowerPoint, and Outlook — is essential. Experience with Microsoft Teams for setting up and managing hybrid meetings is also required. Candidates should be comfortable learning new office management systems and technologies as the organisation’s tools evolve.
Will I be working directly with executives and Board members? Yes. This role involves regular, direct engagement with executives, directors, Board members, and Committee members. You will manage their calendars, coordinate their meetings, prepare governance documentation on their behalf, and follow up with them professionally on outstanding matters. Candidates must be confident, polished, and comfortable operating at this level.
Is this a permanent position? Yes. This is a permanent position, offering long-term career stability within Empact Group’s Food Solutions division in Johannesburg.
What is the closing date and how do I apply? The closing date is 05 June 2026. Submit your application via the Empact Group careers portal or through the advertised application channel. Ensure your CV clearly demonstrates your administrative experience, Microsoft Office proficiency, and any exposure to executive or governance support environments. Applications received after the closing date will not be considered.
How to Apply for This Office Administrator / Secretary Job
Ready to bring your administrative expertise to one of South Africa’s most respected food service organisations? Applications are open now. Quote Office Administrator / Secretary – Johannesburg in all correspondence and submit your application as directed below.
👉 Apply Online via Empact Group Careers Portal
⚠️ Closing Date: 05 June 2026. Applications received after this date will not be considered.
⚠️ Empact Group will give first preference to candidates in line with Employment Equity requirements. Please ensure your EE status is clearly reflected in your application.
⚠️ By applying for this role, you consent to Empact Group (Pty) Ltd processing your personal information for recruitment purposes in accordance with POPIA.
Apply early — this vacancy closes on 05 June 2026.
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