Executive Secretary: IRPTN Unit – City of Ekurhuleni

The City of Ekurhuleni is inviting applications from suitably qualified and experienced candidates for the position of Executive Secretary: IRPTN Unit, within the Roads and Transport Management Department.

The successful candidate will provide high-level clerical, secretarial and administrative support to the Divisional Head, helping to ensure that the office operates efficiently and that meetings, correspondence, records, appointments and administrative activities are properly coordinated.

Executive Secretary Job Details

Position: Executive Secretary: IRPTN Unit
Reference Number: RSWD50010
Department: Roads and Transport Management Department (2024)
Employer: City of Ekurhuleni
Location: Ekurhuleni, Gauteng, South Africa
Employment Type: Permanent
Salary: R307,632 – R421,968 basic salary per annum
Benefits: Applicable municipal benefits
Closing Date: 25 August 2026
Enquiries: 0860 54 3000

About the Position

The Executive Secretary will serve as an important administrative support function within the IRPTN Unit. The role requires a well-organised individual who can manage multiple administrative duties, coordinate schedules, communicate with stakeholders and maintain confidential office records.

The successful applicant should be able to work independently, manage competing priorities and provide professional support to the Divisional Head and the wider department.

Minimum Requirements

Applicants must meet the following minimum requirements:

• Grade 12 or equivalent qualification.
• Secretarial Certificate.
• 1–2 years’ relevant experience in a similar environment.
• Good administrative and organisational skills.
• Good written and verbal communication skills.
• Ability to work with standard office applications.
• Ability to maintain accurate records and filing systems.
• Ability to manage confidential information professionally.
• Good time-management and coordination skills.

Candidates may be requested to provide proof of the NQF level applicable to qualifications obtained.

Key Responsibilities

The successful candidate will be responsible for a range of secretarial and administrative functions, including:

Diary and Schedule Management

• Manage the Divisional Head’s diary.
• Schedule and confirm appointments and meetings.
• Coordinate travel arrangements where required.
• Prioritise urgent appointments and matters.
• Ensure that commitments and scheduled activities are properly managed.
• Avoid scheduling conflicts and communicate changes to relevant parties.

Meeting and Event Coordination

• Arrange meetings and appointments.
• Book suitable venues.
• Coordinate refreshments where required.
• Communicate meeting details to internal and external stakeholders.
• Assist with the preparation and distribution of meeting documentation.
• Ensure that meeting arrangements are completed on time.

Telephone and Correspondence Management

• Screen incoming telephone calls.
• Receive and manage messages.
• Handle routine enquiries where appropriate.
• Direct correspondence to the relevant individuals.
• Record and follow up on return calls.
• Ensure important correspondence reaches the Divisional Head promptly.

Document Preparation

• Prepare official correspondence.
• Format documents and reports.
• Copy and distribute documentation.
• Assist with presentations and other office documents.
• Ensure documents are professionally prepared and accurately formatted.
• Maintain appropriate electronic and hard-copy documentation.

Records and Filing

• Establish and maintain an effective filing system.
• Keep office records accurate and up to date.
• Safeguard important documents and information.
• Ensure information can be retrieved efficiently when required.
• Maintain proper records management procedures.

Monitoring and Follow-Up

• Monitor action items arising from meetings and correspondence.
• Follow up on outstanding tasks and directives.
• Track assigned matters to ensure timely completion.
• Communicate with relevant internal and external stakeholders.
• Escalate outstanding or urgent matters when necessary.

Skills and Competencies

Candidates who are successful in this position are likely to require strong:

• Administrative skills
• Secretarial skills
• Communication skills
• Organisational skills
• Time-management skills
• Diary-management skills
• Customer service skills
• Record-keeping abilities
• Computer literacy
• Attention to detail
• Planning and coordination abilities
• Problem-solving skills
• Ability to work under pressure
• Ability to maintain confidentiality

Who Should Apply?

This position may be suitable for candidates with previous experience in:

• Secretarial administration
• Executive administration
• Office administration
• Municipal administration
• Departmental support
• Reception and administrative support
• Diary and meeting coordination
• Records and document management

Applicants should ensure that their qualifications and experience correspond with the requirements specified in the official advertisement.

Salary and Benefits

The advertised basic salary is R307,632 to R421,968 per annum, depending on the applicable salary level and municipal conditions.

The position also includes applicable employment benefits in accordance with the City of Ekurhuleni’s conditions of service.

How to Apply

Interested and suitably qualified candidates should submit their applications through the City of Ekurhuleni’s official online application system.

Applicants should carefully follow the instructions contained in the official vacancy advertisement and ensure that all required information and supporting documentation are submitted before the deadline.

Important Application Information

• Ensure that your CV accurately reflects your relevant experience.
• Clearly indicate your qualifications and secretarial experience.
• Ensure that your contact information is correct.
• Check that your qualifications meet the stated requirements.
• Keep copies of submitted documents for your records.
• Apply before the closing date.
• Candidates may be required to provide proof of the NQF level of their qualifications.
• Failure to meet the stated minimum requirements may result in an application not being considered.

Closing Date

25 August 2026

There is a discrepancy in the supplied advertisement: the heading indicates 27 August 2026, while the final closing-date notice states 25 August 2026. Applicants should verify the closing date on the official City of Ekurhuleni application portal and, as a precaution, submit their application by 25 August 2026.

Enquiries

For enquiries relating to the position:

Telephone: 0860 54 3000

Applicants who have not been informed of the outcome of their application within six weeks after the closing date should regard their application as unsuccessful.

The City of Ekurhuleni subscribes to the principles of the Employment Equity Act and reserves the right to appoint, not appoint or appoint laterally.