Executive Secretary

Description

Role purpose:

Provide secretarial and administrative support to Regional Operations Executive.
Assist in creating a high performing team by supporting the wider teams and ensuring team communication, activities and celebrations.

Your responsibilities will include:

Email and Diary Management:
Maintain the Managing Executive of Division’s diary and schedule appointments.
Manage email inbox

Communication (Oral and Written):
Screen and direct incoming calls to relevant person/department
Provide secretarial support at various meetings and record minutes.
Prepare PowerPoint presentations and monthly reports
Compose and type responses to office correspondence and inquiries for the Managing Executive’s signature.
Liaise with clients, suppliers, service providers and VIP guests.

Organisational and administrational support including Office maintenance:
Co-ordinate events, meetings conferences, seminars, workshops and management strategic workshops, for the ME of the Division and the Executive Heads
Coordinate team building and conference activities.
Co-ordinate travel arrangements and business itineraries for national and international. Keep a complete, confidential and up to date record of all matters related to the Business area.
Assist new personnel with obtaining necessary office equipment and management of stationery for division.
Create and maintain an effective filing system.
Responsible for office area maintenance
Administration of company tools such as company phones, SIM cards, IT equipment
Ensure health and safety awareness and adherence in the office is adopted by the whole team
Ensure all operational risks are up to date and are managed accordingly

Relationship Management and Team Culture
Maintain a close working relationship with other divisions within the wider Vodacom business units and relevant Vodafone business units.
Understands importance versus urgency of issue, and who needs to be addressed or informed
Knows what should be confidential and demonstrates a high level of discretion
Understands the players who are important to the business and manages those relationships appropriately
Proactively suggest and lead activities to help build team culture and maintain work-life balance for all team members. Be the teams’ champion for celebrating success and important personal and professional events.

Project Support
Takes on specific projects on behalf of the ME. Applies project management process of:
Breaking the project into smaller tasks
Define timelines and resources required for accomplish specific tasks
Defines reporting mechanics and frequencies
Delivers the project as whole with high quality results in time and within budget

Budget and Reporting
Ensure deadlines around budgeting, reporting, training etc. are efficiently planned and delivered
Ensure reconciliation of all spend for the ME and Executive Heads
Co-ordinate monthly operations report and dashboard report
Provide overview of opex budget and direct expenses budget and highlight anomalies

The ideal candidate for this role will have:

Job Experience/Education

Matric is essential.
A relevant degree/diploma is an advantage
A minimum of 2 years executive secretarial experience
Minimum 2 – 3 years Business Administration experience in a corporate environment
Minimum of 6 months experience working with PO’s/budgets/reporting etc

Job Knowledge
Knowledge of Microsoft Office – Word, Outlook, Excel and PowerPoint, Microsoft Project, Internet, Oracle etc. is essential
Knowledge of IT/ Telecommunications environment will be an advantage.
Knowledge of office management is essential
Financial administration experience will be beneficial

Job related skills
Excellent administration skills are essential
Excellent organizational skills are essential
Ability to pay attention to detail is important
Computer Literacy skills – MS Office (Word, Excel, PowerPoint) are essential
Good interpersonal skills are essential and a team player
Good oral and written communication skills are essential
Ability to maintain confidentiality at all times
Ability to work under pressure and meet tight deadlines and embraces change
Ability to work independently
Results orientated and self-motivated
Business awareness of Online, sales, service, marketing and finance is essential
Team cohesion ability
Political savvy

Closing date for Applications: 06 June 2023.

The base location for this role is, Midrand, Vodacom Campus.

The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we actively encourage and welcome people with various disabilities to apply.
Vodacom is committed to an organisational culture that recognises, appreciates and values diversity & inclusion.