Executive Assistant.ICT Center of Excellence at MTN

Executive Administration 

• Manage the day-to-day administration of the assigned Exec’s office accurately and on time. 
• Manage the Executives diary to ensure all bookings/ meeting request appointments are coordinated, booked and scheduled expertly and to minimise time wastage between appointments.
• Coordinate the organisation of social events connected to the Exec’s office. This includes the preparation of costing, managing the budget and coordinating all activities for the success of the event.
• Tactfully manage sensitive matters and information regarding issues within the Department
• Provide professional client Service, (to be well groomed, well-spoken, and professional at all times) when dealing with internal and external customers.   
• Make all travel arrangements for the Exec. Ensure everything is ready prior to date of travel. 
• Liaise with the relevant departments to ensure payments to third party suppliers in relation to expenses of the Exec’s office are made timeously. 

Documentation and Filing 

• Develop and maintain an efficient documentation and filing (electronic and hard) process.
• Cross- examine documents for Exec’s review to ensure quality control and the compliance of MTN policies.
• Process all requisitions for the Exec’s office. 

Minute taking 

• Take accurate minutes at meetings, prepare, verify the meeting minutes, and then distribute to all attendees within agreed timeline (within 24hrs)
• Ensure that Agenda items are listed and that action items are updated. 

Reporting and Communication 

• Collate monthly activity reports from the different units within the assigned department for the Exec’s review.
• Performs quality control checks on Exec’s presentations, to ensure proper formatting and elimination of errors.
• Responds to Client Queries on all issues and immediately escalates to the Leadership Team
• Communication of DOA etc. from the Desk of the Executive
• Handle assigned Exec’s internal and external designated correspondence.

Self - Management

• Enable and model healthy employee relations and collaborative teamwork.
• Act as an ambassador for the ICT CoE by actively demonstrating and “living” the Brand values and vital behaviours. 
• Make the environment the best place to work by fostering professionalism, loyalty, and commitment to the organization. 

Role deliverables:

• Seamless scheduling of assigned Executive’s appointments.
• Turnaround time of documents requiring Executive’s attention
• Well-organized and cost-efficient departmental events (int/ext)
• Error-free documentation process
• Efficiency of filing system, and ease of retrieval of required documents.
• Average response time for enquiries from internal and external sources
• Feedback from internal and external customer
• Understanding and action escalation process for all VIP, Corporate Clients   
• Key customers: All internal Employees and all external Clients
• Key suppliers:  All Exec’s Clients and all suppliers, vendors, and contractors
• Relations: ICT CoE division, Executive PA’s, and Office Administrators across the Company

QUALIFICATIONS

Education

• Matric / Grade 12 
• Diploma preferably in Secretarial / Office Administration, Business Administration, etc.

Experience

• Min 2 years PA and administration experience at executive level
• Experience in administrative support for top management personnel of a medium – large organization, with local and international operations. 
• Experience of work across diverse cultures and geographies.