Executive Assistant - Midrand at Vodafone Global Enterprise

Role purpose:

• Manage the business administration and project support function within the office of the Managing Executive: Internal Audit and serve as the primary point of contact for this office.

Your responsibilities will include:
Administrative Support

• Real time email management and prioritisation
• Managing Executive: Internal Audit’s message management, telephone screening and Guest reception Manage and facilitate the Managing Executive: Internal Audit’s calendar to arrange appointments, meetings and conferences
• Ensure that the Managing Executive: Internal Audit is well prepared for meetings
• Devise and maintain office management systems, including data management and filing Administrative support during meetings in terms of accurate minute taking
• Document compilation and/or consolidation in line with various submission requirements and internal matters
• Provide administrative support for the completion of documentation for Board agenda items, Audit Committees etc.
• Co-ordinate reports that may require input from all departments and is presented to the Executive
• Prepare PowerPoint presentations, weekly and monthly reports as required
• Assist new personnel with obtaining necessary office equipment and management of stationery for division.
• Responsible for office area maintenance
• Maintain a close working relationship with other divisions within the wider Vodacom business units and relevant Vodafone business units.

Budget and Expense Management

• Assist the Managing Executive: Internal Audit with budget OPEX and CAPEX budget administration for their cost centre
• Ensure that expenditure documentation is checked and prepared in accordance with policies and procedures
• Ensure that tax invoices and receipts are collected for payment purposes Expenditure to be reconciled in accordance with source and reference data Process reconciliations and payments within turnaround time
• Process expense reports and budget transfers

Travel Management

• Manage all travel for local and international trips
• Prepare the Managing Executive: Internal Audit’s itinerary for all trips
• Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex

Event Management

• Event management for all functions hosted by the Managing Executive: Internal Audit office for their cost centre
• Responsible for all logistical arrangements for events, conferences, team builds, workshops seminars etc. which includes:
• Venue booking and preparation Confirmation of Speakers
• Attendance of delegates Preparation of agenda
• Preparation of presentations
• Sourcing promotional items and branded gifts

The ideal candidate for this role will have:

• Matric
• Secretarial Certificate / Diploma essential
• Minimum of 3 -5 years secretarial experience which includes:
• A minimum of 1 years’ experience as a PA supporting a Managing Executive in a listed company
• A minimum of 1 year working in a (BU specific) related environment
• Project management experience

Core competencies, knowledge, and experience: Job Knowledge:

• Advanced knowledge of Microsoft Office – Outlook, Word, Excel, PowerPoint, Microsoft Project and Internet (essential)
• Knowledge of office management (essential)
• Knowledge of IT/Telecommunications environment (advantageous)
• Financial administration experience
• Knowledge of SAP EVO (advantageous) Project management and project coordination

Job-Related Skills:

• Excellent administration skills Excellent organisational skills
• Excellent oral and written communication Ability to pay attention to detail
• Ability to maintain confidentiality at all times
• Ability to work under pressure and meet tight deadlines Ability to work independently
• Results orientated and self-motivated
• Forward thinking and proactive
• Ability to execute multiple activities simultaneously
• Good interpersonal skills are essential and a team player
• Team cohesion ability