Role Purpose/Business Unit:
Manage the business administration and project support function within the office of the 2 Managing Executives and serve as the primary point of contact for these offices.
Your responsibilities will include:
1. Administrative Support
Real-time email management and prioritisation
ME's message management and capacity screening
Guest reception
Manage and facilitate the ME's calendar to arrange appointments, meetings and conferences
Prepare, review, proofread and edit documents prepared for the MEs signature
Ensure that the ME's are 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
Provide administrative support for the completion of documentation for Board agenda items, Audit Committees etc.
Draft and complete reports that may require input from all departments and is presented to the Executive
2. Budget and Expense Management
Assist the MEs 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
Budget transfers
Leave absence stakeholder management and support to assigned DoA during the leave period
3. Travel Management
Manage all travel for local and international trips
Prepare the ME's itinerary for all trips
Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex
4. Event Management
Event management for all functions hosted by the ME's office for their cost centre
Responsible for all logistical arrangements for events, conferences, team builds, workshops, seminars etc.
Carry out specific projects and related research
Work with project teams
Project coordination on demand
The ideal candidate for this role will have:
Matric
Relevant Secretarial certificate / Diploma essential
Project management qualification advantageous
Job Experience:
Minimum of 5 – 8 years secretarial experience which includes:
a minimum of 3 years' experience as an Executive PA supporting an Executive Director in a listed company
a minimum of 3 years working in a (BU) related environment
Project management experience
Job Knowledge:
Advanced knowledge of Microsoft Office – Outlook, Word, Excel, PowerPoint, 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
Ambassador of executive's team strategy
High degree of professional maturity and commercial acumen in execution of functions
We make an impact by offering:
Enticing incentive programs and competitive benefit packages
Retirement funds, risk benefits, and medical aid benefits
Cell phone and data benefits, advantages fibre connection discounts, and exclusive staff discounts offered in collaboration with partner companies
Closing date for Applications: 20 September 2024.
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.
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