Provide secretarial and administrative support to Managing Executive in the Division as well as the EHOD’s. Assist in creating a high performing team by supporting the wider teams and ensuring team communication, activities and celebrations
Email and Diary Management:
Maintain the Managing Executive of Division’s diary and schedule appointments.
Manage email inbox
Ensure priority mail is attended to or respond on ME behalf if he is unavailable giving details
Manage inbox by removing spam/non important mail and forwarding relevant mail to department heads
Monitor e-mail for client related issues to ensure they are handled promptly
Ensure Board/Executive/Audit/management meetings etc are properly booked and meeting rooms prepared with all relevant equipment functioning and tested
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.
Liase with external Regulatory bodies, Directors, Auditors, Statutory Actuary etc
Organisational and administrational support including Office maintenance:
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.
Understand the preferences of the Board of Directors and actively deal with Directors issues/queries and arrangements
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.
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:
Secretarial certificate/ diploma qualification
Diploma of any other discipline would be advantageous
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
A minimum of 2 – 3 years executive secretarial experience and Business Administration experience in a corporate environment
Minimum of 6 months experience working with EVO FinancialsSecretary
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 organizational culture that recognizes, appreciates and values diversity & inclusion.