Executive Secretary at Vodafone Global Enterprise

Job description

Requirements

• Provide secretarial and administrative support to Managing Executive in the Division.
• Assist in creating a high performing team by supporting the wider teams and ensuring team communication, activities and celebration .
• 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 andmonthly reports
• Compose and type responses to office correspondence and inquiries for the Managing Executive’s signature.
• Liaise with clients, suppliers, service providers and VIP guest
• Organisational and administrationalsupport 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-ordinatetravel arrangements and business itineraries for national and international. Keep a complete, confidential and up to date record of all matters related to theBusiness 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
• Budget and Reporting
• Ensure deadlines around budgeting, reporting, training etc. are efficiently planned and delivered
• Ensure reconciliationof 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
• Mustbe a dynamic thinker, show initiative and be self-motivated.Needs to show positive influence in the department.
• Must be able to do basic project managementand tackle challenges with verve and vigour.
• Must be able to deal with difficult people and situations and must be emotionally controlled
• Must be able to manage the ME.
• Effective time management in a reactive support role.
• Job Related Skill
• Excellent administration skills are essential
• Excellent organizational skills are essential
• Ability to pay attentionto 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,marketingand finance is essential
• Team cohesion ability
• Political savvy

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
• Complete and manage budgets for the ME's divisions and support other EHOD's with completion and management of their budgets

JOb Experience

• A minimumof 2 - 3years executive secretarial experience
• Minimum 1 - 3 years Business Administration experience in acorporate environment
• Minimum of 6 months experience working with OracleFinancials (advantage)
• Must Have Technical / Professional Qualifications
• Matric is essential
• Secretarial certificate/ diploma qualification is essential

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 may apply.