Executive Secretary at Vodacom

Job description

Role purpose:

• 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 celebrations
• Key accountabilities and decision ownership : [max 5]:
• Email and Diary Management:
• Maintain the Managing Executive and EHOD’s of Division’sdiaries and schedule appointments.
• Manage email inbox of ME
• Assist increating a high performing team by supporting the wider teams and ensuring team communication and activities.
• 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.
• Drafting and typing of legal documentation according to Legal’ s formatting standards and templates.
• Typing of commercial contracts (e.g. Lease Agreements, Sale Agreements, Shareholders Agreements, Joint Venture Agreements, NDA’s etc.) letters and memorandums.
• Keep monthly record of allmaterial litigation matters.
• Composeand type responses to office correspondence and inquiries for the Managing Executive’s signature.
• Liaising with internal and external clients, suppliers, service providers and VIP guests.
• Creating PO’s and attend toall payments to all Legal Suppliers on a monthly basis.
• Keep a schedule of all legal projects being dealt with byLegal Affairs.
• Keep complete, confidential and up-to date records of all matters related to the Legal Department.
• Organisational and administrational support 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-ordinate travel arrangements and business itineraries for national and international. Keep a complete, confidential and up to date record of all matters relatedto the Business area.
• Assist newpersonnel with obtaining necessary office equipment and management of stationeryfor division.
• Create and maintain an effective filing system.
• Filing and safekeeping of all original agreements.
• Compiling and managing register of all original agreements as well as Base Station agreements.
• Receive,record and allocate court orders to respective Legal representatives (EHOD’s).
• Responsible for office area maintenance
• Administration of companytools 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 reconciliation of all spend for the ME and Executive Heads
• Co-ordinate monthly operations report and dashboardreport
• Provide overview of opex budget and direct expenses budget and highlight anomalies
• n/a

Job Experience

A minimum of 3 - 5 years executive secretarial experience of which a minimum of 3 years Legal/Business Administration experience in a corporate and legal environment

Job Related Skill

• Excellent administration skills are essential
• Familiarity with Legal Documents and Terminology
• Excellent organizational skills are essential
• Ability to pay attention to detail is important
• Computer Literacy skills– Advanced MS Office (Word, Excel, PowerPoint) are essential
• Good interpersonal skills are essentialand a team player
• Excellent oraland 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
• Political savvy

Job Knowledge

• Advanced Knowledge of Microsoft Office – Word, Outlook, Excel andPowerPoint, Microsoft Project, Internet, Oracle etc. is essential
• Knowledge of IT/ Telecommunications /Legal environment will be an advantage.
• Knowledge of Legal processes and terminology essential
• Knowledge of office management is essential
• Financial administration experience will be beneficial

Professional Qualifications

• Matric is essential
• Secretarial certificate/ diploma qualification is essential