Executive Assistant: Chief Support at Telkom

Core Description

• Responsible for provisioning of high-level support and office management/logistics to the company's top leadership teams on Chief levels.
• Responsibilities include managing schedules, coordinating meetings, handling correspondence, and performing various tasks, including the management and coordination of projects, documentation management, report compilation, coordination of events, interface management, giving inputs to and tracking of various reports/documents/issues/commitments, e.g., budgets, productivity targets, performance assessments, and leave of the Chief's direct reports.
• Responsibilities also include arranging travel plans and itineraries and compiling the documents required for travel-related meetings.
• Acts as a key liaison between top management and internal/external stakeholders, maintaining a high level of professionalism, discretion, and confidentiality.

Job Responsibilities

Diary Management and Meeting Coordination:

• Schedule and coordinate meetings, appointments, and travel arrangements for executives.
• Ensure efficient time management by prioritizing and managing the executive’s calendar.
• Organize and coordinate meetings, including preparing agendas, materials, and taking minutes.
• Follow up on action items and ensure timely completion of tasks.

Communication:

• Handle incoming and outgoing communications, including emails, phone calls, and written correspondence.
• Prepare and edit documents, reports, and presentations.

Travel Management:

• Arrange and manage travel itineraries, accommodations, and transportation for executives.
• Handle travel-related expenses and reimbursements.

Administrative & Office Support:

• Maintain and organize confidential files and records.
• Prepare expense reports and manage budget-related tasks.
• Conduct research and compile data for reports and presentations.
• Prepare, compile, and validate documents including presentations, operational documentation and submissions, statistics, graphs, proposals, organograms, letters, memos, and agendas.
• Ensure the executive office operates smoothly and efficiently.
• Oversee office supplies and equipment maintenance.
• Process queries received via all channels, prioritize and respond/resolve.
• Screen incoming calls and correspondence and respond independently when possible.

Projects and Events:

• Assist in the planning and execution of special projects and initiatives.
• Plan and organize company events, meetings, and conferences.
• Coordinate logistics, including venue selection, catering, and audio-visual arrangements.
• Coordinate with internal and external stakeholders to ensure project success.
• Escalate potential derailers to project deliverables to the Chief for timely resolution.

Stakeholder Management:

• Serve as a liaison between the Chief and other departments and build and maintain positive relationships with clients, partners, and internal team members.
• Network with relevant role players via meetings and conferences, discussion forums, and committees.
• Manage and monitor performance of service providers, vendors/suppliers, and implement corrective actions.
• Provide recommendations and consultation to improve teamwork across the BU.
• Assist and follow up on key deliverables expected from the BU EXCO team.
• Ensure the team prioritizes and delivers on strategies in line with business priorities as discussed with the Chief.

Information Management:

• Update and maintain databases related to operational resources, assets, BBBEE targets, etc., and provide management information and reports as required.
• Evaluate data integrity, report irregularities, and take corrective action in cooperation with applicable role players.
• Provide high-level support regarding Board Issues, tracking of the team's survey results and the implementation of solutions, as well as tracking progress to all internal compliance-related processes.

Core Competencies

Knowledge:

• Project Management
• Products
• Administration
• Financial Management
• Communication
• Computer Software
• Technology proficiency
• HR & Finance systems & processes

Skills:

• Planning & organizing
• Communication (written & verbal)
• Networking
• Organizing skills & techniques
• Problem Solving
• Analyzing
• Detail-oriented
• Proactive
• Creative
• Time and calendar management
• Stakeholder management
• Research and data analysis

Attitudes:

• Business Oriented
• Decisive
• Dedicated
• Accurate
• Responsible
• Assertive
• Integrity
• Initiative
• Diplomacy
• Adaptability
• Cultural and Ethical Awareness

Education

• NQF 4: Grade 12
• OR NQF 6: 3-year Diploma/National Diploma

Experience

• 7 years of experience, of which at least 2 years on a supervisory level
• OR 5 years relevant experience

Certifications

• None

Special Requirements

• Willing to travel

Physical Requirements

• None

Key Stakeholders

• Group Exco
• CEO and Chairmans Office Support
• Other Chief's Executive Assistants
• Relevant operational role players

Additional Information

Qualifications and Experience:

• Degree/Diploma, preferably in Office Management, Business Administration, Project Management, or a related field.

Special Requirements:

• Willing to work overtime, including evenings & weekends.
• Willing to sign confidentiality agreement and Business Code of Ethics.
• Experience must be in a high-level support environment.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to multitask and prioritize effectively.
• High level of discretion and confidentiality.
• Strong interpersonal skills and the ability to build and maintain relationships.