Executive Assistant - Executive Assistant Fintech CEO's Office at MTN

RESPONSIBILITIES

• Context: (Global influences, environmental / industry demands, organisational mission, etc.)
• An evolving macro – economic environment both local and international.
• Shifting phase of evolution in the organization.
• Company mission, policies and procedures.
• Company objectives for level and quality of service.
• The increasing skills for need enhancement and development.
• Increased need to relate with several parts and at all levels within and outside MTN.

Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA's)

Task Complexity: 

• Manage the day to day administration of the assigned exec’s office and diary.
• Develop and maintain an efficient documentation and filling ( electronic and hard ) process.
• Write minutes of meeting and process memos of such for review.
• Tactfully manage sensitive matters and information regarding particular issues within the department.
• Cross examine documents for Exec’s review to ensure quality control and compliance to MTN policies.
• Handle assigned Exec’s internal and external designated correspondence.
• Collate monthly activity reports from the different units within the assigned department for the Exec’s review.
• Processes all requirements for the Exec’s office.
• Performs quality control on Exec’s presentations to ensure proper formatting and elimination of errors.
• Respond to customer queries and request on non technical issues and escalate to the Exec when necessary.
• Coordinate the organization of social events connected to the Exec’s office. This includes preparing cost estimates, managing the budget and coordinating all activities for the success of the programme.
• Supervisory / Leadership / Managerial Complexity:  Refers to the responsibilities for directing, guiding, motivating  and influencing others.
• Efficient self supervision to ensure smooth running of the office.
• Oversee the office administration within the Functional unit

Role Complexity: 

• Proactively manages the assigned Exec’s diary, seamlessly plan his / hers itinerary schedule and meetings.
• Liaise with finance expenditure to ensure payments to third party suppliers in relation to expenses of the Exec’s office.

Lateral Dimensions: These indicate the areas where the individuals could contribute uniquely in addition to the indicated duties, as well as how they could be affected by others or circumstances not necessarily under their control.

• Creativities (improvement/innovation inherent)  Indicates the potential for improvement and / or innovation inherent in a position.
• Develop and maintain an effective and efficient document filling system (both electronic and manual).
• Develop and continually improve a document tracking system.

Vulnerabilities (control span) Refers to the latent difficulties, or things that could potentially go wrong that affect a specific position.

• Such vulnerabilities may / may not be under the control of the incumbent. Direct implication or first level of impact.
• Sensitivity of documents and information into and from the Exec’s office.
• Difficulty in document tracking
• Equipment availability

Collaboration:  Refers to formal and informal relationships

• Responsibility towards:  who are they and what do they receive from the incumbent.
• Direct reports: the Administrators
• Key customers: Exec’s internal and external customers, third party suppliers and all employees.
• Key suppliers Office administrators
• Relations, etc.: Other PA’s and Administrators across the company, other Exec’s across the company.

Discretionary Space: The degree to which individuals are allowed to exercise independent thought and judgment.

• Independent thought and Judgment: Relates to the decision-making constraints place upon a position or conversely, the degree of  freedom in decision-making.
• Personal initiative in scheduling the assigned Exec’s appointments.

Authorities:

• Authority to endorse incoming correspondence  - having no connection to financial commitment on behalf of the assigned Exec.
• Access the Exec’s online diary and emails

QUALIFICATIONS

• Minimum Requirements  - minimum necessary, and not the ideal / preferred should be included.

Education:

• Matric
• 1 year Diploma preferably in secretarial administration

Experience:

• Minimum of 2 years’ experience at Executive level
• Experience in administration support for a top management personel of a reputable company with locan and international operations.