Executive Personal Assistant at Vodacom

The Executive Personal Assistant will be responsible for managing the business administration and project support function within the office of the 2 Managing Executives, Technology Finance Business Partnering and Financial Planning & Analysis. The successful candidate will serve as the primary point of contact for this office.

Responsibilities For This Role Will Include

Administrative Support

• Real time email management and prioritisation
• ME’s message management and telephone screening
• Guest reception
• Manage and facilitate the ME’s calendar to arrange appointments, meetings and conferences
• Prepare, review, proofread and edit documents prepared for the MEs signature
• Ensure that the ME’s are well prepared for meetings
• Devise and maintain office management systems, including data management and filing
• Administrative support during meetings in terms of accurate minute taking
• Document compilation and/or consolidation in line with various submission requirements
• Provide administrative support for the completion of documentation for Board agenda items, Audit Committees etc.
• Draft and complete reports that may require input from all departments and is presented to the Executive

Budget and Expense Management

• Assist the MEs with budget OPEX and CAPEX budget administration for their cost centre
• Ensure that expenditure documentation is checked and prepared in accordance with policies and procedures
• Ensure that tax invoices and receipts are collected for payment purposes
• Expenditure to be reconciled in accordance with source and reference data
• Process reconciliations and payments within turnaround time
• Process expense reports
• Budget transfers

Travel Management

• Manage all travel for local and international trips
• Prepare the ME’s itinerary for all trips
• Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex

Event Management

• Event management for all functions hosted by the ME’s office for their cost centre
• Responsible for all logistical arrangements for events, conferences, team builds, workshops, seminars etc. Project Management
• Carry out specific projects and related research
• Work with project teams
• Project coordination on demand

The Ideal Candidate For This Role Will Have

• Matric
• Relevant Secretarial certificate / Diploma essential
• Project management qualification advantageous

Minimum Of 5 – 8 Years Secretarial Experience Which Includes

• Project management and project coordination
• a minimum of 3 years’ experience as an Executive PA supporting an Executive Director in a listed company
• a minimum of 3 years working in a (BU) related environment
• Project management experience
• Advanced knowledge of Microsoft Office – Outlook, Word, Excel, PowerPoint, Microsoft Project and Internet (essential)
• Knowledge of office management (essential)
• Knowledge of IT/Telecommunications environment (advantageous)
• Financial administration experience
• Knowledge of SAP EVO (advantageous)