Executive Personal Assistant at Vodafone Global Enterprise

Role Purpose/Business Unit:

Manage the business administration and project support function within the office of the Chief Officer : M&A and BD.

Your responsibilities will include:

Administrative Support

• Real time email management and prioritisation
• Chief Officer message management and telephone screening
• Guest reception 
• Manage and facilitate the Chief Officer’s calendar to arrange appointments, meetings and conferences
• Review, proofread and edit documents prepared for the Chief Officer’s signature 
• Ensure that the Chief Officer’s is well prepared for meetings (includes ensuring documentation is given to the Chief Officer well ahead of the meeting)
• Monitor that all documents and information required for governance forums are submitted timeously for review by the ME (this includes reminding the CO of deadlines ahead of the deadline)
• 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. 
• Co-ordinate reports that may require input from all departments and is presented to the Executive 
• Strive to ensure that the diary is synchronised to accommodate all meetings within reasonable time of request through consultation with the ME where the diary does not permit. 

Budget and Expense Management

• Assist the Chief Offier 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 
• Reconcile & File all expenses for Chief Officer in accordance to credit card statements 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 office for their cost centre
• Responsible for all logistical arrangements for events, conferences, team builds, workshops, seminars etc.  which includes:
• Venue booking and preparation
• Confirmation of speakers
• Attendance of delegates
• Preparation of agenda 
• Preparation of presentations
• Sourcing promotional items and branded gifts

The ideal candidate for this role will have:

• Matric
• Secretarial Certificate / Diploma essential
• Minimum of 5+ years secretarial experience  which includes:
• A minimum of 1 years’ experience as a PA supporting an ME or above in a listed company 
• Project management experience

Job Knowledge:

• 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) 
• Project management and project coordination 

Job-Related Skills:

• Excellent administration skills
• Excellent organisational skills
• Excellent oral and written communication 
• Ability to pay attention to detail 
• Ability to maintain confidentiality at all times
• Ability to work under pressure and meet tight deadlines 
• Ability to work independently 
• Results orientated and self-motivated 
• Forward-thinking and proactive