Executive Personal Assistant at Vodafone Global Enterprise

Your responsibilities will include:

Administrative Support

• Real time email management and prioritisation
• VB Directors message management and telephone screening
• Guest reception 
• Manage and facilitate the VB Director’s calendar to arrange appointments, meetings and conferences optimally 
• Review, proofread and edit documents prepared for the VB Directors signature
• Ensure that the VB Director is 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 or agenda items, VB Exco; Business SteerCos etc. 
• Co-ordinate reports that may require input from all departments and is presented to the Executives
• Take meticulous minutes and action items for the VB Director and ensure completion 
• Arrange and manage personal arrangements/activities/requests with confidentiality

Budget and Expense Management

• Assist the VB Director 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 
• Expenses processed and filed within 30 days or as per ask

Travel Management

• Manage all travel for local and international trips
• Prepare the VB Directors 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 VB Directors 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:

Must have technical / professional qualifications: 

• Matric
• Secretarial Certificate / Diploma essential

Core competencies, knowledge and 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 
• Ability to execute multiple activities simultaneously 

Job Experience: 

Minimum of 3 -5 years secretarial experience which includes: 

•  a minimum of 1 years’ experience as an PA supporting a Chief Officer in a listed company 
• a minimum of 1 years working in a (BU specific) related environment 
•  Project management experience