Executive Secretary - JHB at Vodafone Global Enterprise

Your responsibilities will include:

Email and Diary Management: 

• Maintain the ME’s diary and schedule appointments and meetings.
• Manage email inbox and screen for relevance,priority and direct to relevant person.
• Screen meeting requests to relevant to MEs.
• Creation of time for MEs to complete specific tasks.

Communication: 

• Provide secretarial support at various meetings and record minutes.
• Compile and consolidate presentations and monthly reports where necessary.
• Draft office communication updates on behalf of the Managing Executives
• Liaise with internal and external stakeholders, suppliers, service providers and VIP guests.
• Recording and minutes to be kept of meetings per agreement with the MEs and distributed to relevant parties within agreed timeframes.

Administrative Support:

• Co-ordinate events, meetings conferences, seminars, workshops, and management strategic workshops, on behalf of the MEs
• Coordinate team building and conference activities on behalf MEs.
• Book and co-ordinate travel arrangements and business itineraries for MEs national and international trips. 
• Ensure the necessary office equipment and stationery is available for the business unit.
• Create and maintain an effective filing system.
• Log the necessary calls for office area maintenance.
• Schedule health and safety tours for MEs
• Log requests with respective team to manage the First Aid box.
• Keep a complete, and up to date record of all matters related to the Business area as per agreement with MEs.

Relationship Management: 

• Maintain a good working relationship with other divisions within the wider Vodacom business units and relevant Vodafone business units.
• Understands importance versus urgency of issues, and who needs to be addressed or informed.
• Knows what should be confidential and demonstrates a high level of discretion.
• Understands the various stakeholders who are important to the business and manages those relationships appropriately.

Business Support: 

• Takes on specific business support activities as delegated by the MEs with high quality results in time and within budget.
• Align timelines, resources, budgeting, and reporting required for specific business support tasks.
• Budget and Reporting 
• Ensure deadlines around budgeting and reporting are efficiently planned and delivered on behalf of the MEs.
• Ensure reconciliation of all spend for the MEs.
• Co-ordinate monthly operations report and dashboard report agreed with MEs.
• Creation and receipting of POs as required.

The Ideal candidate for this role will have:

Must have technical/professional qualifications:    

• Matric is essential and A minimum of 2 years relevant executive secretarial experience essential.
• Relevant Secretarial certificate / Diploma (advantageous)
• Project management qualification (advantageous)