Executive Secretary at Vodafone Global Enterprise

Role Purpose/Business Unit:

• Provide secretarial and administrative support to the ME: Group Compliance / ME: Group Legal
• Assist in creating a high-performing team by supporting the wider teams and ensuring team communication, activities and celebrations.
• Organisational and administrative support for the Vodacom Intellectual Property portfolio

Your responsibilities will include:

Diary Management:

• Maintain and manage multiple complex calendars and schedule meetings, and appointments, including booking boardroom and arranging catering on as needed basis.

Communication (Oral and Written):

• Provide secretarial support at various meetings and record minutes.
• Prepare PowerPoint presentations and reports and assist with preparation and formatting of all manner of documents
• Compose and type responses to office correspondence and inquiries for the ME: Group Compliance / ME: Group Legal signature.
• Liaise with clients, suppliers, service providers and VIP guests.

Organisational and administrational support including Office maintenance:

• Co-ordinate events, meetings conferences, seminars, workshops and management of strategic workshops
• Coordinate team building and conference activities.
• Co-ordinate travel arrangements and business itineraries for national and international travel, including VISA applications, travel bookings and logistics, and logging and claiming of expenses. Keep a complete, confidential and up to date record of all matters related to the Business area.
• Assist new personnel with obtaining necessary office equipment and management of stationery for division.
• Create and maintain an effective filing system
• Responsible for office area maintenance
• Administration of company tools such as company phones, SIM cards, IT equipment
• Ensure health and safety awareness and adherence in the office are adopted by the whole team
• Ensure all operational risks are up to date and are managed accordingly
• Updating and maintaining of electronic storage/ repositories of agreements, opinions, reports and other documents
• Arranging for electronic signature of agreements and other documents using Docu-sign or other electronic signature platforms
• Tracking all tasks and work in progress and reporting on work in progress
• Other administrative tasks on an as needed basis

Relationship Management and Team Culture:

• Maintain a close working relationship with other divisions within the wider Vodacom business units and relevant Vodafone business units.
• Understands importance versus urgency of issue, and who needs to be addressed or informed
• Knows what should be confidential and demonstrates a high level of discretion
• Understands the players who are important to the business and manages those relationships appropriately
• Assisting with onboarding of new team members

Budget and Reporting:

• Ensure deadlines around budgeting, reporting, training etc. are efficiently planned and delivered
• Ensure reconciliation of all spend
• Co-ordinate standard monthly reports and other reports
• Provide overview of opex budget and direct expenses budget and highlight anomalies
• Ensuring the processing of all supplier invoices, claims and expenses (including creating and receipting of purchase orders, and managing records in Excel and budgets in relation thereto).

Core competencies, knowledge, and experience:

• Excellent administration skills are essential
• Excellent organizational and time management skills are essential
• Ability to pay attention to detail is important
• Computer Literacy skills – MS Office (Word, Outlook, Excel, PowerPoint) are essential
• Excellent interpersonal and communication skills are essential and a team player
• Good oral and written communication skills are essential
• Ability to always maintain confidentiality
• Ability to work under pressure and meet tight deadlines and embraces change
• Ability to work independently
• Results orientated and self-motivated
• Business awareness of Online, sales, service, marketing and finance is essential
• Team cohesion ability
• Political savvy
• Ability to co-ordinate across multiple time zones
• Good numeracy skills
• Knowledge of Microsoft Office – Word, Outlook, Excel and PowerPoint, SharePoint Microsoft Project, Internet, Oracle etc. is essential
• Knowledge of IT/ Telecommunications environment will be an advantage.
• Knowledge of office management is essential
• Financial administration experience will be beneficial
• Para-legal experience will be beneficial

The ideal candidate for this role will have:

• Matric is essential
• Secretarial certificate/ diploma or equivalent qualification is essential
• A minimum of 3 years executive secretarial experience
• Minimum 5 years Business Administration experience in a corporate environment
• Must have experience in dealing with Directors and Senior Leadership team members
• Previous experience in a Risk Management and Forensic Services function would be an advantage
• Experience within the telecoms/ ICT or Big 4 Accounting Firm environment would be an advantage

We make an impact by offering:

• Enticing incentive programs and competitive benefit packages
• Retirement funds, risk benefits, and medical aid benefits
• Cell phone and data benefits, advantages fibre connection discounts, and exclusive staff discounts offered in collaboration with partner companies

Closing date for Applications: 15 July 2025