Personal Assistant: Group Commercial & Strategy at Vodafone Global Enterprise

Role Purpose

• Manage the business administration and project support function within the office of the Group Chief Officer: Commercial & Strategy and serve as the primary point of contact for this office.

Your Responsibilities Will Include

Administrative Support

• Real time email management and prioritisation
• Group Chief Officer: Commercial & Strategy’s message management and telephone screening
• Guest reception
• Manage and facilitate the Group Chief Officer: Commercial & Strategy ’s calendar to arrange appointments, meetings and conferences
• Review, proofread and edit documents prepared for the Group Chief Officer: Commercial & Strategy’s signature
• Ensure that the Group Chief Officer: Commercial & Strategy 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 for Board agenda items, Audit Committees etc.
• Co-ordinate reports that may require input from all departments and is presented to the Executive

Budget and Expense Management

• Assist the Group Chief Officer: Commercial & Strategy 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 Group Chief Officer: Commercial & Strategy’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 Group Chief Officer: Commercial & Strategy 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 3 -5 Years Secretarial Experience Which Includes

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

Job Knowledge

Core competencies, knowledge, and 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)
• 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