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Executive Secretary

Vodafone - Midrand, Gauteng

Job Details

Full Job Description

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When it comes to creating a place where everyone is welcome, we're number 1.

The number 1 Top Employer in South Africa.
Certified by the Top Employer Institute 2024.

Role Purpose/Business Unit:

Enable the MEs to focus on strategic priorities by providing comprehensive planning; organising; administrative, communication; coordination and internal & external stakeholder management as support to the Managing Executives(MEs) in managing their daily activities effectively. This includes, but not limited to: managing the ME's schedule, handling email correspondence, and organising meetings, coordinating travel arrangements; maintaining office equipment and supplies; filling, record keeping; putting together as well as ensuring timely budgeting and reporting

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

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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)

Core competencies, knowledge and experience

Knowledge

Knowledge of Microsoft Office – Word, Outlook, Excel, and PowerPoint are essential.
Knowledge of office management is essential.

Skills

Excellent administration skills are essential.
Excellent planning and organising skills are essential.
Good interpersonal skills are essential.
Good oral and written communication skills are essential.
Ability to always maintain confidentiality essential.
Ability to work under pressure and meet tight deadlines and embraces change.
Ability to work independently.
Results orientated and self-motivated

We make an impact by offering:

Enticing incentive programs, competitive benefit packages, and an exclusive 13th cheque
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: 31 May 2024

The base location for this role is –Vodacom Campus Midrand

The company's approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we actively encourage and welcome people with various disabilities to apply.
Vodacom is committed to an organizational culture that recognizes, appreciates, and values diversity & inclusion.

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Role Purpose/Business Unit:

Your responsibilities will include:

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The Ideal candidate for this role will have:

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