The Number 1 Top Employer in South Africa Vodafone is Hiring For An Executive Secretary
- Location: Midrand, South Africa
- Number of Vacancies: 1
- Closing Date: 31 May 2024
About Vodafone
Vodafone Group Plc is a British multinational telecommunications company. Its registered office and global headquarters are in Newbury, Berkshire, England. It predominantly operates services in Asia, Africa, Europe, and Oceania.
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Key Responsibilities
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
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.
Requirements
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
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