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Executive Personal Assistant

4 weeks ago

Midrand, South Africa Vodafone Full time

**Role purpose**:
Manage the business administration and project support function within the office of the Chief Officer and serve as the primary point of contact for this office.

**Your responsibilities will include**:
**1. Administrative Support**
- Chief Officer message management and telephone screening
- Guest reception
- Manage and facilitate the Chief Officer’s calendar to arrange appointments, meetings and conferences
- Review, proofread and edit documents prepared for the Chief Officer signature
- Ensure that the Chief Officer’ is well prepared for meetings (includes ensuring documentation is given to the Chief Officer well ahead of the meeting)
- Ensure that the office of the CEO has all relevant documents for meetings between the CEO and Chief Officer ahead of meetings
- Monitor that all documents and information required for governance forums are submitted timeously for review by the Chief Officer (this includes reminding the CO of deadlines ahead of the deadline)
- 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
- Type, compile, edit and proofread documents as requested by the Chief Officer in accordance with Vodacom guidelines.
- Strive to ensure that the diary is synchronised to accommodate all meetings within reasonable time of request through consultation with the Chief Officer where the diary does not permit.

**2. Budget and Expense Management**
- Assist the Chief Officer 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

**3. Travel Management**:

- Manage all travel for local and international trips
- Prepare the Chief Officer’s itinerary for all trips

**4. Event Management**
- Event management for all functions hosted by the Chief Officer office for their cost centre
- Responsible for all logístical 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

**Must have technical / professional qualifications**:
Matric
Secretarial Certificate / Diploma essential

**Job Experience**:
Minimum of 3 -5 years secretarial experience which includes:
A minimum of 1 years’ experience as a PA supporting an Chief Officer or equivalent in a listed company
A minimum of 1 years working in a (BU specific) related environment
A Project management experience

**Core competencies, knowledge and experience**:
**Job Knowledge**:
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

Closing date for Applications**:17 August 2023.**

The base location for this role is,** Midrand, Vodacom Campus.**

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 organisational culture that recognises, appreciates and values diversity & inclusion.

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