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Executive 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 Managing Executive: Internal Audit and serve as the primary point of contact for this office.

**Your responsibilities will include**:
**Administrative Support**
Managing Executive: Internal Audit’s message management, telephone screening and Guest reception Manage and facilitate the Managing Executive: Internal Audit’s calendar to arrange appointments, meetings and conferences
Ensure that the Managing Executive: Internal Audit 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 and internal matters
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
Prepare PowerPoint presentations, weekly and monthly reports as required
Assist new personnel with obtaining necessary office equipment and management of stationery for division.
Responsible for office area maintenance
Maintain a close working relationship with other divisions within the wider Vodacom business units and relevant Vodafone business units.

**Budget and Expense Management**
Assist the Managing Executive: Internal Audit 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 and budget transfers

**Travel Management**
Manage all travel for local and international trips
Prepare the Managing Executive: Internal Audit’s itinerary for all trips

**Event Management**
Event management for all functions hosted by the Managing Executive: Internal Audit 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

Matric
Secretarial Certificate / Diploma essential
Minimum of 3 -5 years secretarial experience which includes:
A minimum of 1 years’ experience as a PA supporting a Managing Executive in a listed company
A minimum of 1 year working in a (BU specific) related environment
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
Good interpersonal skills are essential and a team player
Team cohesion ability

Closing date for Applications**: 22 June 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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