Administrative Support Coordinator
2 weeks ago
As an Administrative Support Coordinator at Vodacom, you will play a crucial role in managing the business administration and project support function within the office of the VB Director. Your primary responsibility will be to serve as the primary point of contact for this office.
Your key responsibilities will include:
- Administrative Support
Providing real-time email management and prioritization
Managing the VB Director's message and telephone screening
Guest reception and coordination
Facilitating the VB Director's calendar to arrange appointments, meetings, and conferences optimally
Reviewing, proofreading, and editing documents prepared for the VB Director's signature
Ensuring the VB Director is well-prepared for meetings
Developing and maintaining office management systems, including data management and filing
Accurate minute-taking during meetings
Document compilation and consolidation in line with various submission requirements
Coordinating reports that may require input from all departments and presented to Executives
Taking meticulous minutes and action items for the VB Director and ensuring completion
Arranging and managing personal arrangements/activities/requests with confidentiality - Budget and Expense Management
Assisting the VB Director with budget OPEX and CAPEX budget administration for their cost centre
Ensuring expenditure documentation is checked and prepared in accordance with policies and procedures
Collecting tax invoices and receipts for payment purposes
Reconciling expenditures in accordance with source and reference data
Processing reconciliations and payments within turnaround time
Processing expense reports
Budget transfers
Filing expenses within 30 days or as per request - Travel Management
Managing all travel for local and international trips
Preparing the VB Director'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 VB Directors office for their cost centre
Responsible for all logistical arrangements for events, conferences, team builds, workshops, seminars etc.
Venue booking and preparation
Confirmation of speakers
Attendance of delegates
Preparation of agenda
Preparation of presentations
Sourcing promotional items and branded gifts
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