Executive Secretary- Compliance

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

**Role Purpose/Business Unit**:

- Provide secretarial and administrative support to the ME: Group Compliance / ME: Group Legal
- Assist in creating a high-performing team by supporting the wider teams and ensuring team communication, activities and celebrations.
- Organisational and administrative support for the Vodacom Intellectual Property portfolio

**Your responsibilities will include**:

- Maintain and manage multiple complex calendars and schedule meetings, and appointments, including booking boardroom and arranging catering on as needed basis.

**Communication (Oral and Written)**:

- Screen and direct incoming calls to relevant person/department
- Provide secretarial support at various meetings and record minutes.
- Prepare PowerPoint presentations and reports and assist with preparation and formatting of all manner of documents
- Compose and type responses to office correspondence and inquiries for the ME: Group Compliance / ME : Group Legal signature.
- Liaise with clients, suppliers, service providers and VIP guests.

**Organisational and administrational support including office maintenance**:

- Co-ordinate events, meetings conferences, seminars, workshops and management of strategic workshops
- Coordinate team building and conference activities.
- Assist new personnel with obtaining necessary office equipment and management of stationery for division.
- Create and maintain an effective filing system
- Responsible for office area maintenance
- Administration of company tools such as company phones, SIM cards, IT equipment
- Ensure health and safety awareness and adherence in the office are adopted by the whole team
- Ensure all operational risks are up to date and are managed accordingly
- Organisational and administrative support for the Vodacom Intellectual Property portfolio
- Updating and maintaining of electronic storage/ repositories of agreements, opinions, reports and other documents
- Arranging for electronic signature of agreements and other documents using Docu-sign or other electronic signature platforms
- Tracking all tasks and work in progress and reporting on work in progress
- Other administrative tasks on an as needed basis

**Relationship Management and Team Culture**:

- Maintain a close working relationship with other divisions within the wider Vodacom business units and relevant Vodafone business units.
- Understands importance versus urgency of issue, and who needs to be addressed or informed
- Knows what should be confidential and demonstrates a high level of discretion
- Understands the players who are important to the business and manages those relationships appropriately
- Assisting with onboarding of new team members

**Budget and Reporting**:

- Ensure deadlines around budgeting, reporting, training etc. are efficiently planned and delivered
- Ensure reconciliation of all spend
- Co-ordinate standard monthly reports and other reports
- Provide overview of opex budget and direct expenses budget and highlight anomalies
- Ensuring the processing of all supplier invoices, claims and expenses (including creating and receipting of purchase orders, and managing records in Excel and budgets in relation thereto).

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

- Knowledge of Microsoft Office - Word, Outlook, Excel and PowerPoint, SharePoint Microsoft Project, Internet, Oracle etc. is essential
- Knowledge of IT/ Telecommunications environment will be an advantage.
- Knowledge of office management is essential
- Financial administration experience will be beneficial
- Para-legal experience will be beneficial
- A minimum of 3 years executive secretarial experience
- Minimum 5 years Business Administration experience in a corporate environment
- Must have experience in dealing with Directors and Senior Leadership team members
- Experience within the telecoms/ ICT or law firm environment would be an advantage
- Matric is essential
- Secretarial certificate/ diploma or equivalent qualification is essential
- Excellent administration skills are essential
- Excellent organizational and time management skills are essential
- Ability to pay attention to detail is important
- Computer Literacy skills - MS Office (Word, Outlook, Excel, PowerPoint) are essential
- Excellent interpersonal and communication skills are essential and a team player
- Good oral and written communication skills are essential
- Ability to maintain confidentiality at all times
- Ability to work under pressure and meet tight deadlines and embraces change
- Ability to work independently
- Results orientated and self-motivated
- Business awareness of Online, sales, service, marketing and finance is essential
- Team cohesion ability
- Political savvy
- Ability to co-ordinate across multiple time zones
- Good numeracy skills

**We make an impact by offering**:

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