Executive Assistant

4 weeks ago

Johannesburg, South Africa MTN Group Full time
To provide support and service to the CXO Office through a variety of administrative tasks and is trusted with complex duties and sensitive information. To act as the point of contact among executives, employees, clients and other external partners Manage information flow in a timely and accurate manner Manage executive’s calendars and schedule meetings

Operational deliverables
• Ensure the smooth-running of the office, working with the CXO Executive and also other executives, work on a wider basis with internal and external clients
• Acting as the point of contact between the CXO Executive and other Executives and internal or external colleagues
• Manage the CXO Executive’s Office on a day to day, and ensure that their always accurate and on time
• Manage the CXO Executive’s diary to ensure all bookings/ meeting requested and appointments are coordinated, booked and scheduled expertly and to minimise time wastage
between appointments
• Assist with coordinating all social events connected to the CXO’s office. This includes the preparation of costing, managing the budget and coordinating all activities for the
success of the events.
• Tactfully manage sensitive matters and information regarding particular issues within the CXO Department
• Make all travel arrangements for the CXO Executive and Leadership team and ensure everything is ready prior to date of travel along with the detailed travel itineraries
 

Documentation and Filing
• Develop and maintain an efficient documentation and filing (electronic and hard) process
• Cross- examine documents for CXO Executive’s review to ensure quality control and the compliance of MTN policies
• Process all requisitions for the CXO’s office
• Ensure adequate preparation for meetings by ensuring both incoming and outgoing documents are issues and received on time
Minute taking
• Take accurate minutes at meetings, prepare, verify the meeting minutes and then distribute to all attendees within agreed time line (within 24hrs)
• Ensure that Agenda items are listed and that action items are updated and clear


Reporting and Communication
• Collate monthly activity reports from the different units within the assigned department for the CXO Executive’s review
• Performs quality control checks on CXO’s presentations, to ensure proper formatting and elimination of errors
• Responds to Client Queries on all issues and immediately escalates to the Leadership Team
• Communication of DOA etc. from the Desk of the CXO Executive
• Handle assigned CXO Executive’s internal and external designated correspondence
• Assist CXO Senior Manager Business Operations with reporting and project tracking where required and other duties when required

Qualifications 

Matric/Grade 12 Diploma in Office Administration/Management or similar

Experience:

5-8 years executive support working experience Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat

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