Executive Secretary

When it comes to creating a place where everyone is welcome, were number 1.

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

Enable the MEs to focus on strategic priorities by providing comprehensive planning; organising; administrative, communication; coordination and internal & external stakeholder management as support to the Managing Executives(MEs) in managing their daily activities effectively. This includes, but not limited to: managing the MEs schedule, handling email correspondence, and organising meetings, coordinating travel arrangements; maintaining office equipment and supplies; filling, record keeping; putting together as well as ensuring timely budgeting and reporting

Email and Diary Management:

• Maintain the ME’s diary and schedule appointments and meetings.
• Manage email inbox and screen for relevance,priority and direct to relevant person.
• Screen meeting requests to relevant to MEs.
• Creation of time for MEs to complete specific tasks.

Communication:

• Provide secretarial support at various meetings and record minutes.
• Compile and consolidate presentations and monthly reports where necessary.
• Draft office communication updates on behalf of the Managing Executives
• Liaise with internal and external stakeholders, suppliers, service providers and VIP guests.
• Recording and minutes to be kept of meetings per agreement with the MEs and distributed to relevant parties within agreed timeframes.

Administrative Support:

• Co-ordinate events, meetings conferences, seminars, workshops, and management strategic workshops, on behalf of the MEs
• Coordinate team building and conference activities on behalf MEs.
• Book and co-ordinate travel arrangements and business itineraries for MEs national and international trips.
• Ensure the necessary office equipment and stationery is available for the business unit.
• Create and maintain an effective filing system.
• Log the necessary calls for office area maintenance.
• Schedule health and safety tours for MEs
• Log requests with respective team to manage the First Aid box.
• Keep a complete, and up to date record of all matters related to the Business area as per agreement with MEs

Relationship Management:

• Maintain a good working relationship with other divisions within the wider Vodacom business units and relevant Vodafone business units.
• Understands importance versus urgency of issues, and who needs to be addressed or informed.
• Knows what should be confidential and demonstrates a high level of discretion.
• Understands the various stakeholders who are important to the business and manages those relationships appropriately.

Business Support:

• Takes on specific business support activities as delegated by the MEs with high quality results in time and within budget.
• Align timelines, resources, budgeting, and reporting required for specific business support tasks.
• Budget and Reporting
• Ensure deadlines around budgeting and reporting are efficiently planned and delivered on behalf of the MEs.
• Ensure reconciliation of all spend for the MEs.
• Co-ordinate monthly operations report, and dashboard report agreed with MEs.
• Creation and receipting of POs as required.

Must have technical/professional qualifications:

• Matric is essential and A minimum of 2 years relevant executive secretarial experience essential.
• Relevant Secretarial certificate / Diploma (advantageous)
• Project management qualification (advantageous)

Core competencies, knowledge and experience

Knowledge

• Knowledge of Microsoft Office – Word, Outlook, Excel, and PowerPoint are essential.
• Knowledge of office management is essential.

Skills

• Excellent administration skills are essential.
• Excellent planning and organising skills are essential.
• Good interpersonal skills are essential.
• Good oral and written communication skills are essential.
• Ability to always maintain confidentiality essential.
• Ability to work under pressure and meet tight deadlines and embraces change.
• Ability to work independently.
• Results orientated and self-motivated

We make an impact by offering:

• Enticing incentive programs, competitive benefit packages, and an exclusive 13th cheque
• Retirement funds, risk benefits, and medical aid benefits
• Cell phone and data benefits, advantages fibre connection discounts, and exclusive staff discounts offered in collaboration with partner companies

Closing date for Applications: 31 May 2024

The base location for this role is –Vodacom Campus Midrand

The companys 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 organizational culture that recognizes, appreciates, and values diversity & inclusion.