Executive Secretary

3 weeks ago


Johannesburg, Gauteng, Saudi Arabia Vodafone Global Enterprise Full time

Your responsibilities will include:

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.

The Ideal candidate for this role will have:

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

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