Executive Assistant Technology & CBU FBP

When it comes to putting people first, we're number 1.

The number 1 Top Employer in South Africa.

Certified by the Top Employer Institute 2024.

Role Purpose/Business Unit

Manage the business administration and project support function within the office of the 2 Managing Executives and serve as the primary point of contact for these offices.

Your Responsibilities Will Include

1. Administrative Support
2. Real-time email management and prioritisation
3. ME’s message management and capacity screening
4. Guest reception
5. Manage and facilitate the ME’s calendar to arrange appointments, meetings and conferences
6. Prepare, review, proofread and edit documents prepared for the MEs signature
7. Ensure that the ME’s are well prepared for meetings
8. Devise and maintain office management systems, including data management and filing
9. Administrative support during meetings in terms of accurate minute taking
10. Document compilation and/or consolidation in line with various submission requirements
11. Provide administrative support for the completion of documentation for Board agenda items, Audit Committees etc.
12. Draft and complete reports that may require input from all departments and is presented to the Executive
13. Budget and Expense Management
14. Assist the MEs with budget OPEX and CAPEX budget administration for their cost centre
15. Ensure that expenditure documentation is checked and prepared in accordance with policies and procedures
16. Ensure that tax invoices and receipts are collected for payment purposes
17. Expenditure to be reconciled in accordance with source and reference data
18. Process reconciliations and payments within turnaround time
19. Process expense reports
20. Budget transfers
21. Leave absence stakeholder management and support to assigned DoA during the leave period
22. Travel Management
23. Manage all travel for local and international trips
24. Prepare the ME’s itinerary for all trips
25. Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex
26. Event Management
27. Event management for all functions hosted by the ME’s office for their cost centre
28. Responsible for all logistical arrangements for events, conferences, team builds, workshops, seminars etc.
29. Project Management
30. Carry out specific projects and related research
31. Work with project teams
32. Project coordination on demand

The Ideal Candidate For This Role Will Have

1. Matric
2. Relevant Secretarial certificate / Diploma essential
3. Project management qualification advantageous

Job Experience

1. Minimum of 5 – 8 years secretarial experience which includes:
2. a minimum of 3 years’ experience as an Executive PA supporting an Executive Director in a listed company
3. a minimum of 3 years working in a (BU) related environment
4. Project management experience

Job Knowledge

1. Advanced knowledge of Microsoft Office – Outlook, Word, Excel, PowerPoint, and Internet (essential)
2. Knowledge of office management (essential)
3. Knowledge of IT/Telecommunications environment (advantageous)
4. Financial administration experience
5. Knowledge of SAP EVO (advantageous)
6. Project management and project coordination

Job-Related Skills

1. Excellent administration skills
2. Excellent organisational skills
3. Excellent oral and written communication
4. Ability to pay attention to detail
5. Ability to maintain confidentiality at all times
6. Ability to work under pressure and meet tight deadlines
7. Ability to work independently
8. Results-orientated and self-motivated
9. Forward-thinking and proactive
10. Ability to execute multiple activities simultaneously
11. Ambassador of executive’s team strategy
12. High degree of professional maturity and commercial acumen in execution of functions

We Make An Impact By Offering

1. Enticing incentive programs and competitive benefit packages
2. Retirement funds, risk benefits, and medical aid benefits
3. Cell phone and data benefits, advantages fibre connection discounts, and exclusive staff discounts offered in collaboration with partner companies

Closing date for Applications: 20 September 2024.

The base location for this role is Midrand, Vodacom Campus.

The company's 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 organisational culture that recognises, appreciates, and values diversity & inclusion.