Executive Personal Assistant

Role Purpose / Business Unit: Manage the business administration and project support function within the office of the VB Director and serve as the primary point of contact for this office.

Your responsibilities will include:

1. Administrative Support
   Real time email management and prioritisation
   VB Directors message management and telephone screening
   Guest reception
   Manage and facilitate the VB Director's calendar to arrange appointments, meetings and conferences optimally
   Review, proofread and edit documents prepared for the VB Directors signature
   Ensure that the VB Director is well prepared for meetings
   Devise and maintain office management systems, including data management and filing
   Administrative support during meetings in terms of accurate minute taking
   Document compilation and / or consolidation in line with various submission requirements
   Provide administrative support for the completion of documentation or agenda items, VB Exco; Business SteerCos etc.
   Co-ordinate reports that may require input from all departments and is presented to the Executives
   Take meticulous minutes and action items for the VB Director and ensure completion
   Arrange and manage personal arrangements / activities / requests with confidentiality
2. Budget and Expense Management
   Assist the VB Director with budget OPEX and CAPEX budget administration for their cost centre
   Ensure that expenditure documentation is checked and prepared in accordance with policies and procedures.
   Ensure that tax invoices and receipts are collected for payment purposes.
   Expenditure to be reconciled in accordance with source and reference data.
   Process reconciliations and payments within turnaround time
   Process expense reports
   Budget transfers
   Expenses processed and filed within 30 days or as per ask
3. Travel Management
   Manage all travel for local and international trips
   Prepare the VB Directors itinerary for all trips
   Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex
4. Event Management
   Event management for all functions hosted by the VB Directors office for their cost centre
   Responsible for all logistical arrangements for events, conferences, team builds, workshops, seminars etc.
   which includes:
   Venue booking and preparation
   Confirmation of speakers
   Attendance of delegates
   Preparation of agenda
   Preparation of presentations
   Sourcing promotional items and branded gifts

The Ideal Candidate for this role will have:

1. Must have technical / professional qualifications:
   Matric
   Diploma / Degree an added advantage
   5+ years secretarial experience
2. Core competencies, knowledge and experience:
   Advanced knowledge of Microsoft Office – Outlook, Word, Excel, PowerPoint, Microsoft Project and Internet (essential)
   Knowledge of office management (essential)
   Knowledge of IT / Telecommunications environment (advantageous)
   Financial administration experience
   Knowledge of SAP EVO (advantageous)
   Project management and project coordination
3. Job Related Skills:
   Excellent administration skills
   Excellent organisational skills
   Excellent oral and written communication
   Ability to pay attention to detail
   Ability to maintain confidentiality at all times
   Ability to work under pressure and meet tight deadlines
   Ability to work independently
   Results orientated and self-motivated
   Forward thinking and proactive
   Ability to execute multiple activities simultaneously

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