Executive Personal Assistant

Administrative
Johannesburg (Gauteng), Gauteng (South Africa), South Africa
January 13, 2025
Full-time
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Job Description

When it comes to growing Talent, 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 VB Director and serve as the primary point of contact for this office

Your Responsibilities Will Include

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

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

    • 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

    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

    Must have technical / professional qualifications:

    • Matric
    • Diploma/Degree an added advantage
    • 5+ years secretarial experience

    Job Knowledge

    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

    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 2025

    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.

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