Overview
Executive Personal Assistant Jobs in Johannesburg, Gauteng, South Africa at Vodacom
Title: Executive Personal Assistant
Company: Vodacom
Location: Johannesburg, Gauteng, South Africa
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Role Purpose/Business UnitManage the business administration and project support function within the office of the Chief Officer: Mergers & Acquisitions and Business Development.
Your Responsibilities Will Include
Administrative Support
Real time email management and prioritisation
Chief Officer message management and telephone screening
Guest reception
Manage and facilitate the Chief Officer’s calendar to arrange appointments, meetings and conferences
Review, proofread and edit documents prepared for the Chief Officer’s signature
Ensure that the Chief Officer’s is well prepared for meetings (includes ensuring documentation is given to the Chief Officer well ahead of the meeting)
Monitor that all documents and information required for governance forums are submitted timeously for review by the ME (this includes reminding the CO of deadlines ahead of the deadline)
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 for Board agenda items, Audit Committees etc.
Co-ordinate reports that may require input from all departments and is presented to the Executive
Strive to ensure that the diary is synchronised to accommodate all meetings within reasonable time of request through consultation with the ME where the diary does not permit.
Budget and Expense Management
Assist the Chief Offier 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
Reconcile & File all expenses for Chief Officer in accordance to credit card statements with source and reference data
Process reconciliations and payments within turnaround time
Process expense reports
Budget transfers
Travel Management
Manage all travel for local and international trips
Prepare the ME’s 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 ME 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
Matric
Secretarial Certificate / Diploma essential
Minimum of 5+ years secretarial experience which includes:
A minimum of 1 years’ experience as a PA supporting an ME or above in a listed company
Project management experience
Job Knowledge
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 co…
