Executive Personal Assistant

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:

• 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 Steer Cos 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

• 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

• 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 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
• Secretarial Certificate / Diploma essential

Job Knowledge:

• Advanced knowledge of Microsoft Office – Outlook, Word, Excel, Power Point, 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

Job Experience:

• Minimum of 3 -5 years secretarial experience which includes:
• a minimum of 1 years’ experience as an PA supporting a Chief Officer in a listed company
• a minimum of 1 years working in a (BU specific) related environment
• Project management experience

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:30 October 2024

The base location for this role is, Vodacom Campus Midrand

Vodacom is committed to an organisational culture that recognises, appreciates and values diversity & inclusion.