Executive Personal Assistant

Vodafone Global Enterprise is part of the Vodafone Group, dedicated to simplifying the management of global communications for the world's largest multi-national companies.

Specialists in enterprise mobility, Vodafone Global Enterprise focuses on implementing mobility strategies and solutions tailored to the needs of global corporations - enabling them to focus on their core business

With over a billion people spread across over 50 countries, Africa is developing at an unprecedented rate, The GDP of the continent is expected to hit $2.6 trillion by the year 2020. This expansion is matched by the growth in mobile subscribers. These have increased by some 20% each year over the past six years, with over 75% penetration and more than a billion subscribers expected by the end of 2016.

Many global businesses are now firmly established across the continent and are taking advantage of the many opportunities for expansion. By helping businesses manage the complex business challenges that exist in Africa, we are helping to transform the way the region's businesses participate in today's fast-moving global economy.Role Purpose/Business Unit:

Manage the business administration and project support function within the office of the Chief Officer : M&A and BD.

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 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