Job Description

A client in IT/Telecommunications is looking for an Executive Secretary to provide secretarial and administrative support to Managing Executive in the Division.

Assist in creating a high performing team by supporting the wider teams and ensuring team communication, activities, and celebrations.

Email and Diary Management:

• Maintain the Managing Executive of Divisionxc3xa2xe2x82xacxe2x84xa2s diary and schedule appointments.
• Manage email inbox

Communication (Oral and Written):

• Screen and direct incoming calls to the relevant person/department
• Provide secretarial support at various meetings and record minutes.
• Prepare PowerPoint presentations and monthly reports
• Compose and type responses to office correspondence and inquiries for the Managing Executivexc3xa2xe2x82xacxe2x84xa2s signature.
• Liaise with clients, suppliers, service providers, and VIP guests.

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Organisational and administrational support including Office maintenance:

• Co-ordinate events, meetings conferences, seminars, workshops, and management strategic workshops, for the ME of the Division and the Executive Heads
• Coordinate team building and conference activities.
• Coordinate travel arrangements and business itineraries for national and international. Keep a complete, confidential, and up-to-date record of all matters related to the Business area.
• Assist new personnel with obtaining necessary office equipment and management of stationery for the division.
• Create and maintain an effective filing system.
• Responsible for office area maintenance
• Administration of company tools such as company phones, SIM cards, IT equipment
• Ensure health and safety awareness and adherence in the office is adopted by the whole team
• Ensure all operational risks are up to date and are managed accordingly

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Relationship Management and Team Culture:

• Maintain a close working relationship with other divisions within the wider Vodacom business units and relevant Vodafone business units.
• Understand the importance versus urgency of the issue, and who needs to be addressed or informed
• Knows what should be confidential and demonstrates a high level of discretion
• Understand the players who are important to the business and manage those relationships appropriately

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Budget and Reporting:

• Ensure deadlines around budgeting, reporting, training, etc. are efficiently planned and delivered
• Ensure reconciliation of all spending for the ME and Executive Heads
• Co-ordinate monthly operations report and dashboard report
• Provide an overview of the opex budget and direct expenses budget and highlight anomalies

• Matric is essential
• A secretarial certificate/ diploma qualification is essential
• A minimum of 2 - 3 years of executive secretarial experience
• Minimum 1 - 3 years of Business Administration experience in a corporate environment
• Minimum of 6 months experience working with Oracle Financials

Job Related Skill:

• Excellent administration skills are essential
• Excellent organisational skills are essential
• The ability to pay attention to detail is important
• Computer Literacy skills xc3xa2xe2x82xacxe2x80x9c MS Office (Word, Excel, PowerPoint) are essential
• Good interpersonal skills are essential and a team player
• Good oral and written communication skills are essential
• Ability to maintain confidentiality at all times
• Ability to work under pressure meet tight deadlines and embrace change
• Ability to work independently
• Results-orientated and self-motivated
• Business awareness of Online, sales, service, marketing, and finance is essential
• Team cohesion ability
• Political savvy

Job Related Skill:

• Excellent administration skills are essential
• Excellent organisational skills are essential
• The ability to pay attention to detail is important
• Computer Literacy skills xc3xa2xe2x82xacxe2x80x9c MS Office (Word, Excel, PowerPoint) are essential
• Good interpersonal skills are essential and a team player
• Good oral and written communication skills are essential
• Ability to maintain confidentiality at all times
• Ability to work under pressure and meet tight deadlines and embrace change
• Ability to work independently
• Results-orientated and self-motivated
• Business awareness of Online, sales, service, marketing, and finance is essential
• Team cohesion ability
• Political savvy

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