Executive Assistant - Fp&A And D&A

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Role Purpose :

The Executive Personal Assistant is responsible for managing the business administration and project support function within the office of the Managing Executive. This role serves as the primary point of contact for the office, ensuring smooth operations and effective communication. The Executive Personal Assistant plays a strategic role in supporting the executive's goals and objectives, contributing to the overall success of the FP&A and D&A function. This role requires exceptional organisational skills, the ability to manage multiple priorities, and strong discretion in handling sensitive information. The EA will act as a trusted partner, ensuring smooth day-to-day operations and supporting key business functions.

Your responsibilities will include :

1. Administrative Support

• Manage the Managing Executive's calendar, scheduling meetings, and prioritizing appointments.
• Coordinate and prepare agendas, materials, and minutes for executive meetings.
• Act as a gatekeeper for emails, calls, and in-person requests, ensuring efficient time management.
• Handle confidential and sensitive business matters with discretion.
• Guest reception and coordination of visitor arrangements
• Preparation, review, proofreading, and editing of documents for the Managing Executive's signature
• Ensuring the Managing Executive is well-prepared for meetings with relevant materials and information
• Office management systems, including data management and filing
• Accurate minute-taking during meetings and administrative support
• Compilation and consolidation of documents for various submission requirements.
• Administrative support for Board agenda items, Audit Committees, and other documentation.
• Drafting and completing reports requiring input from all departments for presentation.

2. Budget and Expense Management

• Assisting the Managing Executive with OPEX and CAPEX budget administration for their cost centre.
• Checking and preparing expenditure documentation in accordance with policies and procedures.
• Collecting tax invoices and receipts for payment purposes.
• Reconciling expenditure in accordance with source and reference data.
• Processing reconciliations and payments within turnaround time.
• Processing expense reports.
• Managing stakeholder support (supporting the person who has DoA) during leave periods.

3. Travel Management

• Managing all travel arrangements for local and international trips.
• Preparing detailed itineraries for all trips.
• Handling all travel logistics, including visa applications, hotels, flights, meetings, transport, and Forex

4. Event & Project Management

• Coordinating events hosted by the Managing Executive's office for their cost centre.
• Handling logistical arrangements for events, conferences, team builds, workshops, and seminars. Carrying out specific projects and related research.
• Working with project teams and coordinating project activities as needed.
• Assist in tracking strategic initiatives, ensuring follow-ups and deadlines are met.
• Support the preparation of reports, presentations, and data-driven insights for leadership meetings.
• Conduct research and summarise key findings for decision-making.
• Liaise with internal teams (Finance, Capex, Data & Analytics) to ensure smooth cross-functional collaboration.

The ideal candidate for this role will have :

• Matric
• Minimum of 5 – 8 years secretarial experience which includes :
• a minimum of 3 years' experience as an Executive PA supporting an Executive Director in a listed company
• a minimum of 3 years working in a (BU) related environment

Job Knowledge :

• Advanced knowledge of Microsoft Office – Outlook, Word, Excel, PowerPoint, and Internet (essential)
• Knowledge of office management (essential)
• Knowledge of SAP EVO (advantageous)
• Project management and project coordination

Job Related Skills :

• Excellent organisational skills
• Excellent oral and written communication
• Ability to pay attention to detail
• Ability to always maintain confidentiality
• 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
• Ambassador of executive's team strategy
• High degree of professional maturity and commercial acumen in execution of functions

We make an impact by offering :

Enticing incentive programs and competitive benefit packages

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 : 08 May .

The base location for this role isMidrand, Vodacom Campus.

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.