Executive Assistant -EA.Technology Information

Executive Assistant -EA.Technology Information

To provide support and service to the Information Technology Office through a variety of administrative tasks and is trusted with complex duties and sensitive information.

• To act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage executive’s calendars and schedule meetings

Responsibilities

• Key Activities & Responsibilities

• Operational deliverables

• Ensure the smooth running of the office, working with the Information Technology Executive and also other executives, work on a wider basis with internal and external clients

• Acting as the point of contact between the Information Technology Executive and other Executives and internal or external colleagues

• Manage the Information Technology Executive’s Office on a day-to-day basis, and ensure that it is always accurate and on time

• Manage the Information Technology Executive’s diary to ensure all bookings, meetings requested and appointments are coordinated, booked and scheduled expertly and to minimise time wastage between appointments

• Assist with coordinating all social events connected to the Information Technology Executive’s office. This includes the preparation of costing, managing the budget and coordinating all activities for the success of the events.

• Tactfully manage sensitive matters and information regarding particular issues within the Information Technology Department

• Make all travel arrangements for the Information Technology Executive and Leadership team and ensure everything is ready prior to date of travel along with the detailed travel itineraries

• Documentation and Filing

• Develop and maintain an efficient documentation and filing (electronic and hard) process

• Cross-examine documents for the Information Technology Executive’s review to ensure quality control and the compliance of MTN policies

• Process all requisitions for the Information Technology Executive’s office

• Ensure adequate preparation for meetings by ensuring both incoming and outgoing documents are issued and received on time

• Minute taking

• Take accurate minutes at meetings, prepare, verify the meeting minutes and then distribute to all attendees within agreed timeline (within 24hrs)

• Ensure that Agenda items are listed and that action items are updated and clear

• Reporting and Communication

• Collate monthly activity reports from the different units within the assigned department for the Information Technology Executive’s review

• Perform quality control checks on the Information Technology Executive’s presentations, to ensure proper formatting and elimination of errors

• Respond to Client Queries on all issues and immediately escalate to the Leadership Team

• Communication of DOA etc. from the Desk of the Information Technology Executive

• Handle assigned Information Technology Executive’s internal and external designated correspondence

• Assist the Information Technology Senior Manager: Business Operations with reporting and project tracking where required and other duties when required

Qualifications

• Education, Skills and Experience

Education

• Diploma in Office Administration/Management or similar

Experience

• 5-8 years executive support working experience
• Proficient in Microsoft Office (Outlook, Word, Excel,and Power Point) and Adobe Acrobat

Skills

• Well-organised

• Time management skills

• Work independently

• Resourceful

• Innovative and proactive

• Ability to work under pressure

• Good communication skills – verbal and written

• Resilience

• About MTN South Africa

• Launched in 1994, MTN South Africa is a subsidiary of MTN Group, a leading emerging market operator with a clear vision to lead the delivery of a bold new digital world to our customers. We are inspired by our belief that everyone deserves the benefits of a modern connected life. The MTN Group is listed on the JSE Securities Exchange in South Africa under the share code ‘MTN’. Our strategy is Ambition 2025: Leading digital solutions for Africa’s progress.

• About the Team

• The Human Resources team partners with all aspects of the organization, driving success through the effective and innovative management of people for both current and future business needs.

Key roles that the Human Resources team performs:

• Executive Role: Specialists in all aspects of people management. High-level input at a strategic level into all key business decisions.

• Audit Role: Ensures all areas of the organization are compliant with legal requirements AND best practice employment policies and procedures.

• Facilitator Role: Close partnership to support, advise and extend the ability of all areas of the organization to meet their objectives through the implementation of highly effective employment practices in areas such as Talent Acquisition, Learning and Development, Reward systems, Performance Management, Health and Wellbeing.

• Consultancy Role: Provide expert advice to the organization and it’s managers on any aspect of workforce management and employee relations and performance.

• Service Role: Ensure the organization is fully aware of and is equipped to deal with developments impacting employment matters, such as changes in legislation, changes in the characteristics of the labor market.

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