About this role
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.
Mission/ Core purpose of the Job
To provide support and service to the CXO 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
Key Activities & Responsibilities
Operational deliverables
- Ensure the smooth-running of the office, working with the CXO Executive and also other executives, work on a wider basis with internal and external clients
- Acting as the point of contact between the CXO Executive and other Executives and internal or external colleagues
- Manage the CXO Executive’s Office on a day to day, and ensure that their always accurate and on time
- Manage the CXO Executive’s diary to ensure all bookings/ meeting requested and appointments are co oridnated, booked and scheduled expertly and to minimise time wastage between appointments
- Assist with coordinating all social events connected to the CXO’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 CXO Department
- Make all travel arrangements for the CXO 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 CXO Executive’s review to ensure quality control and the compliance of MTN policies
- Process all requisitions for the CXO’s office
- Ensure adequate preparation for meetings by ensuring both incoming and outgoing documents are issues and received on time
Minute taking
- Take accurate minutes at meetings, prepare, verify the meeting minutes and then distribute to all attendees within agreed time line (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 CXO Executive’s review
- Performs quality control checks on CXO’s presentations, to ensure proper formatting and elimination of errors
- Responds to Client Queries on all issues and immediately escalates to the Leadership Team
- Communication of DOA etc. from the Desk of the CXO Executive
- Handle assigned CXO Executive’s internal and external designated correspondence
- Assist CXO Senior Manager Business Operations with reporting and project tracking where required and other duties when required
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