Executive Secretary - MTN

The core purpose of the Executive Secretary is to provide an efficient administration and thus contribute to the smooth operation of the department office support service to the Executive: Regional Operations and BRC.

Context (Global influences, environmental/industry demands, organisational mission etc.)

• Rapid growth and expansion of MTN operations.
• An evolving macro-economic environment both local and international.
• The shifting phase of evolution in the organization life cycle.
• Company Mission, policies and procedures.
• MTN business plan.
• Company objectives for level and quality of service.

• The increasing need for skills enhancement and development.
• Locally available skills and manpower.
• Increased need to relate with several parts and at all levels within and outside MTN.
• Requiring interrelationships at an influential level both internal and external to the organisation.
• Administrative support across a varied and deadline driven corporate affairs environment.
• Fast changing dynamics and communicative requirements.

Key Performance Areas:

• Role Complexity:
  • Proactively manage the assigned Exec’s diary, and seamlessly plan his/her itinerary, schedule and meetings.
  • Liaise with Finance Expenditure to ensure payments to third party suppliers in relation to expenses of the Exec’s office.
• Task Complexity:
  • Indicates those KPA’s that are essential to the position itself. These are normally specific to the incumbent, the job, and the function. Excludes role and leadership / management.
  • Manage the day-to-day administration of the assigned exec’s office and diary.
  • Develop and maintain an efficient documentation and filing (electronic and hard) process.
  • Write minutes of meetings and produce memos of such for review.
  • Tactfully manage sensitive matters and information regarding peculiar issues within the department.
  • Cross-examine documents for Exec’s review to ensure quality control and compliance to MTN policies.
  • Handle assigned Exec’s internal and external designated correspondence.
  • Collate monthly activity reports from the different units within the assigned department for the exec’s review.
  • Processes all requisitions for the Exec’s office.
  • Performs quality control checks on Exec’s presentations, to ensure proper formatting and elimination of errors.
  • Respond to customer queries and requests on non-technical issues and escalate to the Exec when necessary.
  • Coordinate the organization of social events connected to the Exec’s office. This includes preparing cost estimates, managing the budgets and coordinating all activities for the success of the programme.
  • Make efficient travel arrangements for the Exec’s office.
• Supervisory / Leadership / Managerial Complexity:
  • Efficient self-supervision to ensure smooth running of the office.

Lateral dimensions of the position

• Creativities (improvement/innovation inherent)
• Develop and maintain an effective and efficient document filing system (both electronic and manual).
• Develop and continually improve a document tracking system.
• Vulnerabilities (control span)
  • Sensitivity of documents and information into and from the Exec’s office.
  • Difficulty in document tracking.
  • Equipment availability.

Collaboration

• Responsibility towards:
• Direct reports: None
• Matrix reports: None
• Key customers: Finance Personnel, Exec’s internal and external customers, Third party suppliers.
• Key suppliers: Departmental administrators.
• Relations, etc: Other PA s’ across the company, other Execs across the company

Discretionary Space

• Independent thought and Judgment:
• Personal Initiative in scheduling assigned Exec’s appointments.

Job Requirements

• Education:
  • Matric
  • A good first degree preferably in Secretarial Administration
• Experience:
  • At three years’ experience in an administrative capacity in a reputable company.
  • Experience in administrative support for a top management personnel of a reputable company, with local and international operations.
• Training:
  • Customer care/focus.
  • Effective communication skills.
  • Effective business writing skills.
  • Finance for non-finance persons.
  • General Office administration and performance standards.
  • Microsoft Office suite
  • Department-specific applications
  • ORACLE

Competencies

• Behaviours and competencies

Knowledge:

• Strong hands-on knowledge of Microsoft Office suite programs.
• Thorough knowledge of MTN general administration policies, including approval ceilings and jurisdiction.
• Importance of customer service orientation
• Head - Big Picture Focus
• Solution Provider - Executes task in relation to tactical plans
• Problem Solver - Learns from others and draws on past experience to solve challenges
• Quality Enabler - Executes on commercial practices and identifies areas of continuous improvement
• Heart – Emotionally Intelligent
• Culture and Change Champion - Role models ethical practices by living the MTN values and vital behaviours
• Caring People Employee - Is self-aware and takes accountability own personal development to realise full potential
• Relationship Manager - Champions the MTN brand
• Hands – Results Focused
• Results Achiever - Delivers individual results and support team objective
• Operationally Astute - Organizes work to deliver on daily priorities and plans

Skills / physical competencies:

• Good interpersonal relationships with different levels of management.
• Customer and service orientation.
• Maintains poise and confidence under pressure.
• Good communications skills.
• Ability to work with little or no supervision and produce excellent results.
• Excellent computer skills.