Executive Secretary - MTN

eg. Accountant or Accounting or Kempinski



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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.

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  • 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.

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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

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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.

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