Executive Assistant Business Operations (MD’s Office)

Full Time Closes: September 14, 2022

Mission/ Core purpose of the Job
The responsibility of the EA Business Operations is to support the GlobalConnect MD, General Managers and the rest of the team with a variety of administrative tasks to support the day-to-day operations of the function. The nature of support will include, but is not limited to event/meeting planning, expense processing, internal communications, travel and logistics arrangements, administrative organisation for internal and external activities. The EA will support and coordinate with the marketing team for GlobalConnect marketing activities. The EA reports to the MD GlobalConnect Zambia.
Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA’s)
The EA Business Operations will be accountable to achieve the following objectives:
Diary management, scheduling, and prioritisation for the GlobalConnect Zambia MD:

Enable the GlobalConnect Zambia MD to balance their responsibilities and maximise his effectiveness
Assess the urgency and importance of situations/ scenarios and take the appropriate action to determine the necessary level of GlobalConnect Executive involvement
Diary management – set up and manage ad-hoc meetings for day-to-day operational requirements
Coordinate and assist with travel arrangements (flights, accommodation, transports, agendas, and all other logistics required to optimise the effectiveness of all people travelling

Administration:

Responsible for all core and ad-hoc functional administrative tasks for the GC MD/GM/respective allocated function
Assist in scheduling, coordinating, and organising periodic functional meetings for the GC MD/GM/respective allocated function
Ensure all relevant information is available and handy before any meetings, meeting rooms are booked and well equipped for the meetings
Manage the ordering, receiving and management of office supplies and stationery, catering and courier requests, and coordination with vendors as needed
Documenting and distributing minutes of meeting, as required
Arrange, coordinate, and provide on-ground support for multi-party events and meetings as applicable (involving Opcos/visitors etc)

Finance coordination and support:

Raise Purchase Requisitions in the IFS system for all GlobalConnect related purchases (project related, marketing, travel bookings), proactively ensuring approvals are received in a timely manner, and costs monitored (for travel bookings)
Manage the completion, submission & following up of invoices and expense claims
Purchase and place orders for required office supplies and other items

Communication:

Draft internal comms related to GlobalConnect Zambia business achievements
Prepare and draft critical correspondence, presentations, reports, and spreadsheets with attention to detail
Acts as the public relations representative for GlobalConnect Zambia
Support GlobalConnect marketing activities with the marketing team

Strategic document and content creation:

Create high-level documents translating business needs into functional presentations
Create content and analysis to support strategic intent
Create and maintain benchmarks to better understand and improve areas of GlobalConnect
Assist and support and provide input and by conducting reviews on materials, presentations, and communications
Analyse, gather, and summarise business and market information

Role Dependencies

Active support from the GlobalConnect Zambia Executive
Deep understanding of the GlobalConnect Zambia business strategy
Deep understanding of GlobalConnect Zambia marketing strategy and needs
Management of senior stakeholders

Job Requirements (Education, Experience and Competencies)
Education:

Academic Degree or Diploma in Administration
English (other languages an advantage)

Experience:

Minimum 5 years of Administrative Experience
Work across diverse cultures and geographies
Proven track record of execution and managing competing tasks and demands

Competencies:

Strong work ethic, Finisher-Completer, Self-starter
Business Acumen, Problem Solving, Information processing, Influencing others
Data interpretation, Judgement, Continuous improvement, Reporting
Poise, tact, and diplomacy
Get it done, Communication, Innovative, Agile, Accountable

To apply for this job email your details to GCRecruitment.Zambia@mtn.com

GCRecruitment.Zambia@mtn.com
Application email or URL: GCRecruitment.Zambia@mtn.com
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