Gr de Pinho

Highly experienced and professional Personal Assistant with over 20 years of comprehensive administrative and executive support experience across diverse industries. Known for exceptional organizational skills, attention to detail, and the ability to manage complex schedules, travel arrangements, and office operations with efficiency and discretion. Adapt at multitasking, handling confidential information, and liaising effectively with internal teams and external stakeholders.

A dependable and proactive individual who thrives in fast-paced environments and is committed to supporting senior management with precision and dedication.

Personal Assistant - MA Automotive Tool & Die (Pty) Ltd

(2012-04 - 2022-11)

• Managing complex schedules, scheduling meetings and coordinating appointments.
• Booking flights, hotels, and transportation, managing travel itineraries, and handling travel expenses.
• Handling email, phone calls, and correspondence, acting as the first point of contact.
• Preparing meeting agendas, taking minutes, and distributing meeting materials.
• Preparing reports, presentations, and other documents.
• Organizing and maintaining files, databases, and other information resources.
• Screening calls, emails, and visitors, prioritizing information and requests.
• Organizing events, conferences, and other gatherings.
• Assisting with projects, conducting research, and preparing materials.
• Ordering office supplies, managing the office environment, and ensuring smooth operations.
• Maintaining strict confidentiality regarding sensitive information.
• Addressing issues and finding solutions to ensure the day runs smoothly.
• Co-ordinating Management diary, scheduling meetings and boardrooms.
• Daily attending Production Meetings and taking minutes.
• Daily verifying Assembly and Press Line stroke performance data, uploading reports to Excel and distributing to Managers and Team Leaders.
• Raising purchase requisitions on Navision system for all items that is a stores item and for external suppliers such as stationery, dust coats, thermal vests, freezer jackets, kitchen equipment and boardroom furniture.
• Budget verification on all requisitions raised.
• Updating headcount list and compiling monthly headcount figures and compiling smart office excel spreadsheets when there is short time.
• Assisting management in completing Personnel Transaction Forms for additional Jumpers.
• Co-ordinating monthly SHE Meetings, preparing agendas, attendance register, taking minutes and distribution thereof.
• Verifying weekly overtime captured on the Elko system by all the Managers is correct and printing of weekly and monthly overtime reports.
• Co-ordinating and monitoring the plant staff licences are up to date and arranging training for the expired licenses of Forklift, Crane, Cherry Picker, Height and Tractor Drivers.
• Uploading capex on the PLM system.
• Consolidating expense claim forms and submitted to Head Office for approval and payment.
• Claiming Petty Cash.
• Submitting weekly Management SMAT Audits.
• Relieving H/O Personal Assistant when on leave.
• Supervising the cleaning lady.

Personal Assistant - Tiger Food Brands Limited t/a DairyBelle (Pty) Ltd

(1995-04 - 2006-08)

• Co-ordinated and managed diaries, scheduled meetings and booked boardrooms.
• Booked domestic travel flights, accommodation and car hire.
• Screened and distributed all mail - internal and external.
• Prepared monthly Executive Meeting packs.
• Arranged conference facilities for meetings outside the office.
• Prepared and distributed monthly reports.
• Reconciled Diners Club International Expense Travel claims and submitted to Finance for payment.
• Arranged lunch and refreshments for meetings.
• Prepared presentations on Powerpoint.
• Ordered stationery for the office.
• Relieved switchboard once a week during lunch time.
• Arranged for courier services to collect parcels.
• Prepared for the Nielsens presentations and co-ordinated the regional trips.
• Typed and distributed Brand Plans.
• Calculated the barcodes for various products.
• Co-ordinated meetings and appointments with the Agency, P.R.O. Company, Suppliers, Promotional Company, Creative Label Company.
• Attached orders to the invoices for payment.
• Monthly writing out of creditors cheques.
• Entered payments in ACCPAC Cashbook.
• Ordered new sim swop cell phone cards for management.
• Reconciled monthly credit card expenses and submitted to Finance.
• Reconciled monthly petrol fleet reports and submitted to Finance.
• Applied, cancelled and renewed petrol fleet cards.
• Reconciled monthly mobile (Vodacom) account.

Personal Assistant - Lyncon Construction (Pty) Ltd

(2006-09 - 2012-03)

• Co-ordinated diaries and scheduled meetings.
• Arranged refreshments for meetings and catering services for site functions.
• Ordered stationery, printer cartridges and photocopy paper.
• Purchased monthly groceries.
• Co-ordinated monthly Employment Equity meetings, prepared agenda, and took minutes. I was the representative for Head Office.
• Typed presentations for meetings.
• Prepared files and filing for the directors.
• Prepared the company profile book
• Prepared all creditors for month end payment.
• Received all delivery notes and attached to the orders and invoices.
• Monthly creditor payments file sent to the directors for processing the payment via electronic banking.

Clerk & Secretary - SA Reserve Bank

(1988-01 - 1995-03)

• Sorted telexes.
• Audited neighbouring states, accounts, vehicle reports, overnight loans, discounts and overdrafts, branches.
• Processed and balanced cheques.
• Power of Attorney Cards. Received clients correspondence, updated file and captured on system.
• Ledgers - Examined all cheques for authority.
• Queried cheques by sending out telexes to different banks.
• Co-ordinated and managed diary.
• Screened all calls and took messages.
• Typed and distributed all types of documents.
• Kept filing up to date.
• Printed and co-ordinated General Manager's emails.
• Screened and distributed all mail - internal and external.
• Received and distributed all faxes and memo's.
• Arranged appointments and meetings.
• Ordered stationery.

Personal Assistant Diploma - Intec College (2005)

Electronic Secretarial Diploma - Computer Training Unlimited (1995)

Grade 12 - Pretoria Commercial High School (1987)