Executive Assistant / Technology Co-Ordinator to Group Chief Technology Officer - ETV
(2011-02)
Departments: Engineering/Technical Operations/Information Technology/Online
- Diary Management - Ensure that the HOD's calendar/diary is up to date and efficiently managed as changes occur, or new meetings are scheduled
- Ensure that an agenda is sent to all delegates, both with standard agenda items as well as any items that need to be included for follow up because of actions documented in previous meetings, distributed to all stakeholders within 72 hours after meetings
- Manage meeting venues and office bookings to ensure that no double bookings occur and that each meeting has an allotted time and place
- Document filing systems (electronic and hard copy) are well maintained and logically ordered and provide monthly status reports
- Bi-weekly follow-up with all personnel on completion of task against set deadlines and provide feedback in management meeting
- Coordinate travel, accommodation, car hire, transfers and expense claims requests and forex arrangements are on track and arranged as requested
- Coordinate events and functions eg: Workshops; Training; Demo's; Teambuilding
- Arrange logistical requirements and ensure smooth running of the meetings
- Company Telephone Reports for JHB & CPT
- Work closely with HOD's of Engineering, Technical Operations, Online relating to contracts, invoices, budgets, Purchase orders, Quotes; strategy sessions and monthly meetings
- Checking and monitoring all Sick Leave; Annual Leave for Technology Team
- Ensure that requisitions are processed, and that purchase orders and suppliers' invoices are issued and processed for payment within 30 days
- Verification of monthly variances reports in line with budgets
- Daily approved budget is correctly managed by ensuring spending is within budget allocation codes and submits budget updates to HOD monthly
- Monitor expenditure against budget and liaise with business Units / IT staff
- Check that the delivery note / invoice is signed and verify against the quotation and purchase order
- Daily follow up with vendors to ensure monthly invoices are received timeously – ensuring company does not pay late penalties
- Investigating and resolving billing discrepancies with service providers
- Raising credit notes as required, based on investigations
- Resolving historic payment queries and working with service providers and finance team
- Actively following up with finance on urgent payments
- Strong management of Project and operational expenses and billing function
- Obtaining quotes for IT hardware, software and services
- Capturing invoices
- Placing orders with the vendors and receipt on the system
- Interrogating and validating project and monthly operating expenses ahead of management approval
- Monitoring contracts and raising these, ahead of renewal, for review
- Ongoing monitoring and verification of IT operational Costs/invoices
- Co-ordinate with IT Personnel to always ensure assets are linked to the user and department
- 100% ensure hardware asset tagging is uniformly applied
- Ensure monthly printer usage counts are completed and verified against supplier's information, provide report on company total page counts
- Ensure all asset movements control procedures are always followed
- Ensure contracts uploaded (new and existing) are done immediately when received to central repository and ensure 100% accuracy and quality of updating info on central repository
- Informing management of SLA's expiration. Renewals 3 months before expiry date
- International and Local travel bookings
- Visas
- Car Hire
- Conference and Workshop registration eg: IT Web; IBC Conference Amsterdam, Broadcast Asia Singapore
- Coordinate and oversee minor, simpler projects e.g. Service Desk, Printer Billing and consumption, minor office relocations etc
- Manage project change requests in line with the approved change management process, maintaining records in a central project repository
- Manage email processes, for Tenders, setup demo's for presentation, tender quotes, invoicing
- Assist in Project Administration for OpenView boxes and data migration from one system to another
Executive Assistant to the Risk Manager (Anti-Terrorism & Money Laundering) - Standard Bank
(2009-07 - 2010-12)
Reason for leaving: Contract ended
- Act as the first point of contact for the Executive or Head of the Business unit, demonstrate professional demeanor and discretion, and role model Absa Values
- Provide an updated view of priority projects and initiatives underway in the business unit and provide regular updates to the Executive on progress, risks, and issues
- Review all new marketing and internal communication material from a style and content perspective before it is reviewed by the Executive for changes, before presenting for signoff
- Manage travel, cell phone, expense claims, etc. (i.e., responsible for controlling signatures), taking policy into account, urgency, and effecting timely forwarding of documents) in line with Absa policies and standards
- Manage the diary of the Executive efficiently in line with the Executive's priorities, including booking of venues
- Prepare agendas, take minutes, and follow up on action items from meetings
- Oversee the planning and execution of BU events for the Executive, such as town halls, stakeholder engagements, and forums
- Prepare presentations for review by the Executive through packaging tailored content and designing presentations to reflect the Business Unit Brand
- Facilitate effective communication across departments, customers, and stakeholders
- Handle confidential information with discretion and professionalism
- Act as a liaison between the Executive and internal/external stakeholders, ensuring timely and effective communication
Personal Assistant - Instore Fixtures & Shop fitting
(2007-05 - 2009-06)
Reason for Leaving: Company Closed
- Diary management of MD
- Office administration
- Managing and updating client database
- Filing, faxing, mailing
- Assisting customers
- Setting up scheduled meeting
- Drawing up quotes
- Cashing up and handling banking and petty cash
- Handling queries
- Taking all calls, messages
- Ordering of stationery
- Doing all recons monthly
- Arranging payments for suppliers
Editorial Assistant / Office Manager (People Magazine) - Caxton Publishers and Printers
(2003-01 - 2007-04)
Department: People Magazine. Reference: Andrea Caknis (Editor) 011 – 293 6057 – Caxton Magazines now Closed in 2020
- Handling readers queries
- Screening calls, take messages
- Receiving clients
- Ordering of stationary and sorting out staff leave
- Posting of magazine
- Assisting the picture editor with ordering pictures from Gallo Images, Touchline and Elite
- Breakdowns of Magazine – including monthly costs of pics purchased
- Invoicing and arranging payments for suppliers
- Reconciliation of accounts
- Debtors & creditors
- Typing and editing of all magazine articles
- Assistant to brand development manager in assisting with giveaways and events and subscriptions
Secretary to Executive Secretary - Caxton Publishers and Printers
(2001-10 - 2002-12)
Internal transfer to People magazine
- Office administration
- Filing, faxing, mailing
- Designing of organogram on powerpoint for company meeting
- Setting up scheduled meeting
- Taking all calls, messages
- Travel arrangements, car hire, air flights and accommodation
- Ordering of stationery
- Handling queries
- Arrange payments for suppliers
