Executive Assistant and Board Assistant
Send a job offer directly to this candidate
I am an initiative-taker and a multifaceted person with over 15 years of experience. I believe that I am ready to accept more responsibilities as I'm a diligent worker and take pride in my work.
I am enthusiastic, energetic, and motivated. I am focused, talented with a creative mind, and dedicated. Yet I never forget the importance of teamwork. I am honest and treat clients with integrity and respect. In a competitive environment, I understand the importance of deadlines, and making sure there are always met. I believe in attention to detail regardless of the size or the status of the job.
Industry Sector: Insurance and Financial Sector
Period: April 2023– currently
Position in Company: C- Level Executive Assistant/ Board Secretary/ Employment Equity member & Team Secretary
Duties: Create and maintain an open, positive working environment by generating commitment,
building trust, a shared sense of purpose, empowerment in others and encouraging them to contribute to the best of their ability.
Provide administrative support within the department.
Coordinate all the components (logistics, catering, etc.) of events, meetings, and functions within budget and specifications.
Provide secretarial support for the preparation and successful execution of meetings.
Support diary management activities to effectively schedule appointments.
Create meeting agendas and ensure they are distributed within the given timeframes.
·Capture meeting minutes and follow up with the relevant stakeholders regarding the action list and update accordingly.
Collate, compile and distribute documents to the required standards within defined timeframes.
Ensuring that the meeting and other department documentation are stored correctly.
Review and electronically sign documents.
Review, complete, modify, or edit board documents and company governance documents.
·Non-Executive Director Affidavit: Document completion and get it certified
·Assist with board of trust applications.
·Assist with collating documents for board applications.
Assist with making collating CIPC documents are for auditing and making sure all security vetting forms have been completed and sent to the relevant people
Understand Stakeholder Needs and Preferences
Plan and Organize Events Thoughtfully
Offer Meaningful Recognition and Appreciation
Create a Balanced Calendar of Events
Maintain a Stakeholder Management System - Keeping a record of each stakeholders preferences, interests, and significant dates.
Act as the primary point of contact for all EE Forum matters. Prepare and distribute notices, agendas, and meeting materials. Attend Meetings to take accurate minutes and help facilitate discussions as needed.
Maintain official records, including minutes, resolutions, and statutory registers.
Assist in drafting and filing legal documents, such as annual reports and corporate filings.
Reason for leaving: Growth.
Employer: Build It – Division of Spar Group
Period: August 2020– April 2023
Position in Company: Executive Secretary to Chief Director, Chief Administrator and Subordinates
Duties: Collect and circulate cellphone and fuel accounts for the team. Control and handle stock room Order uniforms and office supplies for Build It. Manage the Director's diary and boardroom bookings. Act as a gatekeeper to the Build It team Take and distribute minutes of meetings in the office or teams, draft reports and prepare presentations. Coordinate office functions, meetings, and travel arrangements Control finances for the department (i.e.,invoicing/recons) Charge stores and manage stores' credit/Debit accounts. Manage charges for Guild and Special Promotions accounts. Manage retailer’s intranet and update store details using SharePoint. Create and design invitations for new store launches and relaunches.
Webinars and design invitations Team Eventsmanagement, Managing electronic filing. Creating POs on SAP & GRV, sending out annual rebate letters to retailers Respond to DC or Retailer queries and complaints.
Reason for leaving: Needed financial growth and more responsibilities
Period: October 2019 – March 2020
Position in Company: Unilever Key Account Manager & Office Manager
Project Administrator Duties: Manage Senior Key Accounts and Suppliers and product sourcing.
Oversee and develop new business. Ensure that stock levels are enough for Customers
’orders and forecasts. Manage and handle all customer queries. Ensure that monthly and quarterly budgets are met. Prepare presentations on specific products and present them to Customer panels. Ensure that orders are delivered according to requirements. Assist customers with new product development and technical support. Report to Principal Suppliers regarding opportunities that have been identified. Prepare forecasts, budgets, and costings of products and product range. Visit and attend trade shows and visit Principal Suppliers for training and relationship development. Discuss and negotiate prices on various products with Customers. Assist with product trials when required to do so by Customers. Compile and present monthly reports to Senior Management. budgets are met. Prepare presentations on specific products and present them to Customer panels. Ensure that orders are delivered according to requirements.
Customers with new product development and technical support. Report to Principal Suppliers regarding opportunities that have been identified. Prepare forecasts, budgets, and costings of products and product range. Visit and attend trade shows and visit Principal Suppliers for training and relationship development. Discuss and negotiate prices on various products to Customers. Assist with product trials when required to do so by Customers. Compile and present monthly reports to Senior Management.
Facility management: making sure that the systems of the business work in harmony with one another.
Managing all Facility staff including Cleaning staff and Grounds maintenance staff
Reason for leaving: Contract ended.
Unemployed: December 2018 – September 2019
Period: August 2018 – Nov 2018
Position: Personal Assistant To CEO (Private Clients)
Reason for leaving: Temp.
Company: Consolidated Power Project Pty Ltd
Period: Sep 2013 –August 2018
Position: Executive Assistant/ Project Coordinator
Duties: Function as a gatekeeper by handling as much of the administrative work as possible without having to interrupt the boss continually. Ensure proper flow of work throughout the office/
take initiative. Format documents and make necessary corrections. Make sure all relevant paperwork for meetings/ Conferences is available ahead of time. Function as a focal point of contact on behalf of the MD. Create purchase orders: ensure that all purchase orders are captured accurately and on time.
Diary Management: Schedule and confirm appointments. Monitor and manage all filing. Manage delivery and collection schedule. Open and distribute posts and screen for urgent matters. Operate standard office equipment, Attend, and minute meetings as required and distribute minutes, organizing everyday lunch for the MD. Eliminate unnecessary expenses and ensure operating costs are in balance with the expected outcome thereof and keep waste to an absolute minimum.
Implement cost-saving initiatives as and where possible and applicable. Receive Calls professionally and make outbound calls on behalf of the COO, screen calls and take accurate messages, and deliver them to intended recipients. Communicate verbally and in writing to answer inquiries and provide information. Handle inquiries & direct them to the appropriate persons according to their needs.
Stakeholder Management. Managing relationships with COO, Substation Director, Business Unit
Department Personnel, Project Engineers, Stores, Shipping Department, Site Supervisors, and Shared Services through clear communication (all users).
Duties: Tender advisory for the Africa region
Allocation of tenders to the BUs according to the scope of work.
Finding tenders in newspapers and online keeping record track of the ongoing tenders and updating the tender board. Assist BU's tender coordinators with tender document collection and payments. Organize and coordinate events: Internal/external events. Coordinate Meetings and
Conferences. Implement cost-saving initiatives as and where possible and applicable. Implement and maintain scheduling and event calendars/daily diary.
Project Coordinator – Assisting Engineers
Assist with Project budget costs.
Review Project budget sales.
Track project progress & duration (using MS Project)
Follow-ups and feedback.
Facilitate the induction and orientation of directors and executive management.
Assist with board of trust applications.
Act as the primary point of contact for all corporate governance matters and ensure compliance with statutory and regulatory requirements, including filings, registers, and records maintenance.
Assist with collating documents for board applications.
Assist with making sure all CIPC documents are in order for auditing and making sure all security vetting forms have been fully completed and commissioned.
Prepare and distribute notices, agendas, and meeting materials for Executive Committee and
Board Meetings.
Attend Exco and Board Meetings to take accurate minutes and facilitate discussions as necessary.
Creating reports and documentation on compliance risk.
Assist in drafting and filing legal documents, such as annual reports and corporate filings.
Facilitate communication between the Group holding companies and the operating companies,
ensuring proper governance practices are followed.
Work with company secretarial advisors, and other external professionals to ensure adherence to local regulatory and compliance frameworks.
Draft and amend governance policies, resolutions, and agreements as needed.
Outsource legal opinion from the inhouse legal advisor on POPIA and other relevant legislation.
Conducting risk assessments and audits to identify potential issues and compliance vulnerabilities.
Advising management on compliance matters and needed changes. Assist the Transformation Manager with collating information from different divisions for renewing the company BBBEE Certificate and making sure that we comply according to the number of points our business scores
Reason for leaving: The company got liquidated.
Period: Feb 2012 - Sep 2013
Position: Senior Project Secretary/ Project Coordinator to Project Director, Project Manager, Chief Secretary executive Principal, and Associate Principals
Duties: Assist Directors/Principals, Project Managers, and Civil Engineers. Responsibilities: -
Assist in the project management process by collecting, collating, and producing records. to implement delivery. Follow up on tender applications and tasks set by the project manager (s), and ensure overall effective day-to-day administration of projects.
Provide high-quality administrative support to the Land Development project team and take responsibility for the effective and efficient running of the department. Follow up with tender documents collection and make sure enough tender documents are available for the bidding contractors. Made sure all necessary documents were sent to contractors after the Tender briefing.
E.g., Bill of quantity, tender register, and Minutes of the briefing. Check rates/ cost on the Bill of quantity. Draft and execute documentation and correspondence; Travel arrangements: hotel reservations, flight bookings, and vehicle hire; Supporting role to the
Associates, team, and department. Implementing own initiative in making important decisions.
Type memorandums and reports from handwritten drafts. Provide admin support with tender documents and project administration. Typing and capturing timesheets, capturing project cost, Draft and sending wayleave applications then following up with the municipality and other wayleave services agencies, following up on tender applications, drafting tender reports and ensuring that the correct template is used, compiling tender documents, General administration duties (e.g., emails, Internet research, filing, faxes, photocopies, binding of documents); Diary Management; Arrange catering for meetings for larger groups; Arrange meeting venues and conference facilities & manage client inquiries.
Project Co-Ordination Duties: Preparing tender documents for the appointment of service providers in the national Land development program. Assist in preparing budget scenarios and instruments for evaluating value-adding in the land development sector and preparing project cash-flows and budgets.
Management & Support. Preparing program budget and controlling expenditures. Undertaking project risk assessment and capital budgeting, analyzing and evaluating projects to determine present values and payback periods. Financial modeling and scenario budgeting. Sending out project proposals. Preparing project proposals in collaboration with Provincial and District Departments of Government, local authorities, and development agencies, liaising with international donor agencies in matters relating to fundraising and management, assist in developing program business plans.
Reason for leaving: Financial growth
Company: SKF South Africa Pty Ltd
Period: 03/2011 - 01/2012
Position: Personal Assistant to MD / Travel Coordinator
Screen phone calls and inquiries for the Managing Director. Make appointments and plan the diary on Lotus Notes. Hosting overseas and local Guests, attending meetings as required taking minutes sometimes.
Board packs for Board meetings, managing filing, meeting, and hosting guests, and writing documents and reports. Devising and maintaining appropriate office systems. Maintain meeting room bookings and related requirements, e.g., catering, data projectors, etc. Liaison with Assistant Accountant/ Administration Controller for all maintenance requirements relating to meeting rooms, Ordering, and issuing all stationary, and reconciling to orders and statements. Allocating cost per cost center monthly and providing information to the
Assistant Accountant/ Administration Controller. Ordering of all pre-printed stationery and stock control as well as issuing of this stock. Ordering and issuing of cleaning and other consumables,
reconciling to orders and statements, and providing relief support for switchboard/reception.
Travel bookings - responsible for the booking of local and international travel, accommodation,
and car hire for all SKF SA staff in accordance with the current travel policy and authority levels.
Making use of the available systems and information to ensure the least cost-acceptable routing, timing, and safety apply. Producing appropriate management reports and ordering foreign exchange. Consulting with Assistant Accountant/ Administration Controller monthly regarding payments, etc. other ad-hoc requirements as may be required from time to time.
Sign off all travel documents and make sure all travel accounts are paid. Update traveler's Profiles. Capture all monthly travel expenses. Host and assist overseas visitors.
Reason for leaving: End of contract.
Company: Umnotho weSizwe Investment Group
Period: 03/2008 - 03/2011
Position: Jr Project Manager & Executive Assistant to CEO, CFO and COO
Duties: Office management, telephone duties, response to clients, appointment scheduling,
responsiveness, diary management for three executives, preparing agendas, taking, and distributing minutes on board meetings, compiling board packs, time management, filing, faxing,
typing, and handling of maintenance and repairs in the office, responsible for ordering office consumables and sufficient office stationery. Booking the boardroom online for meetings, typing memos, taking minutes and reports, creating a year plan spreadsheet, updating the leave calendar, and consulting with company stakeholders Events Coordinator- Functions, conference, and Project Planning from conception to completion of events. Full budget planning (Get cost estimates, venue rental, food, drinks, etc.
Check the proposed date for potential conflicts, finalize the date in writing, Manage the mailing list for invitations, set the menu with the caterer for food and beverages, choose a theme for functions, manage logistics, & liaise with suppliers to ensure the best service delivery.
Project Coordinator - Managing and assisting on various business projects. Assisting the project manager with managing large-scale mining projects within time and cost. Viewing sites and farms, making farm applications consulting with the DME, buying maps/plans, locating farms on maps/plans, and consulting with the Geologists, engineers, and Senior Project Manager.
Develop conceptual project plans to meet requirements of long-term mining plan, conduct feasibility studies & ensure effective implementation of plans requirements of long-term mining plan,
conduct feasibility studies & ensure effective implementation of plans.
Reason for leaving: The company restructured/was retrenched.
Period: 03/2007- 03/2008:
Position: Receptionist & Assistant to CEO, CFO and COO
Duties: Office management, telephone duties attending to clients, appointments scheduling meetings agendas, minutes, diary management, time management, filing, faxing, typing, and handling of maintenance and repairs in the office, responsible for ordering office consumables and sufficient office stationery and arrangements of snacks & drinks for internal meetings and social events as well coordinating office events booking the boardroom online, for meetings, typing memos, taking minutes and reports
Hire, train, and supervise housekeeping staff, assign them tasks, and conduct performance reviews and evaluations. Perform daily inspections of boardrooms and be responsible for overseeing the general maintenance operations, ensuring the cleanliness and safety of all facilities. Secretaries and Receptionist management, empowering the admin team by giving them assistance, resources, and support they need to complete their tasks and make decisions.
Delegate tasks and decisions that are appropriate for their skills, experience, and interests, that challenge them to learn and grow.
Reason for leaving: The company got liquidated.
Period: 01/2003- 02/2007:
Position: Secretary and Office manager
Duties: Office management telephone duties, attending to clients, appointment scheduling,
administration and preparations of documentation, e.g. meeting agendas, minutes, diary management, time management, team support, filling, faxing, and typing. Responsible for the operation of the general storeroom (stores management) handling of maintenance and repairs in the office responsible for ordering, office consumables and sufficient office stationery and also responsible for the first aid box, ordering staff lunches, creating PO's on oracle, creating bill slips with excel, arrangements of snacks & drinks for internal meeting and social events as well as coordinating office events booking the boardroom on line, for meetings, typing memos, taking minutes, reports, setting the monthly rosters for the data center coordinators, filing, creating forms on Microsoft excel, query and close service request on Siebel system asset control: ensure all equipment removed or installed in internet data center is logged and has the necessary authorization. Investigates safety & security violations and report resulting actions to management.
Reason for leaving: I got offered an opportunity to grow.
Institution name: Rosebank College 2004
Institution name: Rosebank College 2006
LLB – In progress
