Zaitoon Damon

A highly experienced Administrative Professional with over two decades of expertise across executive support, office management, event coordination, finance administration, onboarding, and stakeholder engagement. Recognized for exceptional organizational skills, attention to detail, and the ability to manage high-level administrative tasks in fast-paced, corporate environments. Proven track record of supporting senior executives, facilitating strategic meetings and events, managing budgets, and driving team efficiency through systems, processes, and training.

Senior Administration Specialist - Old Mutual - MFC

(2022-02 - 2025-05)

• Supporting Head of Distribution Enablement and team
• Extensive diary management
• Responsible for travel arrangements, meetings and interacting constructively with a range of internal and external stakeholders.
• Ensuring that executives are prepared with the necessary documents for meetings
• Ensuring that direct report submit monthly reports and Exco submissions timeously
• Managing and housekeeping of Executive office, ensuring that meeting rooms, offices and equipment are in working order
• Managing meeting room bookings and venue support
• MFC Exco support: Assisting MD and extended Exco team when in Cape Town Office
• Booking and facilitating of Mutual Park and external CPT venues for MFC Exco, QBR, QSR, etc
• Maintaining stock control and office inventory, eg. Stationery, Consumables, etc
• Processing of invoices and ensuring payments are made timeously
• Coordination of workshops and events, liaising with internal and external venues
• Monthly Finance reporting; monthly recons and resolving any finance related queries
• Logging of IT requests; incidents and requests and managing resolution
• Assisting team members with administration support
• Responsible for onboarding of new staff; completing contracts and HR documentation and all relevant access forms. Ordering of laptops and requests for builds, 3G and mobiles
• MS Teams Owner; responsible for granting access to members, creating libraries and assisting with the uploading of documents and training
• Training of Staff on software applications
• Ensuring that DVR and Asset Register are maintained
• Working on mini projects within team
• Managing the MFC Exco PA Forum and budding with new joiners.

Executive PA - Old Mutual - MFC

(2016-09 - 2022-01)

• Supporting 2 Executives, Head of Distribution Enablement and Head of Funeral Services
• Managing executive's diaries
• Responsible for travel arrangements, meetings and interacting constructively with a range of internal and external stakeholders.
• Ensuring that executives are prepared with the necessary documents for meetings
• Managing of the Executive office, ensuring that meeting rooms, offices and equipment are in working order.
• Managing meeting room bookings and venue support.
• Maintaining stock control and office inventory, eg. Stationery, Consumables, etc.
• Processing of invoices and ensuring payments are made timeously.
• Coordination of workshops and events, liaising with internal and external venues.
• Monthly Finance reporting; monthly reconciliation and resolving any finance related queries
• Logging of IT requests; incidents and requests and managing resolution
• Assisting team members with adhoc administration support
• Responsible for onboarding of new staff; completing contracts and HR documentation and all relevant access forms. Ordering of laptops and requests for builds, 3G and mobiles
• MS Teams Owner; responsible for granting access to members, creating libraries and assisting with the uploading of documents and training
• Training of Staff on software applications
• Ensuring that DVR and Asset Register are maintained

Software Tester - Old Mutual Finance - Secondment

(2015-09 - 2016-08)

• Testing the Old Mutual Money Account Channels: Testing Internet Banking, Mobile Banking, Mobile Application
• Recording test evidence in relevant formats MS Word/MS Excel
• Logging of test results and defects on HP Quality Centre
• Maintaining the SIM Card database and allocation of SIMS and airtime to testers
• Team Administration: Logging of service requests and all adhoc administration within the team.

Marketing Administrator - Old Mutual - Product Solutions

(2013-05 - 2015-08)

• Creative design and execution of specific marketing communications and brochureware on Adobe Indesign CS6
• Setting up of workshops and meetings with internal and external stakeholders
• Working in collaboration with Advertising Agencies; Hero and Draft FCB
• Administration of Marketing Budget, reconciliation and tracking expenditure
• Minute taking in meetings and workshops
• Submitting all Cost Estimates and invoices

Personal Assistant - Old Mutual - Product Solutions

(2011-09 - 2013-04)

• Answering, screening of telephone calls and appointment requests
• Effective data management including documentation and correspondence and diary management for Managers
• Responsible for business itineraries, travel arrangements, meetings interacting constructively with a range of internal and external stakeholders
• Collaborating of Power Point presentations on request
• Managing 3 meeting room bookings and venue
• General administrative functions, faxing, typing of correspondence etc.
• Assisting team members with administrative duties
• Logging of all Service Requests on Oracle Financials
• Maintaining stock control and office inventory, eg. Stationery
• Capturing and procuring vendor payments, S&T payments on Oracle Financials
• Arranging team buildings, conferences and functions
• Responsible for onboarding of new staff; completing of contracts HR documentation and all relevant access forms
• Sharepoint Site Owner; responsible for granting access to members, creating libraries, and assisting with the uploading of documents
• Responsible for onboarding of new staff; completing contracts and HR documentation and all relevant access forms. Ordering of laptops and requests for builds, 3G and mobiles
• MS Teams Owner; responsible for granting access to members, creating libraries and assisting with the uploading of documents and training
• Training of Staff on software applications
• Ensuring that DVR and Asset Register are maintained

Personal Assistant - Old Mutual - OMSA IT

(2009-08 - 2011-08)

Contract Position

• Answering, screening of telephone calls and appointment requests
• Effective data management including documentation and correspondence and diary management for Snr IT Manager and IT Managers
• Responsible for business itineraries, travel arrangements, meetings interacting constructively with a range of internal and external clients
• Collaborating of Power Point presentations
• Managing bookings for meeting and venues
• Ensuring that timesheets are captured and approved on Planview
• General administrative functions, faxing, typing of correspondence etc.
• Assisting team members with administrative duties
• Logging of all Service Requests on Oracle Financials
• Maintaining stock control and office inventory, eg. stationery
• General office duties – filing, faxing, etc.
• Capturing and procuring vendor payments on Oracle Financials
• Capturing and procuring S&T payments on Oracle Financials
• Capturing and procuring Travel Arrangements on Oracle Financials
• Monthly budget centre reporting (BVARS)
• Ensuring that the DVR and Asset Register are updated regularly
• Maintaining mailbox
• Business Units send through non-standard it requests to be executed by suppliers
• Effectively liaising with resources from business units, Demand Managers and Service Delivery Managers and resources from T-Systems
• Assisting with queries and resolving in order for T-Systems to deploy requests
• Assigning requests to various resolver groups for approval

Personal Assistant - Old Mutual - Broker Distribution

(2009-02 - 2009-08)

Contract Position

• Answering, screening of telephone calls and appointment requests
• Effective data management including documentation and correspondence and diary management
• Responsible for business itineraries, travel arrangements, meetings interacting constructively with internal and external stakeholders
• Typing of all presentations on PowerPoint
• Managing bookings for meeting and venues
• Assisting team members with administrative duties
• Capturing and processing payments on Oracle Financials
• Maintaining stock control and office inventory
• General administrative functions, faxing, typing of correspondence etc.
• Ensuring that DVR and Asset Register are maintained
• Assisting with monthly BVAR reporting

Personal Assistant - Vodacom

(2008-12 - 2009-01)

Contract Position

• Answering, screening of telephone calls and appointment requests
• Effective data management including documentation and correspondence
• Refining the existing filing system and resolve on daily filing
• Managing bookings for meeting and venues and arranging of meetings
• Providing general administration support to Integration Testing Team
• Assisting with day-to-day departmental administration and functioning
• Updating and maintaining the departmental asset register
• Updating and maintaining the departmental test SIM library.

Personal Assistant - UCT

(2008-09 - 2008-10)

Contract Position

• Answering, screening of telephone calls and appointment requests
• Effective data management including documentation and correspondence
• Responsible for business itineraries, travel arrangements, meetings and social functions
• Refining the existing filing system and resolve on daily filing
• Managing bookings for meeting and venues
• Arranging of meetings

Administrator - Standard Bank

(2008-06 - 2008-09)

Contract Position

• Contacting Corporate and Commercial Clients regarding their Current Foreign Accounts and informing them of the 180 day SARB (South African Reserve Bank) ruling
• Requesting that the funds either be converted or utilized
• Dealing with all client queries and route to designated person to resolve
• Liaising with ITS (International Trade Service) and Direct Dealers in order to convert funds
• Updating report on a daily basis
• Adhoc functions, filing, faxing.

Personal Assistant - Old Mutual

(2008-09 - 2008-10)

Contract Position

• Answering, screening of telephone calls and appointment requests
• Effective data management including documentation and correspondence and diary management
• Responsible for business itineraries, travel arrangements, meetings and social functions
• Interacting constructively with a range of internal and external clients
• Managing bookings for meeting and venues
• Arranging, attending and taking minutes of meetings
• Maintaining stock control and office inventory
• Responsible for the recording of workflow in and out of office
• Preparing legal documentation for signature
• Responsible for sourcing all information required for meetings
• Assisting team members with administrative duties
• Capturing and processing payments on Oracle Financials
• General administrative functions, faxing, typing of correspondence etc.

Personal Assistant - Old Mutual

(2007-08 - 2007-11)

Contract Position

• Answering, screening of telephone calls and appointment requests
• Effective data management including documentation and correspondence and diary management
• Responsible for business itineraries, travel arrangements, workshops, conferences and social functions
• Interacting constructively with a range of internal and external clients
• Managing bookings for meeting and venues
• Arranging, attending and taking minutes of meetings
• Maintaining stock control and office inventory
• Responsible for the recording of workflow in and out of office
• Preparing legal documentation for signature
• Responsible for sourcing all information required for meetings

Administrator - W&R Seta

(2007-04 - 2007-07)

Contract Position

• Checking of all learners documents and contracts
• Collating Spreadsheets with learner's information
• Loading all learner details on inhouse system
• Assisting project manager with project plans and administration on MS Project

Administrator - Santam

(2006-04 - 2007-03)

• Assessing and sorting documentation received from assessors
• Receiving assessor's report via internet
• Loading all payment's to be authorized by assessors on JDE
• Estimating of payments
• Requesting outstanding invoices from repairers and retail stores
• Liaising with clients, assessors, brokers and panel beaters via telephone, fax, letter and email.

Administrator - Old Mutual - Trust, Administration & Confirmation

(2002-08 - 2006-07)

• Screening Confirmation forms and any other correspondence received from client via inhouse system AWD
• Checking all client personal details in order to update on system
• Investigations – Requesting policy files and investigating whether the client is one and the same person
• Liaising with client via telephone, letters, fax
• Also Liaising with Executors and Attorneys dealing with Estates.
• Contacting banks to verify banking details and updating on system
• Sending processed cases to quality checkers via AWD
• Dealing with queries and routing client queries to Financial Services Department, Dimension Data and Computershare.
• Quality checking administrators' cases via AWD
• Checking that all details are captured correctly and approval process
• Failing cases for errors
• Forwarding documentation to Computershare details to be updated on share register.
• Assisting with the training of new staff members, navigation of systems and processes.
• Locating customer details by making use of inter-departmental databases for client data
• Contacting client and informing them of share allocation and explaining process and requesting required documents.

Administrator - Various

(2000-01 - 2002-08)

I've had short-term contract positions at various companies. Contracting via Labour Brokers; Quest, Kelly and Mary Van Appeldoorn and Associates. Companies: Old Mutual, PPC, CAN, Pick 'n Pay, BP Head Office, Shell

Receptionist/Secretary - AMD Engineering

(2000-01 - 2002-08)

• Managing switchboard and reception
• Invoicing of completed jobs
• Monthly debtors and creditors via Pastel V5
• Ordering of stationery and consumables
• Payments and wages and salaries
• Managing petty cash
• Secretarial duties to both managing partners

Receptionist/Secretary - AMD Engineering

(1996-01 - 1999-12)

• Managing switchboard and reception
• Managing client queries
• Booking in all jobs on system
• Creation of new client
• Processing of invoices
• Generating tax invoices
• Ordering of all material, gold, diamonds
• Stock control
• Assisting manager with secretarial duties

Matric - Malibu High School (1995)

Certificate - Human Resources Management - Varsity College (2012)

Certification - Microsoft Server 2010 – Site Owner and Super User - Bytes People Solutions (2013)

Certification - Adobe Indesign CS6 - Multi Media Centre (2014)

Certificate - MODP Admin (Management Course) - Old Mutual MFC Learning Academy (2019)

Certificate - Business Analysis - Faculty Training Institute (FTI) (2022)