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Executive Personal Assistant

Candidate: 49802
Available: Available
Location: Johannesburg (Incl. Northern Suburbs)
Gender: Female
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Executive Personal Assistant
R20000- R35000
1 Calendar Month
Black
36
49802
Diploma
National Diploma in Public Management and Law

National Diploma in Public Management and Law:Public Management, Project Management, Programme Management, Public Law 1& 3, Public Financial Management, Public Finance and Procurement, Public Human Resources Management, Intersectoral Collaboration, Policy Studies, Principles of Information Systems (Computer), Communication
Telephone & Frontline Etiquette Certificate:Creative or Reactive, Frontline Communication Skills, Answering phone & Greetings, Conflict resolution (Clients & Colleagues), Mind training fitness, Difficult customers, The Ten Laws of Success, Bringing the conversation to a pleasant close, Transfers, Callers on Hold, Announcing calls, Screening calls, Taking messages cheerfully and accurately, Tips for orientating yourself for the phone, Effective telephone skills, Inflection, Blending/Leading/Pacing the caller, The Art of listening, The customer’s basic needs
National Diploma in Office Administration:Theory Modules, Business Accounting, Business Communic,ation, Computer Literacy Customer Service, Office Procedures, Public Relations ,& Event Management, Practical Modules Computer literacy, Database Design, Desktop Publishing, Internet & E-mail, Pastel Accounting, Presentation Graphics, Spreadsheets, Typing, Word Processing
Senior Certificate in Advanced Project Management:Aligning organization, Team and individual objectives, Published standard in project management, Apply the principles and theories of project management, Overview of management theories and principles, The project life cycle, Identifying project life success factors, Project management process, Project management process group, Project intersections, Project management process mapping,The Project Management Knowledge Areas: Project integration management, Project human resource management, The communication climate for successful project management, Project risk, Project procurement management, Programme evaluation, The role of project management vs. programme manager, Analyzing and interpreting information, Content of an evaluation plan, Role of expert panels, Focus groups and key stakeholders in project evaluation, Evaluating client reaction to programme evaluation
Certificate: Effective Executive PA:
Grade12:Xhosa,Afrikaans,English,Typing,Business Economics,Accounting
Microsoft,MS Access,MS Word,MS Excel,MS Explorer,MS Outlook,MS PowerPoint,E-Mail,Internet,MS Works,Windows (basic),SAP,Word Perfect,Oracle
IT service management :Executive PA From 2018-08 To Current
Duties
  • Manages and maintains the Managing Director’s schedule which includes the daily management of time, and the coordination of the necessary logistics. 
  • Screens all incoming calls for Managing Director. 
  • Schedules and arranges appointments, teleconferences, and videoconferences, for the Managing Director. 
  • Arranges all facets of meetings, conferences, workshops and seminars for the Managing Director. 
  • Coordinates and arranges management meetings and ensures that agendas are prepared, all documentation is in order, and that everything runs smoothly. 
  • Takes and distributes minutes of meetings to participants. 
  • Manages the fast turnaround of information, by: 
  • Reading and analysing incoming memos, reports, submissions and other correspondence, to determine their significance and plan their distribution; 
  • Opening, sorting and distributing incoming correspondence such as mail and faxes; o preparing responses to correspondence containing routine inquiries 
  • Maintains an appropriate and effective filing system, and files and retrieves corporate documents, reports and records. 
  • Undertakes all travel arrangements for the Managing Director, and the MRM business, including but not limited to: 
  • Travel schedules and itineraries; 
  • Flight bookings, accommodation and transport; o arrangement of foreign exchange; 
  • Transfers to and from hotels 
  • Prepares and distributes monthly reports to all relevant parties. 
  • Assists in the preparation and finalisation of presentation slides, material and handouts. 
  • Analyses and prepares monthly sales and operations information using Excel, and distributes reports to the relevant parties 
  • Liaises with VIP visitors and members of the executive management team on an ongoing basis. 
  • Performs general administrative duties such as reconciliation of expense reports, preparation of presentations, and maintenance of records management systems.

 

Supervisory Responsibilities

  • Supervises the Receptionist , Cleaner of the MRM HO building as well as the General Assistant.

Mining:PA for 2x GM’s and staff (Cyclones and Pumps divisions) From 2017-01 To 2017-05
Duties
  • Stationery and promotional goods are ordered as per departmental procedure
  • Departmental standards are adhered to for manual and electronic filing
  • Office equipment is maintained according to require standards
  • Credit card recons are completed as per company policy
  • Manages the GM’s electronic diaries and handles the emails.
  • Supplier payments are made within required timelines
  • Divisional time sheets/attendance register is managed as per company policy
  • Cell phone variance report is distributed to stakeholders and feedback provided to MD office
  • General enquiries are handled to customer satisfaction
  • General departmental and Manager support is provided at Manager’s request
  • Telephone calls are answered professionally and messages are passed on in time
  • Communication with business line and MD office as required
  • Minutes of meetings reflect meeting discussion and are distributed to all stakeholders within agreed timeframe
  • Meetings and functions are coordinated as per requirements (including refreshments, venue, agenda etc)
  • Customer visits/meetings are coordinated as per requirements
  • Registration for local and international conferences and exhibitions as requested
  • Professional preparation of papers and presentations as requested
  • Minutes of meetings reflect meeting discussion and are distributed to all stakeholders within agreed timeframe
  • Provisions for meetings are prepared in time for review by Manager (e.g. documents, presentations)
  • Meetings and functions are coordinated as per requirements (including refreshments, venue, agenda etc)
  • Customer visits/meetings are coordinated as per requirements
  • Conferences and Exhibitions, Registration for local and international conferences andexhibitions as requested
  • Professional preparation of papers and presentations
  • Travel Administration travel arrangements are made in line with Company’s travel policy (inch line managers and staff when requested)
  • Travel recons are completed in time
  • Travel packs are prepared prior to travel Documents
  • Documents, reports and presentations are compiled according to Company outlines and templates and Management requirements
  • Incoming and outgoing documentation is managed and distributed as required and signatures are obtained where necessary
  • Marketing Packs are prepared before customer visits (if required)
  • Quality and safety audit documentation is prepared in time in collaboration with the business line (SHEQ,office of MD)

Financial Services:Executive Assistant: CEO From 2017-08 To 2018-03
Duties

Correspondence Handling

  • Prioritise all mail to ensure that only correspondence which requires the Executives’ attention is forwarded
  • Acknowledge all correspondence sent to the Executives’ office
  • Follow up on action items and flag deadlines
  • Prepare correspondences for the office

 

Diary management

  • Take full responsibility for the Executives’ diary including screening and setting up of appointments, arranging access and parking for visitors, booking venues, making flight arrangements and providing for refreshments as necessary
  • Provide the Executives’ with a daily brief of appointments
  • Provide an effective reminder system for the Executives’ commitments as well as own
  • Ensure that appointments of priority are scheduled according to urgency
  • Screen walk-in requests for adhoc appointments with the Executives’ and ensure time is effectively utilised

Meeting Arrangements

  • Prepare timeously for meetings and/ or workshops by arranging venue, parking and signing in of visitors, visual aids, refreshments etc.
  • Prepare agenda, highlight outstanding items from previous meetings (where applicable)
  • Take meeting minutes and circulate relevant information after meeting as required
  • Travel Arrangements
  • Arrange duty and vocational travel inclusive of flight tickets, accommodation, car, visa’s and any other travel documents as requested.
  • Arrange for personal travel for the Executives’ and his family as requested
  • Ensure that travel documentation reflect the correct detail and include a travel pack (maps/ directions to venues, appointment information, contact numbers and business documentation etc)

Mining Engineering:Executive Assistant: CEO, Finance Director, COO, CoSEC, Head Executive: Technical Assurance; HR & Marketing SHEQ Department From 2014-04 To 2016-06
Duties
  • Co-ordination and execution of business travel arrangements for Operations (Refinery, Smelter, Logistics, Vault, Asset Care), and Marketing departments.
  • Administrative support for the COO and his direct reports
  • Efficient electronic diary management.
  • Perform effective screening of calls.
  • Ensure there is open communication with the COO and his direct reports' and at all times inform them of changes that may occur.
  • Prepare requested documents accurately and timeously, and ensure that they are delivered to the relevant personnel on time for meetings.
  • Complete the timesheets for the COO and his direct reports every month, and submit such timesheets to payroll department before the deadline.
  • Run regular account ledger cost reports against all Operations cost centres in order to ensure expenditure is within budget and no errors recorded.
  • Ensure weekly bullet points as well as monthly EXCO reports are received from Operations BU heads.
  • CURA administration - ensure all incidents are logged for Operations and are investigated timeously, correct Incident Management procedures are followed and corrective actions are in place and effectiveness rated. Ensure tasks have been completed and ensure that incident reports are compiled weekly and forwarded to Operation HOD's for action.
  • Managing the CURA System: extraction of Data on  the system using CURA.
  • Data analysis for incidents (open & closed incidents) &
  • Produce CURA incident reports weekly and monthly.
  • Operations administration in terms of SHEQ audits.
  • Control and uploading onto SharePoint, Prosep Chemical reports (environmental water monitoring).
  • Ensure Ops department as well as BBS Pacts are renewed annually.
  • Ensure all Operations’ notice boards are up to date with correct and current information.
  • Complete the COO and his direct reports timesheets every month.  Submit timesheets to payroll department before the deadline
  • Run regular account ledger cost reports against all Operations cost centres in order to ensure expenditure is within budget and no errors recorded.
  • Ensure weekly bullet points are received from Operations HOD's, check formatting, grammar, etc. for submission to COO for weekly EXCO meeting.
  • Ensure monthly EXCO reports are received from Operations HOD's, check. formatting, grammar, etc. for submission to the MD's PA prior to deadline schedule.

Company Secretary Administration(CoSEC)

  • Pasting of minutes in the  minute book and scanninf before pasting;
  • Corporate Calendar – preparations to begin mid May 2016;
  • Monthly/ Informal Exco Meetings in Exco Diaries
  • Catering for Board and Board Committee Meetings;
  • Monthly Gift Register Schedule – update
  • Loading of invoices on SAP
  • Ordering of Stationery
  • General filing including Board/ Committee Packs
  • Occasional Binding of Packs
  • Scanning of Contracts
  • Adhoc Admin Requests

Training centre:PA to Executive: Human Capital, Head: ATA & Snr. Managers From 2013-01 To 2014-03
Duties
  • Arrangement of meetings: Executive Level and departmental.
  • Collating Executive and Board packs/submissions.
  • Typing, preparation and assembly of monthly Committee and Board Reports.
  • Distribution of the meeting packs according to good corporate governance.
  • Compiling / typing of minutes, presentations, letters, memorandums, facsimile, agendas and e-mails.
  • Managing and controlling receipt, distribution and routing of incoming and outgoing mail, facsimiles, e-mail and publications.
  • Diary co-ordination of the Executive Human Capital & Senior Managers.
  • Create and update the filing index
  • Consolidate Monthly Report from various departments and forward it to the EHC
  • Ensuring timeous implementation of decisions from all statutory committees.
  • Ensuring all department QMS Procedures, Directives and Instructions are maintained as current and are available on the ATNS share-point system.
  • Ensuring up to date notification of changes to filing indices.
  • Maintaining a friendly, professional manner at all times.
  • Promoting departmental co-operation.
  • Arrangement of client and departmental functions.
  • Attending to internal and external visitors for the Executive’s office
  • Collating and distribution of the Human Capital packs and submission (Board Level) as per good corporate governance
  • Implementation of QMS for the department
  • Coordination of departmental budget
  • Safeguarding the integrity and confidentiality of the department and personal files
  • Proficient in the implementation of ISO procedures as per the Quality Manual
  • Arranging clients’ and departmental functions

Additional Responsibilities (Organizational Development Department Assistant)

  • Assisting the Women’s Development Program (WDP)
  • Coordinating meetings for the WDP
  • Organising meeting packs for the WDP Task Team Members
  • Taking minutes and distribute them within 5 working days
  • Update & keep track records of the WDP Spreadsheet
  • Make sure that the WDP email is up and running (answering queries) regarding the registration forms and selection process
  • Assist with the printing of the BSC’s (Balance Score Cards)
  • Capturing online the Performance Appraisals scores
  • Assist with the Skills Audit Awareness & Audit Skills
  • Responsible for all the Travel Requisitions Forms and catering requisition forms
  • Assist Foreign visitors will all their queries and taking them ATA tour
  • Assist students with general queries, faxes and photocopying
  • And other general admin work

Computer - IT:Executive PA to Snr Legal Manager / Financial Director and Business Development Director From 2012-02 To 2012-08
Duties

Diary, Telephone & Email:

  • Checking of Executives’ diaries and plan day accordingly
  • Handling of incoming calls
  • Daily checking/follow up on previous days unattended tasks via E-mail, fax, telephone the appropriate people
  • Daily checking of E-mails (including Executives’) and attend to issues, requests, tasks, etc.  Fax or E-mail correspondence to Executives wherever in the world they might be
  • Prioritize physical inbox and plan according

Liaison:

  • Liaising on high level with external clients
  • Handling aggressive “clients” and not to take it personal
  • Continuous follow up on outstanding issues

Meetings:

  • Attend meetings with Executives locally
  • Organise meetings and venues on behalf of Executives
  • Compile agenda for meetings
  • Compile documentation for meetings
  • Take minutes at meetings and the distribution thereof
  • Organise telephone and video conferences on behalf of Executives

Travel and Accommodation:

  • Make travel arrangements for  Executives, their families and other associates:
  • Flight schedule
  • Hotel Accommodation
  • Transport at destination
  • Passport and visas

Administration:

  • Filing of documentation
  • Typing of documentation
  • Schedule translation work
  • Telephone relief duties
  • Courier documentation
  • Assist with the ordering and serving refreshments
  • Payment of invoices
  • Internet and other research
  • Administration related to FICA compliance
  • Preparation of electronic presentations as well as  hard copies thereof

General:

  • Reporting of any irregularities (theft, use of illegal substance, etc) to Executives
  • Assist fellow employees when work load is low
  • Comply with HR Policies and Procedures
  • Upholding of confidentiality
  • Attending to various personal matters of Executive

Unemployed: From 2012-09 To 2012-12
Duties

Duties

Duties

Media Production:Campaign Administrator to Senior Executive & Advocacy Manager From 2011-09 To 2011-11
Duties

Diary Coordination

  • Liaise with team (internal and field) members and ensure
  • That diary speaks to each other
  • Ensure that team members attend critical meetings
  • Produce weekly diary that informs the team of what is happening.

Meeting Coordination

  • Organise meeting space (internal or external) and re-freshments.
  • Liaise and communicate with all stakeholders (internal and External) i.e. invites, directions
  • Ensure all equipment for meetings are organized, set up and works.
  • Available after hours day before and during key meetings that involves external stakeholders.

Travel Arrangements

  • Arrange all travel for team (internal, field coordinators) and
  • Stakeholders when necessary
  • Be available when team travels to assist with possible changes

Liaison with finance unit

  • Ensure that finance requirements are met regarding procurement and invoicing
  • Process  and Submit and file invoices
  • Follow up payments
  • Data Collection
  • Update and maintain a Phuza Wize database
  • Making calls to clients and updating their data info.

General Administration

  • Manual and Electronic filing.
  • Photocopying.
  • Scanning.
  • Binding document and monthly reports.
  • Assist with Power Point presentation

Investment Bank:PA/Office Manager to Head of Investment Structuring From 2011-12 To 2012-01
Duties
  • Screen phone calls, E-mails, letters, faxes
  • Filing of confidential correspondence
  • Attending to routine and specific matters of a business and personal nature
  • Monitoring of Deputy Chairman’s mailboxes
  • Printing important E-mails and presenting to the Deputy Chairman
  • Typing
  • Assisting with general legal duties
  • Renewal of short term insurance

Diary management

  • Ensuring that meetings are schedules correctly and that the correct attendees are invited timeously
  • Ensure that the Directors’ outlook, cellphone and paper diary are synchronised
  • Preparing agendas, notices, minutes and resolutions for corporating meetings
  • Arranging events or conferences by arranging for facilities and caterer and controlling event budget
  • Scheduling board meetings, compile snacks, distribute board packs
  • Arranging catering for certain events.  Formulate menus for the functions.
  • Travel
  • Preparing the pack for hotel and itinerary approval
  • Arranging travel plans and itineraries, compile documents
  • Booking flights, accommodation, cars and catering
  • Arranging visas
  • Maintaining frequent flyer miles

Civil Engineering:Site Executive PA From 2010-06 To 2011-08
Duties
  • Answering all incoming calls.
  • Taking messages and distribute them via email.
  • Arranging meetings and handling bookings of the Boardroom.
  • Travel and accommodation arrangements (Local and international).
  • Car rentals.
  • Ordering of stationery.
  • Capturing and recording of all data and information.
  • Ensuring that all documents are being saved under correct folders names follow the ISO9001 – standards are met.
  • Preparing Engineering packages.
  • Burn disks – monthly reports.
  • Preparing monthly reports and delivering them to the Head Office.
  • Binding documents, photocopying and faxing.
  • Handling Electronic diary for the Senior Engineers and Site Technical Directors.
  • Attending and responding to all queries or requests from/ to the Project Management team.
  • Co-ordinating all the site events such as conferences and year end functions.
  • Responsible for the attendance register.
  • Responsible for the weekly and monthly Timesheets and Leave Roster.
  • Ensuring that times sheets are completed online every week using (Vision system).
  • Receipt, processing and filing of invoices.
  • Handling the cash book.
  • Typing and general office administration, typing minutes, reports, memos, schedules and presentations.
  • Typing documents for the Representative Senior Engineer and Technical Director.
  • Scanning and filing all important and confidential documents.
  • Report compilation and distribution by typing/compiling/distributing and ad hoc reports when required.
  • Responsible for accurate filling.
  • Handling of confidential information.
  • Managing the 3x cleaning staff and 2x drivers.
  • Co-ordinating leave schedules for team, completion of leave forms and submission thereof.
  • Completion and submission of expense claims.
  • Ensuring that monthly travel claim forms are completed, authorised and submitted for payment.
  • Medicals: Co-ordination for team.

Consulting:Project Administrator/Accountant From 2009-01 To 2009-08
Duties

Typing & Administration

  • Typed correspondence and reports – coherent, all formats, daily, 100% correct.
  • Filed documents daily, correct files.
  • Developed presentations - all formats, when required, at required quality.

Information

  • Sorted email daily sent to responsible persons.
  • Ensure that all relevant feedback is done within deadline
  • Provide accurate general information when required.
  • Arrange meetings, interviews when required, timorously.
  • Managed diary electronically of Manager.
  • Establish a filing system (Numerical and Alpha Numerical).
  • Establish and implement administration process.
  • Ensure all ISO standards are met.
  • Control of office timesheets.

Meeting Scheduling

  • Arranged venues timeously, with necessary equipment – for all relevant meetings.
  • Make all relevant travel arrangement if necessary.
  • Invite all attendees and follow up on attendance.
  • Ensure beverages and refreshments are available.
  • Ensure that attendees have agenda for the meeting in advance.
  • Take minutes of meetings when ONLY requested.
  • Distribute minutes of meeting to all attendees after the meeting.
  • Ensure all necessary equipment is returned to Arcus GIBB Office Manager.

Office Operations

  • Answer all incoming calls.
  • Screen all relevant calls.
  • Take accurate and detailed messages.
  • Typing of documents for the Project Manager.
  • Binding of documents/fax/ filling and photocopying documents.
  • Ensure that manager receive all messages.
  • Fulfil role of Office Receptionist.
  • Ensure all stationary needs in the office are met and within Org budget.
  • Ensure all kitchen supply needs in the office is met and within budget.
  • Supervision of two general assistants, cleaning lady and a driver.
  • Order all necessary stationary after relevant authorisation from Manager.
  • Sort mail for Managers.
  • Ensure all relevant mail is sent out as required.
  • Ensure urgent mail is couriered.
  • Receive invoices for managers’ approval.
  • Ensure manager approves, decline or queries invoices.
  • Inform the Finance Department of the status of the invoice.
  • Scan and e-mail approved or declined invoice to the finance department for payment.
  • Assist Office Administrator with Bookkeeping and Cash Books.
  • Responsible for the Petty Cash (R500) a month.
  • Mail and courier equipment for the Sites.
  • Responsible for Managing and controlling the Stationery room.
  • Follow up on queried invoices and resolve for approval.
  • Follow up with Finance Department to ensure timeous payment.
  • Diary management for manager and office team.
  • Schedule appointments and inform manager of schedule in advance.
  • Assist with staff relocation when necessary.
  • Carry out project deliveries (Drawings/ Equipments).
  • Assistance with work permits and work visas.

Unemployed: From 2009-09 To 2010-06
Duties

Duties

Duties

Financial Services:SME & Skills Development Administrator (Projects) From 2007-07 To 2008-12
Duties
  • Responsible for Office Administration such as bookings of the boardroom, accommodation reservations, flight bookings (local & International).
  • Planning and co-coordinating events such as Exco meetings, Remuneration Committee, Sub-committee meetings, Skills Develop breakfast, social club events and End year function events.
  • Responsible for compiling reports, proposals & printing Agenda’s for the staff meetings and Management meetings.
  • Business communication skills both written and verbal such as writing invitations and business letters.
  • Relieve Receptionist when she’s on lunch.
  • Responsible for data Input Management – capturing information into our company’s system SMS.
  • Surf and doing research on Scarce Skills.
  • Calling and making a follow up on Non-levy and levy paying companies.
  • Manage my own breakfast projects.
  • Assist corporate department with events and Projects Department with the Women’s Development Programme Project.
  • Responsible for bookkeeping and allocation of invoices.
  • Assist Supply Chain Administrator with Finance paper work.
  • Assist Tender Manager with all incoming tenders.
  • Responsible for all the Social Club events and Projects.
  • Responsible for the driver and supervise 2x cleaning ladies.
  • Answering to department phone calls and taking messages.
  • Capture all companies Workplace Skills Plan.
  • Buying of stationery.
  • Updating stationery inventory list on monthly basis.
  • Assist Marketing Department with Media planning, Intranet Design and BANKSETA Logo design.
  • Perform all the PA duties reporting to the Skills Development Manager.

Education Management:Senior Front Office Assistant From 2006-04 To 2007-06
Duties
  • Welcoming and seating guests.
  • Answering all incoming calls.
  • Updating extension list.
  • Screening of calls and taking messages.
  • Responsible for the whole Front Office/Reception.
  • Supervise and manages 3 cleaners and 2x drivers.
  • Responsible for all the boardrooms and canteen.
  • Loading money into the franking machine every month.
  • Printing of reports from the franking machine and submitting the reports to the Finance department.
  • Responsible for all incoming and outgoing mail.
  • Responsible for all incoming and outgoing courier.
  • Assisting the PA to the Properties CEO with business letters, filling and compiling reports.
  • Responsible for the maintenance and security systems.
  • General office duties

Unemployed: From 2003-12 To 2006-03
Duties

Duties

Duties

Higher Education:Secretary – Bursary Office & Sports Development Department From 2000-01 To 2003-11
Duties
  • Attending to all student queries.
  • Updating student bill boards.
  • Capturing all students’ information into the system.
  • Sorting of Bursary forms.
  • Typing business letters for the Finance Manager.
  • Diary management.
  • Travel bookings.
  • Organise luncheons for Ad-hoc meetings.
  • Responsible for organizing outings for the department.
  • Assist Administration Department with calling students regarding status of their applications.
  • General office duties.
Johannesburg (Incl. Northern Suburbs)
Midrand
Xhosa
English
Yes
Ekurhuleni (East Rand),Johannesburg (Incl. Northern Suburbs),Tshwane (Pretoria)
Single
Available
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