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Manager Assistant

Pretoria, GP, South Africa
January 22, 2018

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ID Number 790*** **** ***

Professional Experience 1999 to date (17 years)

Nationality South African

Postal/Residential Address 721 Block G, Soshanguve, 0152

Contact Number 060 *** ****

E-mail address

Start date Negotiable


Brenda was employed by FinMark Trust as a Programme Assistant where she assisted 3 Managers and their teams with administrative and secretarial duties.

She was employed by the Council for Scientific and Industrial Research as a Personal Assistant to General Manager: Communications where she gave secretarial, administrative, branding and marketing support. She was also temporarily appointed as a Personal Assistant for a new Integrated Energy Research Centre. Her duties were to give secretarial and administrative support to the Manager of the unit in order to implement a new unit for the organization and also market the new unit within the external stakeholders and ensuring that there is enough exposure for the new centre.

Brenda was employed by the Momentum (MMI Holdings Group) as a Personal Assistant to CEO: SMME Market Segment where she offered secretarial and administrative support to the Head of the division and the direct Managers reporting to the CEO.

Brenda is competent in planning and implementing solutions and has good analytical skills. She has strong interpersonal skills, good communications skills and adapts well to any working environment. Her commitment and eagerness to learn and achieve makes her a valuable member of any multi-disciplinary team. She is a committed worker and part-time student progressing towards obtaining a National Certificate in Forensic Biology with Forensics4Africa.


1. FORENSICS4AFRICA Current studies – National Certificate in Forensic Biology

2. Soshanguve Technical College 1999 Certificate in Office Administration

3. Hlanganani Secondary School 1996 Matric


MS Office Suite

Lotus Notes



eProcure to Pay


JDE Oracle (Procurement)


1.Programme Assistant, FinMark Trust (i2i Facility) from July 2016 till July 2017

Key Focus Areas:

Scheduling of Board and sub-committee meetings

Prepare, print distribute Board meeting packs, reviews, meeting notes etc.

Organising and maintaining diaries and making appointments

Scheduling, coordinating and taking minutes of programme meetings

Dealing with travel arrangements and visa applications

Handle S & T claims for staff

Preparing invoices for payment

Prepare financial reports for donors

Arranging travel visas and accommodation for i2i staff

Assist in streamlining communication between the Cape Town and Midrand offices

Liaising with clients, suppliers and other staff

Assist with planning logistics for workshops and forums for the GIS and Data team

All administrative assistance requirements of the Work Stream Heads

Relieve at Switchboard

2.Temporary Personal Assistant/Group Assistant/Receptionist to General Manager, CSIR (Communications) from February 2015 – October 2015

Key Focus Areas:

Office organization

Front Desk management

Appointment scheduling

Front desk management

Brand coordination

Diary management at senior management level

Travel management

Document preparation

Meeting coordination and minute taking for management meetings and staff

Act as liaison amongst managers and staff members

Assist the management and the team in arranging meetings and conferences

Minute taking

Handle daily correspondence and screening incoming calls

3.Temporary Personal Assistant/Group Assistant/Receptionist to Chief Engineer, CSIR (Integrated Energy Research Centre) from July 2014 – January 2015

Key Focus Areas:

Project Management

Assisted in an office space planning project for the Energy Research Centre i.e. assisted in the design of the office space, assisted in creating layouts for workstations, assisted in the design of the cabling system that will save energy and assisting in the design of the boardroom and storage systems.

Project administration

Ensuring that the project management team adheres to deadlines and everything on the plan is done precisely and ensuring they stick to the cost of the project, follow set goals and deadlines

Document Preparation:

To type and prepare various documents accurately, timeously and in accordance with the specific needs to which the document is required

Copy-types & Draft documents (letters, faxes, emails, minutes) and performs data capturing under clear direction.

Document Management:

The effective electronic and manual filing of documents, ensuring proper maintenance of

records and easy retrieval of documents as and when required

Little involvement in document management (eB system), but receives and dispatches documentation (mail), and has a register for in & out post + Filing system with index to suit the programme.

Information Sourcing:

Performing information searches on the Internet and in relevant books, journals and magazines in order to assist the manager according to define requirements.

Information search type activities on a time to time basis

Meeting and Event Management:

To organise meetings and events according to the needs of the manager / programme.

Handles arrangements for meetings e.g. corresponds with managers and provides meeting details, books meeting room, arranges refreshments etc.

Drafting Agendas/Minute Taking:

To draft agendas for meetings and/or take minutes for meetings in line with the a specific meeting purpose and objective

Limited levels of drafting minutes and agendas

General Secretarial Support:

To perform general secretarial services to the needs of the manager/group.

Ensures that the manager is in a position to function effectively on a day to day basis which includes things such as coordination of diary, flights, documentation etc. to ensure he/she is prepared for all meetings, that all information can be efficiently accessed from the filing system, drafting letters, that the office functions effectively with regard to equipment, stationery, maintenance of building (report any mal functions), etc.

Computer literacy:

To acquire, maintain and apply sufficient knowledge and skills to effectively utilize various

software programs and systems relevant to the office environment (MS Word Suite) and is aware of current CSIR systems/processes. Has embarked on a process of learning with regard to these systems and familiarizing myself with other key software applications.

4.Personal Assistant to CEO SMME Market Segment, (Momentum – MMI Holdings) May 2012 to January 2014

Key Focus Areas:

Make travel arrangements i.e. flight, car, accommodation etc.

Manage the procurement pay system i.e. re-imbursements, payments of service providers

Planning and Diary management i.e. arrange meetings and office events, communicate all appointments to relevant parties involved, confirm attendees, distribute all applicable documentation received to all attendees, compile and distribute agenda and minutes, confirm venues a week in advance make sure that there are no double bookings.

Liaise with relevant individuals, external organizations etc. to arrange meetings, prepare agendas and draft minutes when required for Exco’s and Team meetings

Arranging meetings, strategy sessions and workshops and making sure the meeting rooms are organized and appropriately resourced and conference facilities arranged when required

Assisting with and ensuring the smooth running of the office i.e. ordering office refreshments, stationery, birthday gifts, decorations etc.

Prepare, refine and co creation of presentations with attention to detail

Receiving & returning calls / screening of calls

Establishing, management and maintenance of filing system

Management of reports / correspondence

Circulating monthly management report

Ensuring that new employees are setup i.e. request laptop/ desktop and ensure setup thereafter, request e-mail address, request telephone line and handset etc.

5.Personal Assistant to Deputy CEO, (Institute for Security Studies) March 2011 to March 2012

Key Focus Areas:

Process financial documentation according to ISS requirements, including generating purchase orders, process and prepare approved payment vouchers

Support the Office director’s office financial administration, including preparation of budgets, expenditure reports and monthly forecasting

Responsible for distribution of financial reports to donors

Receiving incoming calls by screening and directing them or attending to their needs or appointment requirements

Coordinate the Director’s diary

Receives all head office visitors in a professional manner and redirect them to appropriate staff

Develops and maintain a filing system to ensure efficient storage and access of departmental information according to sound administrative practice

Updating of events on intranet

Provides a general office support function by faxing and copying documents according to sound administrative needs

Maintain project schedules and work plans as required

Coordinate the information flow from the Director Management’s office and follow up on circulation of files and documents

Provides a secretarial function for management board, indaba, strategic retreat, as well as other head office meetings

Facilitate preparations, logistical, secretarial and other arrangements for quarterly management board meetings, the annual staff indaba, strategic retreats and all conferences and workshops that fall under the responsibility of Director Management

Keep up to date with events in the Executive Director’s office

Provide inter-programme support upon request

Provides support to other ISS offices as requested by Director Management

Maintain a contact database for the Director Management’s office

6.Administrative Officer to the Land & Property Assets Manager (The Housing Development Agency) July 2010 to March 2011

Key Focus Areas:

Monitoring, prioritizing and coordinating meetings and activities

Scheduling and supporting divisional programs, tasks and activities (including meetings, events and workshops)

Collating divisional program reports

Liaison and facilitation of relationships with stakeholders including service providers and regional stakeholders

Undertake the development, safekeeping and recording of all documentation (presentations/ correspondence/ reports)

Avails documentation to staff members as and when required

Create and maintain office systems including filing and registry management

Control and follow-up on all divisional administrative matters

Manage logistical and administrative arrangements relating to procurement (supply chain management)

Render an all-round administration service pertaining to management of land and property assets

7.Property Administrator to the Facility and Property Manager/Acting PA to COO/Occupational Health and Safety Officer (The Innovation Hub Management Company) May 2009 to June 2010

Key Focus areas:

Key Focus Areas and Achievements:

Maintain new tenant enquiry list and vacancies

Manage all admin tasks for sourcing of new tenants

Manage all admin tasks for renewal of leases

Maintain tenants’ files and correspondence files

Handle the municipal invoice queries

Handle all supplier queries

Obtain approval of invoices

Receive, check and record al supplier invoice

Coordinate general maintenance activities and summarize monthly repairs

Record keeping of all daily inspections and draw monthly summaries for property report

Place orders for all electrical supplies such as globes etc.

Coordinate tasks of service providers and record

Provide office support function to Property Development and Facility Management

Prepare monthly management reports on development, leasing and maintenance issues

Assist the Property Manager as necessary with appointments, diary input and correspondence

Ensuring that the building is safe according to the OHS regulations

8.PA to the CEO / Technical Group Assistant/Receptionist/Acting Board Secretary (Agrément South Africa – CSIR) October 2007 to April 2009

Key Focus Areas:

Co-ordinate and manage the manager's diary

Undertake spreadsheet analysis for specific tasks as required by the manager, presentation material and production of statistics in various formats

Plan and organize events in line with an understanding with the event requirements

Facilitate meeting arrangements and refreshments

Independent drafting of agendas

Travel arrangements and accommodation

Minute taking at meetings and if necessary following up on actions

Co-ordinate, finalize ad mailing of reports to be distributed internally and externally

Client and stakeholder liaison

Update and maintain filing system

Control the reception area

Deal with incoming e-mails, faxes and post

Screening of telephone calls and handling of telephonic communication including delivery of

messages and follow-up

General typing and/or formatting of documents

Handle Agencies' e-procurement and workflow

Deal with urgent matters that may arise in the absence of the manager

Ad hoc assignments

Travel and accommodation arrangements finalised correctly according to the travel policy and

procedures for all board members

Documents filed correctly on daily basis

Confidential documentation is stored and archived appropriately and access is closely controlled and monitored according to rules and procedures

Diary management - Accurate in terms of time, venue, agenda preparation according to the

requirements of the Board Member

Status of invitations and replies available at all times and reminders sent out timeously

Agenda and relevant documentation available timeously

Meeting rooms are managed in line with requirements and availability.

Ensure appropriate venue and equipment available as per agreement and requirements of

Board Members

7. Senior Secretary to Director Water Services Policy and Strategy (Department of Water Affairs) December 2004 to Sept 2007

Key Focus Areas:

Travel management

Secretarial Support to the Director

Procurement Support

Created and Managing Directorate’s filing system

Financial management

Document management

Task list management

Event management

E-mail management for the Director

Minute taking

Drafting submissions, memos, letters etc.

Project Involvement

Ordering office equipment, stationery

Arranging short listings and interviews

Drafting submissions

Dealing with Personnel issues

Receiving telephone calls

Confirmation of pay points for new staff

Help Desk Operator for the Directorate

8.Administration Clerk to Deputy Director General/Relief Secretary to the DDG (Independent Police Investigative Directorate) Aug 2001 to Nov 2004

Key Focus Area and Achievements:

Dealing with complaints from the public regarding police misconduct

Consulting with complainants regarding cases on police misconduct

Faxing and photocopying

Making travel arrangements

Arranging meetings

Making S & T claims

Accompanying visitors for the Head of the Department

Drafting letters (Confidential and normal)

Writing reports regarding cases on deaths of children in police custody

Filing and managing the filing room

Secretarial Support to the Head of the Department

Procurement Support

Document Management

Assistant to Special Programmes Officer i.e. dealing with HIV/AIDS issues, TB, Gender, Youth


Commendations: I was commended by the then Director-General of Water Affairs and Forestry for showing excellent customer care service to external and internal clients. This was published in the internal departmental newsletter.


1.Mr Abel Motsumi

Information Researcher

FinMark Trust

(011) *** ****


2. Mr Nkosinathi Ncube

Head: Applications Lab

FinMark Trust

(011) *** ****

071 *** ****


Contact this candidate