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Executive Assistant

Location:
Pretoria, Gauteng, South Africa
Salary:
280 000 p.a
Posted:
September 26, 2018

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Resume:

Brenda MARIPANE CURRICULUM VITAE

BN MARIPANE

**** ** **** * ** 6

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

Professional Experience 1999 to date (18 years)

Nationality South African

Postal/Residential Address 997 Block G, Soshanguve, 0152 Contact Number 060-***-****

E-mail address ac66jd@r.postjobfree.com

Start date Negotiable

KEY ORGANISATIONAL SKILLS

Brenda is currently employed by the Council for Medical Schemes as a Temporary Administrative Assistant to the Company Secretariat.

She was employed by FinMark Trust as a Programme Assistant where she assisted 3 Managers and their teams with administrative and secretarial duties. Also worked for the Council for Scientific and Industrial Research as a Personal Assistant to General Manager: Communications where she gave secretarial, administrative, branding and marketing support. Brenda 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.

She 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 Science with Skills Academy. PROFESSIONAL DEVELOPMENT

Institution : Skills Academy

Qualification : National Certificate in Forensic Science (Current) Institution : Soshanguve Technical College

Qualification : Certificate in Office Administration (1999) Institution : Hlanganani Secondary School

Qualification : Matric (1996)

Brenda MARIPANE CURRICULUM VITAE

BN MARIPANE

2018 CV Page 2 of 6

EMPLOYMENT RECORD

1. Temp Administrative Assistant to the Company Secretariat ( Council for Medical Schemes) July 2018 till current

Key Focus Areas:

Provides confidential administrative functions to the Corporate Secretary, CEO and Executive Management, by producing a variety of documents such as correspondence, executive minutes, agendas and Board packs; updates and maintains computer files, email and directories; utilizes desktop publishing applications where required.

Composes correspondence for executive signature; sets up appointments and meetings; provides and/or co-ordinates the provision of secretarial services for the members of executive management group; prepares and distributes notices of meetings at the Board and executive levels.

Sets up and maintains office filing systems, including correspondence and related administrative records.

Ensuring locations and meal arrangements are booked, preparing and distributing meeting agendas and meeting materials and acting as liaison with all involved community contacts and businesses.

Attends a variety of senior management, board and sub-committee meetings and takes minutes, produces and distributes as appropriate; gathers information for inclusion in management or Board reports on request; distributes meeting packages prior to meetings.

Supports the Corporate Secretary in Board Governance applications.

Operates a variety of business machines, including fax, photocopier and mailing equipment to receive, duplicate and distribute administrative material. 2. Programme Assistant (FinMark Trust - i2i Facility) March 2016 - July 2017 Key Focus Areas:

Scheduling of Board and sub-committee meetings

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

Assist in streamlining communication between the Cape Town and Midrand offices

Travel management

Secretarial Support to the Director

Procurement Support

Records management

Financial management for donors

Document management

Task list management

Event management

E-mail management for the Director

Minute taking

Project Involvement

Ordering office equipment, stationery

HR management

Relieve at Switchboard

External and internal liaison

Brenda MARIPANE CURRICULUM VITAE

BN MARIPANE

2018 CV Page 3 of 6

3. Temporary Personal Assistant/Group Assistant/Receptionist to General Manager, CSIR

(Communications) October 2015 - February 2016

Key Focus Areas:

Office organization

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 4. Personal Assistant to CEO SMME Market Segment, (Momentum – MMI Holdings) November 2012 - September 2015

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) November 2011 - October 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 requirement

Coordinate the Director’s diary

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

Brenda MARIPANE CURRICULUM VITAE

BN MARIPANE

2018 CV Page 4 of 6

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 5. Temporary Personal Assistant/Group Assistant/Receptionist to Chief Engineer, CSIR

(Integrated Energy Research Centre) April 2011 - October 2011 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

Brenda MARIPANE CURRICULUM VITAE

BN MARIPANE

2018 CV Page 5 of 6

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.

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

6. Administrative Officer to the Land & Property Assets Manager (The Housing Development Agency) July 2010 - 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. Senior Secretary to Director Water Services Policy and Strategy (Department of Water Affairs) May 2005 - June 2010

Key Focus Areas:

Travel management

Secretarial Support to the Director

Procurement Support

Records management

Financial management

E-mail management for the Director & Document management

Task list management

Event management

Minute taking

Project Involvement

Ordering office equipment, stationery

HR management

Help Desk Operator for the Directorate

Brenda MARIPANE CURRICULUM VITAE

BN MARIPANE

2018 CV Page 6 of 6

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. 8. Administration Clerk to the DDG/ Relief Secretary to the DDG (Independent Police Investigative Directorate) October 2001 - April 2005

Key Focus Areas:

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 etc.

9. Lab Assistant (Du Roi Laboratories) December 1999 - September 2001

Dealing with disease free tissue culture plants

Data capturing

REFERENCES

Mr Khayalethu Mvulo

Company Secretariat

Council for Medical Schemes

(012-***-****

076-***-****

E-mail: ac66jd@r.postjobfree.com

Mr Abel Motsumi

Information Researcher

FinMark Trust

(011-***-****

E-mail: ac66jd@r.postjobfree.com

Ms Lorraine Legodi

Executive Assistant to Danie van den Bergh

CEO: Momentum Financial Planning

Momemtum (MMI Holdings)

Tel: 087-***-****

(012-***-****

Cell: 083-***-****

E-mail: ac66jd@r.postjobfree.com



Contact this candidate