Manager Office

MANDI MATTHYSEN CV

Personal details

Date of Birth: 14th March Nationality: South African

Marital Status: Separated Driving Licenses: South Africa & UAE

Mobile: 050-****-*** Email: *****.*********@*******.***

Profile

A polished executive with 15+ years of proven experience supporting corporate senior level executives and management team for global Fortune 500 companies. Highly confidential communicator with an extensive background in operations, procedures, calendar management, planning, and logistics, including complex travel arrangements. Dedicated, self-starter, organized and multi-tasker with impeccable attention to detail with a history of providing exceptional, advanced and complex administrative support for Executives, Management Team and employees at all levels. Coupled with extensive Office Manager, HR and recruitment experience.

Employment History

July 2015-December 2015 - Office Manager/HR & Recruitment

Contract Position - Seafox

Responsible for staff time keeping, sick leave and annual leave.

Overseeing +-30 staff's day to day movements and ensure duties were carried out.

Responsible for conducting disciplinary hearings with the three drivers, receptionist, security and office maintenance staff.

Recruitment and selection of new staff:

-Write job descriptions or reviews and edits job descriptions written by others

-Develops and maintains network of contacts to help identify and source qualified candidates

-Negotiates and prepare employment terms and condition

-Initiate contact with possibly qualified candidates for specific job openings

-Reviews applications and interviews applicants to obtain work history, education, training, job skills, and salary requirements, and to provide information about the organization and position

Events co-ordinator both internally and externally.

Directly responsible for CEO, CFO and the Office Director. This included arranging flights, hotel and car bookings, preparing and binding financial documents and presentations, electronic calendar control, visas and holidays for executives, their families and their guests, petty cash control. Use of SAGE.

Ordering stationery, groceries, cleaning materials and office equipment.

September 2014 – February 2015 - Marketing/Business Development Manager

Voluntary Position - Ace Sports Academy

Placing all ads on social networks, designing and submitting ads in magazines and newspapers for clients and coaches.

Interviewing and recruiting potential coaches in person and via skype.

Printing and distribution of flyers.

Arranging schedules for coaches.

Meeting with potential new clients (i.e. schools).

Registering, collecting and recording fees for student activities.

Banking and balancing books.

Extensive interaction with students, parents, teachers and head teachers to ensure that all standards where being met.

Organising and running open days to introduce new students to the academy.

Supervising coaches to ensure that they were carrying out all their duties (this included ensuring that they were meeting their targets).

March 2014 – September 2014 – Office Manager/HR & Recruitment Manager

(Contract Position) Lenovo

Supporting the Vice President and three Directors.

Reimbursing of expenses and reconciling Amex statements.

Booking meeting rooms and conference. Arranging office workshops, events and conferences.

Handling VP’s and three director’s calendars.

Preparing presentations, including printing and binding booklets.

General Office Manager duties.

Recruitment and selection process of new staff from start to finish, including introductions and exit interviews.

Ensured HR procedures were implemented correctly.

Events co-ordinator both internally and externally.

September 2012 – September 2013 - Office Manager and Executive Assistant to the

Registrar and Deputy

(One Year Contract Position) - DIFC Courts

Responsible for reading and replying to all emails received by the Registrar (60 plus daily). Responsible for all appointment and meeting requests on a daily basis.

Arranged overseas Judges meetings (hotel bookings, flights, venues and restaurant bookings, collating presentation material, printing binding and distributing).

Reviewing and summarizing reports and documents; preparing background documents and annual budgets.

Worked closely with the Corporate Communications department as well as outside event companies. Co-ordinated events both internally and externally.

Handled all the Deputy Registrar’s emails when she was away on four months maternity leave, which included calendar control and assisted with various projects (ie. Implementation of ProBono).

Involved in the HR and recruitment process for interns and office staff.

Supervised the receptionist, security and office assistant.

August 2004 – September 2012 - Office Manager/HR & Recruitment Manager to the Managing Director - BMW Group Middle East

Arranging complex travel itinerary for MD (including the families holiday travel and step-by-step route planers), hotel and car bookings, implemented electronic filing system, generate travel claims, collate regional portfolio’s, management minutes, collate weekly sales & aftersales figures.

Ensure smooth transition of old MD leaving and make all necessary arrangements for arrival of new MD and other colleagues (i.e. finding accommodation for families and schools for children).

Overseeing all HR and recruitment for new employees:

-Maintain and upkeep internal company rules and regulations as well as staff database and personnel files

-Liaise with PRO on progress of employee visas/renewals and UAE ID

-Maintain employee attendance records as well as annual leave, sick leave, business travel, flight tickets and health insurance

-Responsible for company lease agreement, trade license and company cars

-Liaise with recruitment agencies, screening, interviewing and short listing potential candidates

Execution of corporate events, car launches, conferences, VIP dinners and lunches.

Supervising the receptionist and junior members of staff to ensure that they were carrying out all their duties.

Sept 2001 – June 2002 Office Manager and Personal Assistant to the Managing Director

(Company closed down) Milestone International Services

Scheduling meetings, preparing travel itineraries plus hotel, travel and car hire arrangements. Managed the household staff of the Managing Director's residence and ensured the success of hospitality opportunities at major events in Dubai (e.g. Dubai World Cup 2002).

Other responsibilities included administrative duties - minute taking, drafting correspondence, email and call handling. In the absence of the Managing Director I managed the office on a day-to-day basis, controlled petty cash, developed and implemented new filing systems, managed databases, controlled the accounts via Quicken and managed the company's fleet of cars and drivers.

Overseeing the drivers and house staff.

Jan 1998 - Sept 2001 Recruitment Consultant

Kelly Personnel

Maintaining existing clients and developing new business opportunities.

Writing and submitting vacancy advertisements for print, collating and preparing CVs, screening and interviewing candidates, plus training and assessment of candidates' PC skills.

Conducting disciplinary proceedings, calculation of salaries and leave payouts for temporary assignments, assisting with medical aid and sick pay applications, liaising with banks regarding salaries and accounts for temporary staff and preparing invoices for clients.

Jan 1990 - June 1997 - Office Manager and Personal Assistant to the Regional Director Foreign Exchange Business Centre

Standard Bank of South Africa

Extensive client liaison, diary management, preparing travel itineraries and managing hospitality functions. These duties were combined with secretarial and administrative support, including drafting import and export documents, call screening, creating letters, spreadsheets and memos. Attention to detail was a key criteria in this position as many documents included large volumes of figures.

Responsible for the HR and recruitment for the Administration Department.

Education:

1989 Completed Matric at Durban Girls High School

Subjects: English, Afrikaans, Accounting, Biology, History, Home Economics

1990-1992 Diploma in Financial Accounting at Damelin College

Subjects: Accounting I, Business Communication, Business English, Business Economics

2013 Executive Personal Assistant Certificate at Nadia’s

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