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Manager Personal Assistant

Port Alfred, Eastern Cape, South Africa
January 06, 2020

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Melissa Megan Mc Gowan : Executive/Personal Assistant

Relocating to Port Alfred: January 2020

Address: ** ******* ****, ***********, **** London, 5247


Telephone: 076******* (c)

Personal Summary/Profile

excellent organisational and time management skills

good written and spoken communication skills

accuracy and attention to detail

a calm and professional manner

excellent computer and administration skills

a flexible and adaptable approach to work

the ability to use my initiative and accountable for my actions

I am a highly motivated, confident individual with exceptional multi-tasking and organisational skills; I am able to exhibit confidentiality, discretion, tact, diplomacy and professionalism when dealing with directors or senior managers. I am ready and qualified for the next stage in a successful career.

Key Competencies and Skills

Technical skills

administrative support and secretarial duties

written and verbal communication skills

administration and document management

event management and diary management

provide administrative support with key projects

type reports, minutes, agendas, memorandums and general correspondence

record keeping : filing documentation paper-based and electronic

computer skills i.e. Microsoft, outlook, email, internet


Interpersonal skills

ogood communication and time management skills

oself-development, willing to learn new tasks, provide innovative solutions to problems

ocustomer service and maintaining relationships with clients

oability to work independently and a team player

oenergetic, flexibility and multitasking

oinitiative and sound judgment

omaintaining confidential information

oadhere to deadlines

oproactive, adapting and responding to change

Academic Qualifications

High School : Wentworth Secondary School – Durban

Standard Passed : Matric Exemption – 1993

Current Studies

Institution : UNISA - Final Year

Qualification : Bachelor of Commerce in Business Management

Educational Qualifications

Institution : Damelin College

Qualification : Certificate in Banking

Institution : U N I S A

Qualification : National Higher Certificate in Accounting

Institution : MANCOSA

Qualification : Higher Certificate in Project Management

Records Management Certificates from UNISA NQF 5 credits:

Basic Archives and Records Management

Intermediate Archives and Records Management

Advanced Archives and Records Management

Employment History

Employers Name: Beyond Zero NGO

Employment Dates : 03 December 2018 – 30 April 2019

Reason for leaving : contract ended

Job Title: Personal Assistant to CEO and Senior Executives

Summary of main duties:

Type reports, minutes, agendas, memorandums and general correspondence and filing of documentation

Coordinates, books and arranges business travel

Delegated routine correspondence and filling

Diary management of CEO

Coordinates and prepares all EXCO, Board and Board Committee meetings packs

Records, drafts and distributes minutes of meetings

Carries out delegated research on the internet

Manage phone calls and correspondence (email & letters etc)

Schedules meetings, distribute agenda and minute taking of meetings

Procurement of goods and services according to company policy

Planning and organises of conference venues for external meeting

Receptionist duties when needed

Employers Name: SA Reserve Bank

Employment Dates : 01 April 1999 – 31 December 2017

Reason for leaving : Retrenchment

Job Title: Personal Assistant and HR Officer : 2009 – 2017

Summary of Duties:

Personal Assistant

Type reports, minutes, agendas, memorandums and general correspondence ad-hoc ;file documentation

Make arrangements for and receive visitors/VIP visitors

Travel arrangements : booking of flight, and accommodation and car rental for the Branch Manager and management team

Taking down of Branch Minutes ie. Management meetings, Disciplinary hearings, JPC meetings,Departmental meetings; distribute minutes to participants;

Co-ordinate the arrangements/logistics for the Monetary Policy Forum and liaise with Executive Management, Head Office with regard to the function.

Setting up the Boardroom room for meetings e.g. projector, stationery, refreshments and relevant meeting documents

Upkeep of the Manager's diary,recording of the Manager's programmes for functions, co-ordinate his appointments internally and externally.

Assist in establishing and managing internal communication channels between the Branch Manager and employees i.e. managing the Bulletin Board and Intranet

Establish system of record keeping and maintain up to date comprehensive records of correspondence in the branch.

Draft and finalise letters, documents, circulars and Manager's Instructions and responses to routine requests for information.

Update Branch Bulletin Board and Intranet site to communicate relevant information to all staff

Assist with ad hoc projects/ projects

Make appointments for visitors and finalise pre-visit arrangements before arrival

Ensure staff queries are directed to the Branch Manager to receive attention

Branch Manager's diary maintained and meetings arranged.

Travel arrangements organised and confirmed for all branch staff

Telephone calls received and forwarded to appropriate people in the department and messages taken when required

HR Officer/Administrator

Provide administration support to the HR Business Partner

Manage leave records by ensuring all leave is captured correctly; approve and control all types of leave categories; prepares monthly leave returns;

Monitor & update Overtime Register : reconcile overtime hours worked; verify accuracy of payment calculations; reconcile all overtime taken monthly

Processing of Staff Loans i.e. Emergency loans, Housing & Vehicle loans; retirement Fund Loans

Capturing of Study aid and Bursary Forms; Garnishee orders; Home owners Insurance; Personal Group Accident Forms

Appointments/Terminations/Resignations/ Deaths : Uploading all new appointments; processing of relevant termination documents according to the checklist

Branch Training and Development : updating all training and development stats; reconcile the actual and planned; Co-ordinate training logistical arrangements; update training register

Capturing of all IODs and Complete Workmen’s Compensation Register

Staff training : Arranging of training events, coordinating and ensuring attendance; record keeping, attendance registers and enrolment

Confidential recordkeeping and maintenance of all HR documentation; preparing and managing all HR documentation including offer letters and contracts of employment

Assist with all general HR related administration and ad hoc HR reporting

Prepare Internal Circular relating to any new updates for staff members on new procedures; policies and guidelines

Administrative Clerk : 2001 – 2009

Summary of Duties:

Administrative tasks : data capturing on the Bank’s accounting system, typing reports, correspondence, enquiries from the public

Paying of Branch Accounts, record in relevant control registers i.e. maintenance register

Prepare monthly returns for Accounts and staff overtime schedules

Schedule travelling and accommodation arrangements for staff

Management of the switchboard, filing, processing faxes, handle incoming mail

Typing correspondence, scanning documentation, compiling reports, agendas, etc.

HR Functions: Processing of leave, emergency funds, bursaries, study aid resignations, retirement fund loans, I.O.D. claims, attending to employee enquiries, monthly overtime schedules, compile management report, new staff appointments

Co-ordinating the procurement process for Branch supplies and services.

Managing and controlling Fixed Assets and Stores/Stationery

To ensure that the necessary goods and services are procured and recorded.

To ensure that creditors are paid for goods delivered and/or service rendered.

To ensure that all outstanding amounts due are claimed and received.

To ensure adequate stock holdings and that stock movements are accurate, complete and verified.

To ensure assets are accounted for and that the movement of assets is recorded.

To ensure that the utilisation of pool vehicles are authorised and recorded.

References :

Sameera Jenkins: HR Manager

Life Hospital Group



Edmund Jacob: Branch Manager

South African Reserve Bank



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