Personal Assistant Sales
Resume:
adfe2z@r.postjobfree.com
SKILLS
COMMUNICATION
PEOPLE SKILLS
ATTENTION TO DETAIL
TIME MANAGEMENT
SELF-CONFIDENCE
POSITIVE ATTITUDE
PENELOPIE BROWN
EXPERIENCE
(March 2010 – September 2018)
Legal Secretary
Sasol South Africa Limited
Duties
Prepare typed documentation (memoranda, correspondence, reports, etc.) accurately and within acceptable timeframes.
Take minutes and types up when requested.
Prepare professional presentation materials timeously whenever required
Provide service to Managers and Legal Advisors for contract editing, proof reading and final formatting of contracts.
Receiving, sorts and distributes mail for Technology Contracting.
Emptying Managers’ out-trays on daily basis.
Ensure the security of confidential information and documents. Adheres to e-mail policy.
Documents are posted or couriered promptly (within 3 hours of request) and followed up to ensure receipt by third party within 3-5 days (dependent on courier delivery times).
Managing hard-copy filing (excluding original contracts, which are the Contract Administrator’s responsibility). Filing is done professionally according to an agreed system and documents are easily retrievable:
a)Take accountability for filing room
b)Open files in the required format for hard copies of contracts
c)File copies of addenda and correspondence in the respective files
d)Update the electronic filing list in the accepted format
e)Archive old copies of contracts, RFI’s and RFQ’s in the storage room on an annual basis
f)Open files for legal advisors as and when requested to do so, for filing room
Ensure documents are edited and formatted appropriately before issuing (no/ minimal typographical errors in documents).
Ensure e-mails are distributed correctly, with correct attachments and to correct distribution list.
Confidential contracts are not lost or leaked.
Accurate and professional filing of documents (ease of retrieval).
Provide summary of specified departmental expenses to manager on monthly basis.
Assisting Contract Administrator with creation of OA’s and PO’s in her absence.
Assists others with MS Word / Excel / PowerPoint applications when required.
Effective Office Administration and Time Management
Receive calls, takes accurate messages for Managers and Legal Advisors, during periods of absence Communicates telephonically with clients as required.
Manage electronic diaries and schedule meetings. Confirms meeting acceptance prior to accepting requests where conflicts occur.
Inform Managers of schedule (daily) and ensures they leave timeously for meetings off-site.
Allow adequate traveling time between meetings.
Prioritises work according to individual needs and resolves potential conflicts.
Prepare relevant documentation for meetings (at least 24 hours prior to meeting).
Prepare and checks documents for credit cards, cell phone expenses, etc., for authorization (monthly before due date).
Log calls and resolves problems with office equipment (e.g., printers) promptly.
Ensure adequate stationery supplies are maintained.
Place orders via EBP and create purchase requisitions for PS1.
Check printers/refreshes paper supplies twice daily.
Distribute printing and keep printing area tidy.
Assists in processing applications for study loans, IT requirements, etc.
Take messages and passes on promptly; Re-routes phone calls accurately.
Process credit card and cell phone forms correctly and timeously.
Notifies Managers timeously of meetings and ensures that they have documentation for meetings.
Control access to and manages stationery cupboard to manage inventory and costs; ensures appropriate use for business purposes only.
a)Arrange travel arrangements
Make travel and accommodation bookings through Rennies Travel.
Arrange visa applications (obtains forms, letters of approval, makes appointments with embassies, etc.),
Make passport arrangements and collects travel documents timeously.
Prepare itinerary reflecting all the necessary activities and detailed information (contact numbers, hotel addresses).
Prepare addresses (including in the relevant foreign language if necessary) timeously for Manager before departure.
Prepare and check documents for travel claims for authorization (to be submitted to Financial Department within 7 days of return).
b)Arrange conferences, meetings and other functions:
Confirm list of invitees/attendees
Confirm budget available.
Book appropriate venue or meeting room and other facilities/equipment.
Make travel and accommodation arrangements if required.
Ensure that catering (teas, lunches, etc.) is provided according to specifications.
Prepare agenda, presentations and other documentation and distributes timeously (at least 48 hours prior to function).
Arrange parking when required.
Collect visitors at Reception for internal meetings.
Take accurate minutes when required.
Set up teleconference and videoconference facilities when requested and ensures equipment is available and functional.
c)Compile and add metadata fields to historical contracts in Livelink
Extract the relevant information from the original contract and adds online to the metadata template;
Save results, renames documents according to correct naming convention; moves files to new folders where name change requires this.
(April 2008 – March 2010)
Personal Assistant/Secretary (Temporary Positions)
Various Sasol Departments
Duties
Minutes of meetings
Arranging of all functions
Organisation of diaries
Setting up of meetings and teleconference local and international
Attending to e-mails
Scheduling of meetings
Screening and addressing all telephone calls
Coordinate all travel plans international and local
Preparation for meetings, presentations, prepare overhead slides
Control of department stationery
Liaising with suppliers and caterers
Filing
Flight plans internationally and local, accommodation and vehicle hire
(September 2004 – February 2008)
Telesales
Blue Marine Frozen Foods Part of Bidvest Group
Duties
Liaising with customers on a daily basis
Selling of new products – collating sales figures on a daily basis
Monthly stats for sales reps regarding purchases
Ensure cross flow of information between leadership and the reps
Ensuring that all orders are recorded and forwarded to dispatch prior to stipulation cut off times
Monitoring sales on a daily basis
(April 2004 – August 2004)
Telesales Supervisor (temporary position)
Rich Products Corporation
Duties
Liaising with customers, promoting new products
Collating sales figures on a daily basis
Minutes of sales meetings
Monthly stats for sales reps regarding purchases
Typing of reports
Complaints from customers
Ensure cross flow of information between leadership and the reps
Control of leave
Ensuring that all orders are recorded and forwarded to dispatch prior to stipulation cut of times
Stats of sales on a daily basis for the Vice President
(October 2003 – March 2004)
Sales Administrator
Deli France
Duties
Liaising with customers, promoting new products
Collating sales figures on a daily basis
Minutes of sales meetings
Monthly stats for sales reps regarding purchases
Assisting sales reps with purchases
Switchboard
Sales reps salary and commissions at month end
Typing of reports
Compile report with regards to complaints received from customers
(April 2003 – September 2003)
Secretary
Wits University (Pathology)
Duties
Liaising with professors with regards to autopsies
Typing reports
Screening of all incoming calls
Typing and filing of all reports
Liaise with mortuary
(April 2003 – April 2003)
Office Administrator
PA Group
Duties
Collating of figures for branches
Project administration
Banking
Data capturing
Typing
Queries
Ordering of stationery
Assisting manager with reports
Update of access database
(January 2001 – May 2002)
Regional Sales Coordinator
Nedcor Bank Limited (Regional Office)
Duties
Minutes of Manager’s meetings
Collating of figures for all Micro Branches
Liaising with Market Managers
Arranging of all functions for Micro Markets
Liaising with different companies with regards to requirements
Prepare overhead slides
Assist/coach all retail bankers with programme
Control of department stationery
Assist Micro Managers with reports
Daily reports on instalment credit applications for all branches
Liaising with suppliers and caterers
(April 1997 – December 2000)
Secretary/Personal Assistant
Nedcor Bank Limited
Duties
Minutes of meetings
Typing and filing of all correspondence
Screening all calls
Diary management and arranging of appointments
Prepare overhead slides for presentations
Receiving of all visitors
Assist clients regarding their instalment credit agreements and current accounts with regards to arrears of payment
Handling of all incoming and outgoing files to attorneys
Control of department stationery
Prepare reports for attorneys
Control of attendance and leave applications
Assist investigators and police with client’s details with regards to outstanding payments
Arranging of all department functions
Monthly sales reports
Liaising with caterers and suppliers
(March 1996 – April 1997)
Secretary/Personal Assistant
Nedcor Bank Limited (Socio-Economic Empowerment Unit
Duties
Typing and filing of all correspondence
Screening all calls
Arranging of all department functions
Diary management
Minutes of meetings
Prepare overhead slides for presentations
Receiving of all visitors and clients
Preparation of Agreements for the various entrepreneurs joining the organization
Travel arrangements
(May 1994 – February 1996)
Exchange Control Clerk
Nedcor Bank (Foreign Exchange Control Unit)
Duties
Filing
Apply to the South African Reserve Bank for transfer of funds abroad
Emigration overseas
Apply for immigrants entering the country
Liaising with clients abroad
Arrange traveller’s cheques and cash for clients on holiday in South Africa
Typing and filing of all correspondence
(March 1990 – April 1994)
Clerk
Nedcor Bank
Duties
Capturing of foreign drafts and electronic transfers
Liaising with foreign dealers with regards to rates
Selling of customer shares on a daily basis
Buying of foreign shares on a daily basis
Liaising with customers with regards to selling and buying rates
Knowledge and Competencies
Sound secretarial skills with the ability to display initiative
Strong organizational skills
Team player
Possess high interpersonal and communication skills
Excellent organisational and planning skills
Excellent communication skills
Excellent interpersonal skills
Systematic worker
Ability to work independently and use initiative
Professional presentation
Proactive and ability to make own decisions
Build and maintain good networks
Ability to prioritise and control workload
Good problem solving skills
High level of emotional intelligence and maturity
Complete confidentiality
Detail orientated - accuracy and precision is required
Excellent telephone etiquette
EDUCATION
(2007 evening classes)
Grade 12 (Matric)
Florida High School
REFERENCES
Company Name and Position
Name
Contact numbers
Sasol South Africa Limited
Technology Contracting
Senior Legal Advisor
Johan Nel
Sasol South Africa Limited
Vice President Legal
M&A and Oil & Gas
Dr. Torsten Peters
Deloitte South Africa
Associate Director
John Cochran
Blue Marine Frozen Foods
General Manager
Graeme Baines
Nedcor Bank Limited
Senior Manager
Mandla Zwane
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