Personal Assistant Manager
Resume:
Charmaine Van Zyl
Personal information
First name: Charmaine
Last name: Van Zyl
Date of birth: 04/07/1968
Nationality: South African
Residential Address: 22 Northumberland Avenue, Howick Cell phone number: 083*******
Marital Status: Single
Dependants: None
Email address: ********@*****.**
Introduction
I am highly organised, self-motivated and professional. I have a positive attitude and a strong work ethic. I work well without supervision or as part of a team. I am detail-orientated and work accurately. I am fully computer literate, enjoy learning new skills and have excellent communication skills. My passion lies in computers and performing a supportive role to Chief Executives. I have high level agenda preparation and minute taking skills.
I am valued for my positive attitude, professionalism, communication skills, attention to detail, loyalty and resourcefulness and my excellent computer skills.I currently live in Howick but am willing to relocate if necessary. I am family orientated and balance my career and hobbies. Education
Technikon SA BTech Human Resources Management 01/1999 – 12/2000 Subjects:
• Advanced Industrial Relations 4 90%
• Advanced Management Of Training 4 65%
• Advanced Personnel Management 4 92%
• Advanced Strategic Management 4 75%
• Organisational Behaviour 4 65%
• Research Methodology 65%
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Technikon SA
National Diploma Personnel Management
01/1996 – 12/1998
Subjects
• Business English
• End-User Computing I
• Business Management I, II and III
• Personnel Management I, II and III
• Quantitative Techniques
• Financial Accounting I
• Management of Training I, II and III
• Labour Law
• Industrial Relations I and II
Matric Eshowe High School 12/1986
English First Language B
Afrikaans Second Language A
Biology C
Geography C
Technical Drawing D
Mathematics (SG) C
Courses
1. Effective Delegation and Control – Eskom: 1999
2. Planning and Time Management – Eskom: 2000
3. Cultures and Team Effectiveness – Eskom: 2001
4. Business Presentation Skills – Eskom: 2002
5. Effective Meeting Leadership – Eskom: 2003
6. Project Planning, Scheduling and Control – Eskom: 2004 7. Motivation – Creating Winners in the Workplace; Managing Diversity – Eskom: 2004 Work experience
1. Office Manager – 1 December 2018 to 30 June 2019: Van’s Diner (Margate) Duties
Setting up all office procedures and processes for this new business. Setting up bookkeeping and HR systems, paying weekly wages, ordering of stock, stocktaking, advertising and working on the till when required. I did this to assist my fiancé and his brother at the time. He broke the engagement and I moved to Howick to live with my sister, where I currently reside at 22 Northumberland Avenue. I was paid R6000 a month for my assistance. 2. Executive Assistant – 15/05/2017 to 30 November 2018: South Africa Cargo Services
(Durban)
Duties
• General Personal Assistant duties for four company executives i.e. Chief Operations Officer, Chief Financial Officer, Business Development Manager and Human Resources Manager.
• Managing the Executives’ diaries and appointments electronically
• Dealing with emails and telephone calls and messages.
• Safekeeping of confidential company documents
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• Monitoring of deadlines for contract renewals
• Preparing agendas, packs and minutes for weekly Management Committee meetings, monthly Executive Committee meetings and quarterly Board of Directors meetings as well as the AGM.
• Dealing with general correspondence
• Dealing with comprehensive and marine insurance claims
• Booking of flights, accommodation and vehicle hire for the Executives
• Management of cellphone contracts and accounts
• Booking venues for Strategic Planning Sessions
• Dealing with guests, clients and suppliers
• Preparing reports for the MANCO and EXCO meetings. Special Achievements
• Designed and initiated a report template whereby the Branch Managers submit reports in preparation for the weekly MANCO meetings which facilitated month end reporting for the COO and enabled better planning by the Financial Department.
• Created an electronic filing system and email reminders for all documentation/ certificates which need to be renewed or reapplied for.
• Created an electronic filing system for all tenders and a document detailing tenders per branch which highlights renewal dates.
• Established a spreadsheet and electronic filing system for all insurance claims which facilitated tracking and reporting of claims.
Reason for leaving
Myself and my fiancé at the time moved back to Margate in November 2018 to establish a new business with his brother.
Salary R16 000,00 per month
3. Personal Assistant to the Chief Executive - 12/2013 to 11/2016: Hibiscus Retirement Villages (Margate)
Duties
Organised internal and external meetings including booking venues and travel arrangements, accommodation and catering. Composed correspondence on behalf of the Chief Executive. Prepared reports and agendas for Divisional and Executive Committee meetings, ensuring that the information is accurate, and ensuring that the agendas are distributed on time. Taking minutes of meetings and distributing task lists arising from the meetings to the Divisional and Executive Committee members. Carrying out tasks as per delegation from the Strategic Planning and Executive Committee resolutions. Assist the Chief Executive with creating presentations for EXCO meetings and Annual General Meetings. Sole custodian of Chief Executive’s confidential files and documents e.g. SARS documents, NPO status certificates and Business licences. Renewal of company cellphone contracts, vehicle and business licences. Assist Chief Executive and Financial Manager with preparation of annual report and audit responses.
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Special Achievements
Initiated bulk sms system whereby approximately 1900 elderly residents could immediately be informed of emergencies e.g. water or electricity interruptions. Initiated residents’ personal information clean-up where all residents' personal details were updated on personal files and database. Designed electronic filing system for invoices. I also took over the website administration, which saved the Society costs. I started electronic filing and archive system for important documents. Liaised with SAASA for appointments for the residents to complete grant application documentation.
Reason for leaving
Fiancé's Electrical Contracting company moved to Ballito. Salary R13 791.50 per month
4. Personal Assistant to General Manager: 08/2004 to 12/2013: Umdoni Municipality,
(Scottburgh)
Duties
Compiled documentation, reports and correspondence. Dealt with incoming email and corresponding on behalf of the General Manager. Provided general administrative and clerical support.
Organised and maintained General Manager’s diary and made appointments. Coordinated the flow of information both internally and externally. Consolidated reports for the Planning, Development and Infrastructure Committee monthly agenda to ensure the agenda was printed and distributed on time. Assisted with resolving audit queries. Worked closely with other Departmental Managers. Liaised with ratepayers, ratepayer & civic associations and the general public with regards to Service Delivery requirements. Administered the office in the absence of the General Manager.
Special Achievements
Initiated database system for street light maintenance. Took over all reporting for the PD&I Committee meetings without GM having to pre-approve them. Reports were always timeously submitted to the Committee Section for the agenda with no complaints received. Assisted the Departmental Superintendents with compiling and maintaining their budgets. Dealt with additional work load with the inclusion of an additional portfolio for the General Manager without appointing an assistant. Established a comprehensive filing system for the department. Reason for leaving
Accepted a higher salaried job offer in Margate.
Salary R11 720 per month.
5. Human Resources Officer - 08/1998 to 04/2004: Eskom (Pretoria) Administered HR related documentation, such as contracts of employment, resignations, transfers, retirements and packages. Ensured the SAP HR database was up to date, accurate and complied with legislation. Assisted in the recruitment process. Liaised with the Payroll Department to ensure accurate payment of employee allowances. Supervised 15 Administrative Processing Clerks throughout the region. Page 5 of 7
Special Achievements
Designed a training manual and executed training for the processing clerks on SAP. Implemented a personal file data clean-up for 1200 employee files. Initiated an internal audit of duplicated housing allowances, which saved the company thousands of Rands. Received a clean audit report for five years in a row. I also received an award for my work at an Eskom Women’s’ day conference.
Reason for leaving
I made a personal decision to move my children from the city live in Pretoria to the coast. Salary R11 293 per month.
6. Human Resources Senior Clerk - 12/1993 to 07/1998: Eskom (Nelspruit) Duties
Assisted with day to day operations of the HR functions and duties. Provided clerical and administrative support to Human Resources Officers. Compiled and updated employee records. Acted as the liaison between HR managers and employees, ensuring smooth communication and prompt resolution of all queries. Assisted in coordinating HR policies, processes and relevant documents.
Special Achievements
Started working as a temp but the office staff appreciated my hard work and positive attitude so much that they signed a petition and handed it to management requesting that be appointed permanently.
Reason for leaving
I was offered an internal promotion to Human Resources Officer in Pretoria, and I was identified as a candidate for the Eskom Gender Equity development programme. 7. Plantation Information Management Systems Controller - 08/1991 to 07/1993: Silvacel
(Piet Retief)
Duties
Captured plantation information data onto specialised database system for Forestry. Generated accurate reports and presented them at the Plantation Information Management System Meetings.
Special Achievements
Developed all office administration and filing systems for this new department. Trained the District Foresters and contractors on the computerised data administration system. Reason for leaving
Decided to accept offer from Eskom and to start studying Human Resources Management through their further studies program.
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8. Personal Assistant to District Forest Officer St Lucia - 12/1988 to 07/1991: Forestry Department (Eshowe)
Duties
Supported the District Forest Officer with a variety of administrative and clerical tasks. Dealt with correspondence, screened phone calls and managed his diary. Captured data onto the Forestry Management computerised database system.
Special Achievements
Congratulated by the Director for my work on establishing a system to maintain and regularise the lease agreements held between the Forestry Department and the public. Reason for leaving
I was approached by the Human Resources Manager of Silvacel who asked me to join them. 9. Cashier and Data Capturer - 12/1986 to 11/1988: Eshowe Municipality Duties
Cashier for the rates/water and electricity division. Accurate capturing of electricity meter readings on the database to generate statements.
Special Achievements
Promoted internally from Data Capturer to Cashier in the Finance Department. Reason for leaving
Accepted Personal Assistant position at Forestry Department, which was a higher salaried position.
Skills
Administrative Skills
Making appointments, dealing with correspondence, event planning, filing, implementing procedures, maintaining schedules, arranging meetings, office management, taking minutes of meetings, taking messages, travel arrangements and planning.
Computer Skills
Computer (PC, laptop, tablet), database management, Microsoft Office, presentation preparation, reports, word processing, photo editing, Communication Skills
Answering phone in a professional manner, answering mail, greeting visitors, handling enquiries, networking, verbal communication, screening calls and written communication. Page 7 of 7
Financial Skills
Basic understanding of business accounting, budgeting, supply chain management and audit procedures.
Personal Skills
Confidentiality, diplomacy, discretion, flexibility, multi-tasking, time management, positive attitude, professional demeanour, self-motivated, ability to work independently and as part of a team. References
Hobbies
Camping, reading and dressmaking.
Summary
My experience as a Personal Assistant and in the Human Resources Administration field has enabled me to hone my skills as an organised, responsible multi-tasker who thrives in a busy, dynamic environment.
I am valued for my positive attitude, professionalism, communication skills, attention to detail, loyalty and resourcefulness as well as my excellent computer skills. Salary requirement
Negotiable.
1. Chief Operations Officer: SA Cargo Services Mr William Van Zyl - 083******* 2. Business Development Manager: SA Cargo
Services
Mr Hans Modipane - 079*******
3. Human Resources Manager: SA Cargo
Services
Ms Nompumelelo Nxumalo - 083*******
4. Chief Executive: Hibiscus Retirement Villages Mr John Webster - 082******* 5. General Manager - Technical services:
Umdoni Municipality (since moved on)
Mr Nkanyiso Manyathi
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