THERESA DE VILLIERS

Executive Assistant

Somerset West, Western Cape

adhbss@r.postjobfree.com

+27 (0-83-249-****

#readytowork

Executive Assistant to the IT Director / IT Departmental Assistant Pernod Ricard South Africa - Cape Town, Western Cape January 2017 to December 2019

• Administer the full Purchase Order process from raising the PO's to completion and submission of the PO pack to Finance to ensure a sufficient division of duties within PRITSSA.

• Assist in managing the various team budgets by providing reports from DAS to ensure budget landing is achieved

• Administer the compliance of Vendors to meet their various SLA's.

• Manage the PRSSA monthly reconciliation process including the distribution of the recon reports thus ensuring feedback of accruals as per the SAL with Finance and delivering on the overall year-end position.

• Ensure all PRITSSA KPI's are gathered and accurately reflected on the Executive and other Dashboards.

• Administer and action all PRITSSA external survey's including communication, collation and inclusion of KPI's.

• Manager all internal coordination for the PRITSSA team, including Agendas, Minutes and Actions to be taken.

• Manage the PRITSSA team diaries and co-ordinate visiting Global team members where applicable.

• Manage the various international travel requirements of the team, from booking flights, accommodation to Visa applications and generating travel packs to ensure hassle free travel whilst keeping with the Travel & Expenditure budget.

• Manage the Cape Town Cycle Tour process for approximately 30 riders with specific focus on the international contingent. Prepare all administration for race day inducing, invites, bike hires, entries etc. Ensure up to date and comprehensive communication to all entrants. Ensure all entrants are afforded a professional and enjoyable experience that reflects PRSA's culture and values.

Reason for leaving

• VSP taken due to the relocation of the Cape Town office to the Johannesburg based office Executive Assistant to the CEO / CODI Assistant

Pernod Ricard Sub-Saharan Africa - Johannesburg, Gauteng January 2013 to December 2016

• Full executive assistance to the CEO as well as other members of the CODI - 5 Directors in total

• Extensive travel arrangements for both local and international business trips; including visa applications, flight bookings, accommodation, car hire bookings and procuring forex

• Managing the travel approval system

• Process Management of all Purchase Order utilizing JD Edwards, including rental and school payments for ex-pats

• Management of the office, in terms of housekeeping, stationery supplies, building maintenance and any other ad hoc problems

• Managing the relocation of ex-pat's to South Africa WORK EXPERIENCE

• Organization of all ex-co meetings - both locally and abroad

• Full secretarial support to the Executive Management Team

• Management the use and set up of boardroom and quiet rooms Reason for leaving

• Internal Company transfer to Cape Town

Personal Assistant to the Director of Gas & Oil, IB Coverage Standard Bank South Africa - Johannesburg, Gauteng June 2012 to November 2012

• Extensive travel arrangements for both local and international business trips; including visa applications, flight, accommodation, car hire bookings and procuring forex, ensuring that the Standard Bank procedure is followed at all times with Travel Requisitions completed and approval is gained for each trip

• Capture of all travel related expenses on the Standard Bank SAP portal - ensuring that all expenses link up to the relevant trip

• Capture of all other expenses and international secondment expenses for the team, ensuring that all original documentation is presented to the Finance Team for processing and following up to ensure claims are paid correctly and timeously

• Capture all invoices to SAP, obtaining signatures as needed and preparing log sheet for packs to be delivered to Finance department

• Booking of the various meeting rooms, including refreshments. Advise security of attendees, ensuring that they have access to the relevant buildings and that parking has been arranged

• Render a fast and accurate typing service to the Director and the various team members are required

• Handling of all incoming telephone calls to the team, redirecting where appropriate or taking accurate and detailed messages and emailing said messages to relevant person

• Copying, collating and binding of presentations and other documents as required

• Ordering of new laptop, business Blackberry and 3G card for new hire and assisting with her orientation to the business

• Ordering of computer equipment and cellphone as required by the team using the Standard Bank ordering system

• General secretarial support to the President and Team makes up the balance of the tasks

• Receiving of visitors

• Ensuring the strictest confidentiality is maintained at all times Reason for leaving

• Maternity coverage contract

Excel/PowerPoint Specialist

Shell South Africa - Bryanston, Gauteng

April 2012 to June 2012

This short temporary role required expertise in both MS Excel and PowerPoint. I was tasked with the development from paper to digital, of Shell SA's 5-year Development and Implementation Plans. These included extensive data capture and manipulation in Excel and the creation of complex charts, graphs and SmartArt graphics in PowerPoint. Personal Assistant to the Chief Executive Officer and the Sales Director Respiratory Care Africa (Pty) Ltd - Gauteng, Gauteng March 2010 to March 2012

Gauteng) March 2010 - March 2012

Personal Assistant to the Chief Executive Officer and the Sales Director

• Typing all reports, meeting notes, agendas, minutes and ensuring that these documents are distributed timeously and to the correct persons

• Taking of minutes at all board meetings, operations meetings and any other as required

• Screen and action all communication for the Chief Executive Officer and the Sales Director

• Extensive electronic diary management using Microsoft Outlook

• Extensive travel management, local and international - booking of flights, accommodation, car hire and procuring of Forex for both the Executive Management as well as local and branch staff. All local travel is booked via on-line booking sites, whilst international bookings are via an external travel agent

• Co-ordination and management of all conferences and exhibition congresses, from booking through to breakdown

• Monthly reconciliation of company credit cards

• Planning and management of the annual company year-end function. Training Coordinator

Duties and Responsibilities:

• Overall responsibility of the Respiratory Care Africa Training Centre

• Marketing of courses to hospitals and other medical staff

• Receiving and processing of Delegate Registration forms

• Ensuring all administration for the various training courses is completed

• Ensuring all catering requirements are met

• Ensure the smooth running of each course run

• Annual accreditation with SAMA of each training course

• Capturing relevant student data, typing and issuing of accredited CPD certificates Reason for leaving

• Company restructuring

Office Administrator

PAYG IT (Pty) Ltd - Sandton, Gauteng

January 2010 to March 2010

• Producing Purchase Orders, invoicing and Foreign exchange payments relating to International Software Licence purchases.

• Travel management, international - booking of flights, accommodation, car hire.

• Screen and action all communication for the Senior Engineer and Financial Director.

• All general secretarial duties.

• Full Bookkeeping function to Trail Balance.

• Payroll and Medical Aid for 14 staff members.

• Catch up of 1 Trust and 1 Company set of books for the Financial Director using QuickBooks for an upcoming audit. Reason for leaving

• Fixed term temporary assignment till 5 March 2010 Personal Assistant to the Commercial Director

ABI, division of SAB Ltd - Sandton, Gauteng

September 2009 to January 2010

• Typing all reports, meeting notes, one-on-ones, minutes

• Screen and action all communication for the Commercial Director

• Extensive electronic diary management using Microsoft Outlook

• Extensive travel management, local and international - booking of flights, accommodation, car hire and procuring of Forex

• Compiling and processing the Foreign Travel Expense forms

• Processing all Expense Claims for the Director's and relevant team members

• Raising of Purchase Orders, tracking and closing off of same using SAP

• Capturing and escalation to the relevant team members of all customer complaints received by the Commercial Director's office

Reason for leaving

• This was a fixed term temporary assignment

New Zealand

• 1 April 2009 to 31 July 2009 - Our family spent four months in New Zealand, where we investigated the possibility of immigrating and quite happily returned home at the end of July with our decision to remain in South Africa. Personal Assistant to the Managing Director

Robinson Liquors (Pty) Ltd - Gauteng, Gauteng

March 2003 to March 2009

• Typing of all general to highly confidential correspondence, proposals, reports, minutes, lease agreements and file notes

• Screen and action all communication for the Managing Director

• Diary Management using a traditional paper diary

• Preparation of Board Packs, Agenda and minutes of Board Meetings

• Development, creation and preparation of presentations Reconciliation, processing and document management of the Managing Director's company credit cards and Country Club account, on average R100k p/m

• Processing cheques and EFT requisitions

• Management of all property lease agreements, new property purchases and related work

• Management of the Annual Liquor License renewals for all 30 liquor stores

• Managing the compliance to the National and Provincial Liquor Acts by all stores, including updating the Legally Appointed Managers for each store on a monthly basis

• Planning, attending and managing the Bi-Annual Management Conferences with approximately 42 delegates

• Liaison with in-house travel agent for all company travel, including flight bookings, accommodation and car hire both local and international travel

• Managing the annual travel budget of R1,2 million

• Attending to the personal local and international travel arrangements for the Managing Director

• Information gathering, design and production of the monthly employee newsletter

• Identifying potential charities and organizations eligible for sponsorship and responding to all queries regarding sponsorship and charitable donations, giving written responses both positive and negative

• Make all payments to the Trusts charities on an annual basis

• Developing and maintaining an easy-to-use filing system for the Managing Director and the Commercial Director

• Managing the Company's internal Telephone Management System and producing the weekly reports

• Supervision of the Office Clerk

• Receiving and distribution of the daily incoming mail

• Provide computer support and maintaining the head office server

• Purchasing of all office stationery, furniture and equipment

• Attending to the daily office management, ensuring the office operates effectively and efficiently at all times

• Attending to all requirements regarding the Managing directors various Trusts and outside business interests

• Attending to all ad hoc requests from the Managing Director's wife Reason for leaving

• Were possibility going to immigrate to New Zealand Personal Assistant

CSC (Pty) Ltd - Pinelands, Western Cape

December 2001 to September 2002

to 2 Senior Account Managers

• Extensive diary management using Lotus Notes

• Development and typing up of all correspondence, including proposals

• Creating presentations on MS PowerPoint

• Typing up of disciplinary hearings via Dictaphone

• Processing and document management of expense claims, purchase requisitions and travel authorizations

• Local and international travel arrangements

• Organisation of meetings, room booking, catering and refreshments as required

• Developing and maintaining an effective electronic and corresponding manual filing system

• Answering and screening of all calls

Reason for leaving

• Relocated to Gauteng and was unemployed until February 2003 Executive PA to the Managing Director

Temporary Work Assignments

May 2001 to November 2001

Western Cape) 1 May 2001 - 30 November 2001

I undertook the following 3 short term assignments of between 6-12 weeks each, whilst looking for a permanent role.

• Halcyon Hotels Africa: Executive PA to the Managing Director

• Cape Technikon: PA to the Director of Institutional Research

• Maradadi: PA to the Managing Director

Personal Assistant to the Financial Director

Uskotec (Pty) Ltd - Goodwood, Western Cape

March 2000 to April 2001

• Managing the Company's internal telephone management system and producing the monthly reports

• Sourcing the best-deals, purchasing and renewing contracts for company cell phones

• Assisting the creditors clerk and bookkeeper with account and bank reconciliations, preparing cheque requisitions and writing out of cheques

• Typing all correspondence, minutes, financial schedules and all other documentation as required by the Financial Manager and finance team

• Development and typing of PowerPoint presentations

• Information gathering, data capture, collation and distribution of the monthly Finance and Management Reports

• Managing the teams travel arrangements

• Electronic diary management

Reason for leaving:

Retrenchment

Housewife

December 1999 to February 2000

Following the EUSP Programme, I took a short break from working and spent the next three months at home completing my certificate course in dressmaking and pattern cutting Personal Assistant to the National and the Deputy Programme Directors European Union Parliamentary Support Programme - Cape Town, Western Cape April 1997 to November 1999

Cape Town, Western Cape) 1 April 1997- 14 November 1999 Personal Assistant to the National and the Deputy Programme Directors

• Managing the technical aspects of the Programme using MS Project, ensuring that the Programme is delivering as per its Agenda and that the various aspects are linking in at the required times

• Managing the offices of both Directors

• Communication with the Legislature Liaison Officers, Members of Parliament and Members of Legislatures on behalf of the Programme Directors

• Information gathering, design, layout and production of the monthly EUPSP newsletter for distribution to the Members of Parliament and Members of the Provincial Legislatures

• Screening calls, managing personnel register, leave and sick leave application forms

• Supervision of the Administrations Assistants, Junior Secretary and Receptionist

• Development of policies, procedures and processes in terms of leave, cell phone usage, company cars etc

• Assisting with computer queries and training as required

• Typing of complex documents, schedules, minutes etc. including Dictaphone typing

• Development and typing of PowerPoint presentations and Excel spreadsheets for use at conferences and/or report backs to the Steering committee

• Information gathering, preparation and distribution of the Steering committee Board Pack and any other documentation relating to Committee meetings

• Minute taking, typing and distribution of the Committee Meeting minutes

• Arranging conferences and training seminars for up to 450 people at a time, including the venue sourcing, catering requirements and travel arrangements for participants

• Travel arrangements for the Programme Unit, both local and international as well as travel arrangements for incoming dignitaries from foreign countries

• Following up on travel expense queries for the finance department

• Receiving and distribution of all incoming mail and faxes

• Control of petty cash to the value of R2000 per month, including the monthly reconciliation

• Development and implementation of an appropriate filing system for the programme Unit

• Interviewing and hiring of junior staff members

Reason for leaving

• The position was on a fixed term contract

Personal Assistant to the Chief Executive Officer

Apex Healthcare Services - Bedfordview, Gauteng

October 1996 to March 1997

• Typing of general to highly confidential correspondence, proposals, reports, minutes and file notes

• Setting up of complex databases and reporting structures using MS Access

• Typing of confidential contracts and pricing schedules

• Creation of slides for presentations

• Implementation of filing system

• Liaison with Network hospitals and ensuring information is received timously and that the database is kept up to date

• Dairy management

• Travel arrangements, both locally and international

• General administrative duties, including stationery stock, processing accounts for payment, maintenance of the hospital and doctor schedules and databases

Reason for leaving

• My husband was transferred to the Western Cape

Maternity

January 1996 to September 1996

HR Secretary / R&D Plastics Group Secretary

A.E.C.I. (Pty) Ltd - Gauteng, Gauteng

October 1993 to December 1995

R&D Plastics Group Secretary / HR Secretary

A.E.C.I. (Pty) Ltd

October 1993 to December 1995

Maternity

April 1992 to September 1993

My first pregnancy was very high risk and I was therefore unable to work. I spent much of the time confined to bed rest, delivering my daughter prematurely at 30 weeks and only returning to work when she was a year old. Secretary to the Draughting Manager

C.E. International (Pty) Ltd - Witbank, Mpumalanga January 1991 to March 1992

Secretary to the Financial Manager

National Food Distributors - Gauteng, Gauteng

January 1990 to December 1990

Receptionist and Telephonist

Abecol (Pty) Ltd - Gauteng, Gauteng

March 1988 to July 1989

Certificate in Practical Bookkeeping

Damelin Management School

2006

Diploma in Advanced Office Management

Damelin Management School

1999

Brakpan High School - Brakpan, Gauteng

1986

• TYPING (10+ years)

• POWERPOINT (10+ years)

• EXCEL (10+ years)

• OFFICE MANAGEMENT (6 years)

• JD EDWARDS (7 years)

Skills

• Excellent organizational skills, time management skills with the ability to meet deadlines

• High level of diplomacy, confidentiality, honesty, integrity and discretion

• Adaptable, flexible, resilient with a quite determination to get the job done

• Strong ability to use initiative to complete tasks efficiently and effectively

• Superior communication skills

• Excellent IT proficiency coupled with fast, accurate typing skills

• Strong Office Management skills with a clear understanding and knowledge of modern office technology EDUCATION

SKILLS

ADDITIONAL INFORMATION

• Able to work independently but work very well in a close team environment as well Computer Skills

• Microsoft:

• Word

• Excel

• PowerPoint

• Project

• Excel

• Office 365

• JD Edwards EnterpriseOne

• DAS

• SAP

• Internet

• Quick Books

• MS Publisher

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