Executive Assistant
Resume:
Personal Assistant Administrator Secretary
Gazette Anathea Bantam
WORK EXPERIENCE
National Senior Certificate (Matric Exemption) - Westenburg Secondary (1993)
Secretarial - PC Training & Business College - Complete (1997)
B.com - (Incomplete) (1998 – 1999)
Executive PA (Exco Director / Head of Claims) – King Price Insurance (Mar 2018 – Mar 2020)
Provide office support and administrative assistance
Preparation of correspondence documents and assist in preparation of Board Packs Organize both local and international travel arrangements / Visa applications and online appointments
Provide administrative support and assist in preparation and logistical planning of events (e.g., conferences etc.)
Maintaining unit files and contact databases, photocopying, handling courier etc.
Keep an electronic record of all leave for GM’s / Partners / Binding of documents
Review all payment requisitions, including Credit card payments and process for payment using Doc- IT
Schedule meetings and appointments / Minute taking in meetings / Online Visa appointments / Arrange Business Lunches
Handle confidential information / Type KPI Agenda Points for KPI meetings, every second week of the month / Load New Suppliers onto the Obelix / Data capturing
Generate Warranty Sales reports on a monthly basis / Stats / Projects / Cartrack Audits / Report writing / Using Pivot Tables and Graphs / Claims Investigation
Program / Team Assistant - IFC International Finance Corporation (Aug 2013 – Dec 2013)
Provide office support and administrative assistance to the team, includes a Manager, and five Investment Officers / Analyst
Organize both local and international travel arrangements for members of the team;
Preparation of presentations, documents, memos, letters, faxes and electronic mail;
Provide administrative support to visitors; assist in preparation and logistical planning for the team events (e.g., conferences, meetings, seminars, etc.)
Performs basic office functions, sorting and distributing incoming mail and faxes, answering telephone calls, maintaining unit files and contact databases, photocopying, handling team courier etc.
Deal with Visa applications
EDUCATION
I am a well-groomed, organised, passionate, motivated and hardworking Personal assistant with exceptional experience in the field. I have effective time management and organizational skills, thrives under pressure I consider myself to be a structured, flexible, self-disciplined, energetic, reliable, and fully bilingual go-getter, willing to take on new challenges, to improve my skills and better my knowledge. I am also very good at multitasking and I have the ability to prioritize and always prepared to go the extra mile. I have the ability to work independently without supervision and I am also great team player. Seeking an opportunity in an organization where I will utilize my skills and knowledge while adding value to the organization.
Personal Profile
***************@*****.***
Johannesburg
07 May 1975
Code 08
COMPUTER SKILLS
Organise and manage daily planning in respect of diaries, coordinate, schedule, and organise business and employee meetings, using Lotus Notes 8.5
Submit creditor’s invoices to Finance dept. for payment
Ordering of stationery
Manage e-mail correspondence and timeous responses
Receive and distribute communications, collect and mail correspondence
Record information electronically for future access as per the departments practices and policies
Receive invoices, prepare approvals and facilitate approval signatures according to policy
Keep an accurate and complete filing system of critical information in hard copy and electronically
Manage and control archiving and retrieving of information as and when required
Facilitate and arrange signing of various documents with the different relevant parties
PA / QA Assistant / Regulatory Affairs Administrative Assistant / Customer Services - Alcon Laboratories (Dec 2006 – Dec 2012)
Provided office support and administrative assistance to the team, including a Manager, a Registration Pharmacist and a QA Manager
Forward MCC correspondence, after dating them to Manager prior to distribution
Dealt with MCC and Product safety Adverse events
Checking translation and verification of labelling approval forms and package inserts, both English and Afrikaans
Ensured that PSSA Law Compendiums are brought up to date immediately upon receipt of dates
Typed all correspondence, collate and bind documents neatly and accurately.
Captured details of incoming and received shipments upon receipt of paperwork
Prepared shipping documents for reanalysis samples
Ordered and purchased all relevant materials for the entire division
Attended to administration such as electronic purchase orders
Assisted with tender submissions
Scheduling and booking of training, induction including drawing of contracts, quotes and payments etc.
Maintained a SOP list, containing review dates and tracking completion of updates 100% up to date
Routed draft SOP for review to all signatories three months prior to SOP expiry
Regularly followed-up on SOP’s in circulation
Co-ordinated the development of Printed labelling Material
Typed final; SOP accurately in correct format and routed for final approval by signatories
Licensing of Medical Devices
Assisted QA Pharmacist with compiling Reports, Tasks and Lists
Arranged for GMP training
Scheduled, updated training records, kept track of training schedules and SOP training on a monthly basis
Captured monthly temperatures from Warehouse on a monthly basis
Captured overseas invoices onto MS Access
Send samples for reanalysis to overseas manufacturers
Minutes taking
Customer Service
Communication
Team player
Telephone etiquette
Planning and organizing
Typing
Coordinating
Accuracy
Time management
PROFFESIONAL SKILLS
MS Office (Word, PowerPoint, Outlook, Excel, Access, Corel draw)
Pastel Evolution & Accounting
Brilliant Accounting
Key Label Designer
JD Edwards
Obelix
Lotus Notes 8.5
Followed up on tests results at least twice a week
Diary Management / Minutes of meetings / kept a full record of all minutes and documentation
Handled batch record reviews, ensured that all annual fees for QA Pharmacist, Regulatory Affairs Pharmacist and Regulatory Affairs Manager are paid
Maintained internal databases and templates
Training – assisted with preparing appropriate training forms, filing and forwarding to HR Manager upon completion
Annual update of Professional Registers
Renewed Pharmacist’s registers / prescriptions with relevant bodies annually;
Ordering of stationery
Took care of all orders and expenses of the Regulatory Affairs Department
Updated requisitions and maintained schedule of Regulatory Affairs expenses;
Generated Batch Record Reviews
Reviewed, typed, collected and distributed SOP’s
Handled complaints both Surgical and Pharmaceutical
Took care of travel arrangements, both Local and International, car hire and Hotel bookings
Managed e-mails correspondence and timeous responses
Followed-up on payments on a regular basis and ensure that payments are made by cut-off date
Recorded information electronically for future access as per the departments practices and policies
Received invoices, prepared approvals and facilitate approval signatures according to policy
Maintained a secure filing system and registers of Regulatory / QA records in the Records Room
Kept an accurate and completed filing system of critical information in hard copy and electronically
Managed and controlled archiving, retrieving and destruction of confidential obsolete records in keeping with the requirements of the Record Retention policy, annually (Metro Filing) as and when required
Facilitated and arranged signing of various documents with the different relevant parties
Managed and controlled archiving and retrieving of information as and when required
Attended certain meetings, took minutes
Compiling and preparing certain reports or drafting letters, coordination of workflow information and provides reports to management
Assisted with urgent requests, outputs and follow up until resolved
Provided project support / coordination / follow-up as and when required
Always adhered to ISO and GMP requirements
PA / Secretary to Director - Pasteur Medical (May – Nov 2006)
Office support and administrative assistance to the team, including a Director, Manager, Accountant and 3 Sales Representatives
Maintenance of internal databases and templates
Screened and forwarded calls to relevant individual.
Organised and managed daily planning in respect of diaries, coordinated, scheduled, and organised business and employee meetings
Invoicing, Credit Notes, POD’s on Pastel Evolution / Brilliant Accounting
Typed quotes and price lists, updated Pricelists
Took care of hotel bookings, travel arrangements, car bookings
Designed business cards, using key label designer
Organised boardrooms, scheduling of Business Lunches
Raised all PO’s related to administration function.
Reviewed all payment requisitions of the department.
Submitted creditor’s invoices to Finance dept. For payment.
Ordered and purchased all relevant materials including stationery for the entire division.
Attended to administration such as electronic purchase orders.
Assisted with tender submissions.
Binding of documentation.
Managed e-mails correspondence and timeous responses
Recorded information electronically for future access as per the departments practices and policies
Received invoices, prepared approvals and facilitated approval signatures according to policy
Kept an accurate and complete filing system of critical information in hard copy and electronically
Facilitated and arranged signing of various documents with the different relevant parties
Managed and controlled archiving and retrieving of information as and when required
Attended certain meetings, took minutes, drafted and kept a full record of all minutes and documentation
PA / Secretary to Director - Zenith Surgical (Nov 1999 – Apr 2006)
Organised and managed daily planning in respect of diaries, coordinate, schedule, and organised business and employee meetings / Minutes of meetings and drafting and kept a full record of all minutes
Checked stock and prices / internal sales / customer services / Typed quotes and updated Pricelists
Assisted with stock takes / Invoicing, Credit Notes, POD’s on Pastel Evolution / Pastel Accounting and Brilliant Accounting
Took care of hotel bookings, travel arrangements, car bookings
Ordered and purchased all relevant materials for the entire division
Attended to administration such as electronic purchase orders
Assisted with tender submissions
Received and distributed communications, collecting and mailing correspondence / Binding of documentation
Managed and controlled archiving and retrieving of information as and when required
Data Capturer (Part-time) - FNB Learning (Jun - Dec 2004)
Prepared Exam papers
Managed and controlled archiving and retrieving of information as and when required
Computer Lecturer - PC Training & Business College (Dec 1997 - Dec 1998)
Lectured MS Office subject
Switchboard Operator - Telkom SA (Jan 1994 - Dec 1996)
Switchboard Operator / Call Centre / Customer Services
Rolanda Winter
King Price Insurance
Mandisa Khumalo
Alcon Laboratories
Thandiwe Zulu
IFC International Finance Corporation
011-***-**** / 3028
Gert Pieterse
Pasteur Medical
REFERENCES
Contact this candidate