Executive Assistant Office

Location:

Johannesburg, Gauteng, South Africa

Posted:

November 19, 2020

Contact this candidate

Resume:

Silungile Maloisane

Executive Assistant & Event Specialist

Personal Details

FIRST NAME: Silungile

SURNAME: Maloisane

TITLE: Executive Assistant & Event Specialist

CONTACT DETAILS: 071-***-****

Education

INSTITUTION: NATAL TECHNIKON

QUALIFICATION: Public Relations

QUALIFICATION TYPE: Diploma

DATE: December 1994

SUBJECTS: Public Relations

Photography

Industrial Psychology

Marketing

Business Economics

Journalism

Experience in Executive Management

COMPANY: Pelchem SOC Ltd

INDUSTRY: Fluorochemicals

POSITION: Governance Secretariat – Office of the Managing Director

October 2018 to present

Key Outputs

Governance of the following Committees

oPelchem Executive Committee

oPelchem Performance Monitoring Committee

oPelchem Labour Forum

oBid Adjudication Committee

oBid Specification Committee

Drafting and approval of all terms of reference for the abovementioned committees and ensuring their adherence

Ensuring that all Committees adhere to governance regulations and Acts pertaining to their scope of work

Drafting and approval of all agendas and minutes of abovementioned Committees and ensuring their registration and publishing on the company Document Management System

Preparing of the Year Planner for the Executive Committee

Collating of all reports for the various Committees and distributing same to members of the Committees

Preparation of agendas for the Pelchem Board, Necsa Board and its subcommittees (Audit & Risk Committee, Investment & Finance Committee, HR & Social Ethics Committee)

Collating of reports and timelines thereof for the Pelchem Board, Necsa Board and its subcommittee (Audit & Risk Committee, Investment & Finance Committee, HR & Social Ethics Committee

Minute/Note taking of meetings of the Managing Director as and when required and ensuring they are signed off and distributed accordingly

Compilation of action items schedule for Exco and the Performance Monitoring Committee and ensuring all deadlines on schedule are met

Collation of the HSE Departments’ weekly reports for the Managing Director

COMPANY: Discovery Health Medical Scheme

INDUSTRY: Financial Services

POSITION: Executive Assistant to CEO

2008 - 2013

Key Outputs

Provide general administrative/office-related functions : screening of calls, day-to-day electronic diary management, management of queries in absence of CEO, management of emails, electronic and manual file system, guest management

Preparation of executive presentations, documents and reports with attention to detail

Conduct research and prepare presentations or reports as assigned

Arranging Board of Directors and management meetings (including client meetings) and minuting where required

Management of confidential documents

Preparation and distribution of board packs to the Board

Recording of minutes and timeous distribution of same

Planning of management activities and schedules and communicating same to internal, national and international management

Maintain electronic and paper records ensuring information is organized and easily accessible

Supporting Heads of Department in coordinating pipeline and work-flow for the office of the CEO

Arrangement and coordination of local and international travel and communication of schedules with internal management and overseas offices

Communication liaison between Board and Executive office

Communication liaison between DHMS office and external stakeholders such as the Council for Medical Schemes

Communication with internal parties on any governance related matters

Liaise and communicate with Discovery Health Executive Committee on DHMS matters and meetings as and when necessary

Coordination and execution of all events for the CEO and his executive team : workshops, seminars, cocktail parties and luncheons

Procurement of office goods and supplies for executive team within office budget

Coordinating submission of expense claims and recording of supplier invoices

Coordinating overview of all office systems to ensure their effective running and development i.e. dashboard, intranet

Liaising with other service providers, including IT as required

Organising of all local and international business travel with preparation of detailed itinerary and all travel and business documents required

COMPANY : TBWA Hunt Lascaris

INDUSTRY : Marketing Services

POSITION: Executive Assistant to Chairman

1999 - 2004

Key Outputs:

Coordinate executive communications, including management of calls, responding to emails and interfacing with clients

Day-to-day management of the Chairman’s diary and meeting schedule

Prepare internal and external corporate documents for team members and industry partners

Setting up business planning meetings and coordinating all meetings

Providing direct support for the Senior Management team as required, particularly in meeting business planning targets

Schedule meetings and appointments and manage travel itineraries

Arrange corporate events to take place outside of the work place, such as golf tournaments, fund-raising events and staff appreciation events

Liaise and communicate with Head of Business to ensure the team meets business planning targets

Liaising with clients and external executives at a high-level on behalf of the Chair

Liaising across major client contracts to ensure efficiency of delivery

Providing direct support for the Senior Management team as required, particularly in meeting business planning targets

Supporting the Chair to prepare information for presentations

Updating the Chair on key organisational issues when out of the office

Developing effective systems with the CEO and Head of Business Planning to ensure the smooth operations of the business

Proactively managing all client project management systems and evaluation

Being a key point of contact to provide information required to management and stakeholders

Manage confidential documents ensuring they remain secure

Implementing new procedures and administrative systems

COMPANY : Illovo Sugar Ltd

INDUSTRY : Manufacturing Services

POSITION: Executive Secretary to Chairman

1995 - 1999

Key Outputs

Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.

Minutes of all Execuitve and Management meetings

Management and screening of phone calls and redirect them when appropriate

Manage and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)

Manage confidential documents ensuring they remain secure

Prepare invoices, financial statements and provide assistance in bookkeeping

Maintain paper records ensuring information is organized and easily accessible

Prepare correspondence, reports, and materials for publications and presentations.

Set-up and coordinate meetings, workshops and conferences.

Create, transcribe, and distribute meeting agendas.

Meet and greet clients and visitors.

Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.

Maintain hard copy and electronic filing system.

Coordinate project-based work.

Supervision of support staff.

COMPANY : Durban Child Welfare

INDUSTRY : NGO

POSITION: Executive Secretary to Public Relations Director

1994 - 1995

Answering calls, taking messages and redirecting them when appropriate

Maintain executive’s agenda and assist in planning appointments, board meetings, etc.

Maintaining diary and arranging appointments

Manage and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.

Typing, preparing and collating reports and documents

Management of filing system

Organising and servicing meetings (producing agendas and taking minutes)

Managing databases

Prioritising workloads

Implementing new procedures and administrative systems

Liaising with relevant organisations, clients and stakeholders

Experience in Project Management & Communication

COMPANY : TBWA TEQUILA EVENTS

(Events Department of TBWA Hunt Lascaris

INDUSTRY : Marketing Services

POSITION : Communication & Account Liaison

2004 – June 2005

Clients:

Beacon Sweets & Chocolates

Beiersdorf

Accantia

TBWA

Key Outputs:

-Managed and built relationship between agency and clients through management of all projects and effective communication thereof to project teams

-Compilation of creative & promotional briefs and communication of same to project teams

-Manage and supervise all jobs to completion and continuously communicate progress thereof to project teams

-Writing reports on completed promotions/campaigns and communicating same to client and internal project teams

COMPANY : 24 SE7EN EVENTS

INDUSTRY : Marketing Services

POSITION : Account Liaison Executive

June 2005 – December 2005 (company closed)

Clients:

Mr Price

British American Tobacco

Food and Beverages SETA

Durban Municipality

Accantia

Key outputs

Managed and built relationships between clients and agency through effective communication to all levels of business

To develop & implement clients events strategy and communicate same to project teams involved

Communication of opportunities for new event development

Responsible for the communication, strategic and tactical planning of event methods, including developing goals and strategies with a business heads

Write event and communications briefs including objectives and projected revenue

COMPANY : PLUM PROMOTIONS

INDUSTRY : Marketing Services

POSITION : Account Executive

2006 - August 2006 (moved to Gauteng)

Clients:

JHI - Public Relations for Berea Centre Shopping Mall

Unilever

Roberstons

Big Concerts

Key Outputs:

Drove the development of new event thinking, taking into consideration factors such as analysis, budgets, client targeting and communicating same to teams

Management of media campaigns

Effective communication of all projects and promotions to client and internal project teams

Drafting of all promotional briefs as per client scope

Supervision of all staff and suppliers on client promotions

Drafting communication plans for client promotions

Drafting of work schedules and event blue prints for client promotions

COMPANY : HEWITT AND ASSOCIATES

INDUSTRY : Marketing Services

POSITION : Account Liaison Manager

August 2006- 2008

Clients:

Adcock Ingram

National Brands Limited

Nandos

Grapevine Marketing

Simba

Key Outputs:

Build manage and maintain relationships with clients and the agency through effective communication and management of all jobs from briefing right through to the creative studio

Assist in the preparation of strategic and tactical plans for clients

Built, manage and maintain relationships with clients and the agency through effective communication and management of all jobs from briefing right through to the creative studio

Communication and management of projects/campaigns from brief to completion ensuring strategy in line with campaign objectives and in line with brand essence

Communication of campaign/event concept to the client and internal studio

Preparation of final communication to client on completion of all projects and campaign

References:

Debbie Montague

Director – Etc Events

Cell: 083 7900

Gamelihle Nxumalo

GM : Human Resources

Hollard

Cell : 083-*******

Aubrey Lukhele

Business Development Executive