Personal Assistant Manager
Resume:
Applying for the position of Personal Assistant / Office Manager / School Secretary
PERSONAL DETAILS:
Full Name: Cynthia Ruth Otto
Email Address: adin5g@r.postjobfree.com
Mobile Number: +27-715**-****
Current Residency: Pretoria, South Africa (would like to relocate Internationally) Languages: Fluent in English, Read, Write and Speak Marital Status: Divorced
Dependants: 02
INTERVIEW: I can do a ZOOM interview at any time between 8am and 5pm
(I am seeking permanent employment with expat benefits as a single mother and sole breadwinner- preferably accommodation and schooling).
PERSONAL PROFILE:
I am young at heart, full of energy and always ready for new challenges. I am a devoted employee, a team player, but enjoy working independently. I am eager to gain long term/ permanent employment and I take pleasure in working in a field that is faced with interesting challenges and ever-changing possibilities.
As a problem solver I usually analyse every possible thing which can be a huge advantage as well as time consuming. I have a strong will and do not mind acting on my common sense, however, I am not the kind of person that thinks she is always right, so by listening to others I can integrate all inputs in such a way that will resolve a problem easily and be beneficial to the company. Communication is a definite strength and I often speak my mind. Setting high goals is a challenge, achieving the goals is a result of hard work, loyalty and discipline. SKILLS:
Personal Mastery Skills - Confidentiality, Diplomatic, Discretion, Flexibility, Multitasking, Organization, Positive Attitude, Problem Solving, Professional Demeanour, Self-Motivated, Team Player, Time Management, Work Independently.
Administrative Skills - Office Management, Appointments, Correspondence, Office Errands, Office Events Planning, Filing, Implementing Procedures, Maintaining Schedules and in charge of meetings, Research, Taking Messages, Taking Notes, Travel Planning and Arrangements. Communications Skills - Answer Phone, Greeting Visitors, Handling Inquiries, Networking, Written & Verbal & Nonverbal Communication- Email and Screening Calls, Problem Solver. Financial Skills - Petty Cash, Yearly Forecasted budget, Purchasing, Sourcing and Office Shopping. Technology Skills - Computer, Database Management, Trello Management, Microsoft Office, Power Point, Reports, Word, Excel, Paint. Typing Agendas and Minutes. REFERENCES:
Jannie van der Westhuizen, Owner at Wesco Forensic Services +27-79-431-**** Dawid Potgieter, Owner at Rise Architects +27-83-631-**** Vandy Von Landsberg, Former Phase Head at Curro Holdings +974-****-****
(Vandy is currently working in Doha at Newton International Academy) Over 25 Years working experience Cynthia R. Otto 2 1. Personal Assistant / Office Manager
Wesco Forensic Services & Wesco Projects January 2020 - Current
• Inclusive of office duties but not limited to:
• Office Management, Confidentiality on cases.
• Set up of daily meetings, electronic calendar and diary management.
• Typing of all correspondence between clients and the office.
• Maintained filing systems and database.
• Assist in preparing court documentation for cases.
• Social Media marketing.
2. Personal Assistant / Office Manager
Rise Architects June 2018 till December 2019
• I worked for 2 Directors, in 2 different locations: Somerset West and Stellenbosch.
• Typing of agenda’s, minutes of meetings and typing of reports to our clients.
• Progress reports on projects.
• Schedule and time management on when I needed documentations, information and drawings from the team which I needed to add to the reports.
• Applications for building plan approval at municipalities.
• Communication between suppliers and their products.
• Work on a strict deadline for every project.
• Made use of the JBCC documentations for business projects, including the Payment Certificate, Certificate of Practical Completion, Certificate of Final Completion, Site Possession Certificate, Contractor work order, Subcontractor application, EOT claims with supporting docs., Time sheets, organised site inspections which needed to be done by Architects. Site meeting bookings and electronic invites to attendees.
• Ensured all drawings was present according to the drawing schedule before sending it off to the client.
• Ensured that the contractors document he supplied to us was correct, approved by the client and signed off.
• We did Architectural work for Schools, Western Cape Government, Government Clinics and Private Homes, correspondence, minutes of meetings etc. was typed and handled by myself.
• I corresponded with all the consultants (Civil, Structural, Electrical, Mechanical engineers as well as the QS) on the different projects we worked on before handing work over to the Directors.
• Supported the draftsman in the office with their admin work.
• Office purchasing from kitchen to stationery, petty cash etc.
• Filing, courier bookings and monthly recon on payments.
• Municipal submissions.
• Tender preparation for CPUT - Cape Peninsula University of Technology. Reason for leaving: Due to unforeseen circumstances I had to leave Somerset West, I am currently residing in Pretoria but willing to relocate for a job offer. 3. Administrator / Planner and Personal Assistant to Phase Head Optimum Kids & Curro Holdings Nelspruit - Jan 2008 – March 2018
• In charge of the reception desk, scanning telephone calls and emails to the Phase Head.
• Diary and time management for the Phase Head.
• Draft routine correspondence for approval and signatures for parents, Phase Head and sometimes to the Principal.
• Preparing meeting agendas and typing the minutes.
• Planning the staffs weekly and holiday roster.
• Implementing better working hours ensured positive work attitude and high standard of morale.
• Yearly budget forecast. Minimized expenses by re-using products and cross motor toys from the current year.
• Supplier management: Ordering all the stationery for class, educators and admin use, as well as all the kitchen supplies including the food, gas and daily requirements for the children. Negotiated discounted prices as we bought in bulk.
• Enrolling of new children.
• Designed the annual communication book (diary) and children’s progress rapports.
• Developed new working methods between the staff and children using new work templates.
• Planning, booking and finalizing of the quarterly school outings.
• Assisted with the organizing, preparation and set up of Tritech (yearly science fair).
• Organize catering for large meetings, school events, parent’s evenings, exhibitions and end year price giving.
• Ensured the maintenance team completed their weekly repairs. Over 25 Years working experience Cynthia R. Otto 3
• Assisted the accounts department with our division’s creditors and debtors.
• Mediator between the Educational Department and the school. Reason for leaving: Relocated to Somerset West Western Cape 4. Office Administrator
Denton Wilde Sapte Law firm (DWS) Dubai - March 2005 – Oct 2007
• Setting up appointments for the Managing Partner when his Personal Assistant was out of office.
• Assisted our Marketing Manager when she needed extra assistance.
• I assisted the accounts department on follow up payments.
• Assisted the secretaries with some of their daily duties.
• Arrange meetings, conferences and video calls for the solicitors and their clients.
• Hotel and travel arrangements.
• Metro filing, scanning incoming calls, courier arrangements.
• Ordering stationery and office refreshments.
Reason for leaving: Relocating back to S.A.
5. Receptionist and Front Office in charge
British American Tobacco (BAT) Dubai - June 2003 – Feb 2005
• Book vehicle services and registration renewals.
• Organize car rentals, book hotel rooms for our clients.
• Travel, flight, and accommodation was booked, meetings schedules in place.
• Scanning incoming calls, sending and receiving faxes and emails.
• Arranging all the meetings, conferences and video calls for the sale staff as well as the manager.
• Metro filing, all courier services, keeping stock of office supplies and place orders when necessary. Reason for leaving: Job offer at DWS
6.1 Events Coordinator & Sales
Le Meridien Hotel - April 2001 – May 2003
• Promoting the Banquet department and ensure customer satisfaction.
• By doing above meaning we were “selling” rooms at the same time and this in return ensured us incentives.
• Maintaining effective customer relationships and handle guest inquiries.
• In charge of wedding venues and I assisted with the setup.
• Food and beverages – ensure all has been done and prepped according to client’s request (here I had to correspond with the chef in charge).
• Booked the DJ for events.
• Managerial meetings every forth night.
• Was also in charge OR part off: Private Home Events, Company Events, Dubai annual Horse race. Reason for leaving: Needed “normal” working hours in order to spend time with my small child 6. Manageress (The Dubliner’s pub and grill)
Le Meridien Hotel Feb 1999—March 2001
• Manager of the Pub & Grill, duties included.
• Stock taking of beverages items.
• Work roster, staff training and appraisals alongside the Food and Beverage Manager every 4 months.
• Yearly and quarterly financial forecast.
• I reported to the F&B Manager of the hotel.
Reason for leaving: I moved to the Hotel Banquet department TRAVEL EXPERIENCE:
• I worked on the Symphony Cruise Liner for a period of 4months (short term contracts), whilst on the ship, I visited Inhaca Island, Bazaruto Island, Zanzibar, Seychelles, Madagascar, Mauritius, Reunion.
• While in Dubai I went to Sydney Australia to watch the Olympics 2000. The Rest Eco Estate Johanna Drive Sonheuwel Nelspruit 1201 RSA PO Box 26981 Steiltes Nelspruit 1213 T 087-***-**** E adin5g@r.postjobfree.com W www.curro.co.za Directors SL Botha (Chairperson)** AJF Greyling (CEO) ZL Mnakai** PJ Mouton* SWF Muthwa** DM Ramaphosa** B van der Linde (CFO) CR van der Merwe* (*Non-executive** Independent non-executive) Reg no. 1998/025801/06 VAT reg. no. 467*******
The Rest Eco Estate
Johanna Drive
Sonheuwel
Nelspruit
1201
26/02/2018
RE: Recommendation Letter for Ms. C.R. Otto
To whom it may concern
I have worked very closely with Ms. Otto during the several years that she has served as administrator, planner and my personal assistant as Owner at Optimum Kids and Phase Head at Curro Castle Nelspruit. Cynthia has excelled in her role, exhibiting one of the highest levels of productivity I have seen in a personal assistant. Cynthia produces a high volume of work while consistently maintaining high standards for quality and accuracy. Cynthia possesses the ultimate "can do" attitude while taking on all tasks with a positive energy and a smile. Her upbeat personality and engaging personal style enabled her to interact effectively with parents, children and teachers. She’s well organized and keeps track of the details necessary to coordinate all the ongoing events and to run an efficient office and school. Proactive in anticipating rising administrative needs, she takes initiative to go beyond the expected parameters of her job. All the intangibles that lead to success in the workplace were in order with Cynthia. There will be no unpleasant surprises and I am confident she will fit in and add to school morale.
I volunteered to write this recommendation for Cynthia because I am very grateful for her contributions to our school and my office, I am very confident that she has the intelligence, work ethic, and communications skills to add value wherever she works. Please feel free to contact me if you have any questions about this outstanding woman. Sincerely,
Vandy Von Landsberg
Phase Head
Curro Castle Nelspruit
27 February 2018
REFERENCE FOR CYNTHIA RUTH OTTO
To whom it May concern
Ms. Cynthia Otto has been a member of the congregation at AGS Communio Church since May 2013 and during this time she has been a great asset to us. She was involved as a cluster leader on our cluster 1 group consisting of moms and dads with children between 0 and 6 years.
She was also actively involved in my counseling forum and her experience in the education field helped a lot in this area. She has a particularly strong ministry among problem teens.
I see Cynthia as an asset to any church. She loves the Lord very much and has outstanding leadership qualities. It is sad for us to lose her as a member of the congregation but we pray for her God's richest blessing where she will find herself in the future.
Leanie Erasmus
Ministry Leader
AGS Communio Church
adin5g@r.postjobfree.com
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