Personal Assistant

PHAPHAMA MATOTA

Mobile : 082*******

Email : *******@*****.***

Notice period : Immediate

Personal Information

Address : ** ******** ****

King William’s Town

5600

Nationality : South African

Date of birth : 30 May 1985

Race : African

Languages : English

IsiXhosa

Educational Background

Matric 2003 : Bhisho High School

Computer Literacy 2005 : MSC Business College

National Diploma in Management 2019 : Cape Peninsula University of Technology

Work History

Organization : Victory Vineyard Ministries

Nature of Business : Church

Last Position Held Position Held : Senior Pastor’s Personal Assistant

Period of Employment : October 2020 – Present

Responsibilities:

Screen all phone calls from people requesting to speak with the Senior Pastor. Accept all guests requesting to see the Pastor whether with appointment or not, depending on the Pastor’s day.

Schedule all appointments.

Maintain church calendar.

Daily wrap-up with Pastor at the end of workday.

Prepare counselling notes and Pastor’s correspondence.

Prepare visitor’s letters for signing and mailing.

Attend weekly staff meetings taking notes and minutes when necessary.

Produce agendas and minutes for meetings conducted by the Senior Pastor.

File the Pastor’s papers that are set aside for this purpose.

Assist with typing of annual reports.

Assist with the printing of the annual budget for the annual meeting.

Initiate contact at Pastor’s request, keeping an updated contact base.

Maintain database for membership, baptisms, baby dedications, and funerals.

Prepare wedding, funeral, and special programs when requested.

As requested, fill out and submit vouchers for the Pastor’s expense reimbursements.

Coordinate the meetings initiated by the Pastor.

Assist the Pastor with occasional writing projects.

Coordinate Pastor’s travelling, accommodation and tickets reservations.

Coordinate staff vacations/ outings and other events.

Key Competencies:

God fearing.

Professional and humble.

Excellent image.

Able to maintain confidentiality in all matters.

Always prepared.

Excellent written and verbal communication skills.

Competency in Microsoft applications including Word, Excel, and Outlook.

Good time management skills.

Ability to create organized filing system.

Exceptional customer service skills and professional phone manner.

Company : Virgin Active Collection

Nature of Business : Health & Fitness

Last Position Held Position Held : Front of House Coordinator

Period of Employment : September 2018– November 2019

Responsibilities:

Greet clients and visitors with a positive, helpful attitude.

Assisting clients in finding their way around the office.

Announcing clients as necessary.

Helping maintain workplace security by issuing, checking and collecting badges as necessary and maintaining visitor logs.

Assisting with a variety of administrative tasks including copying, faxing, taking notes and making travel plans.

Setting up boardrooms and training rooms.

Answering phones in a professional manner and routing calls as necessary.

Assisting colleagues with administrative tasks.

Performing ad-hoc administrative duties.

Lead and manage the delivery of all member administration including workflow and training to ensure a seamless direct debit payment process, arrears collections and fulfilment of initiatives.

Go-to person in areas of product queries, membership rules, online portals, arrears collections, refunds, and general member queries.

Provide advice to clubs in the areas of membership terms, club rules and policies and respond to any other type of general query that ensures a seamless experience for members.

Ensure member feedback and complaints are handled effectively.

Measure, evaluate and report on service levels across our national club network.

Continuously review and update processes to improve membership administration.

Provide leadership, clear direction and ongoing development to the member admin team.

Answering, forwarding, and screening phone calls.

Sorting and distributing mail.

Provide excellent customer service.

Scheduling appointments and boardroom bookings.

Key Competencies:

Consistent, professional dress and manner.

Excellent written and verbal communication skills.

Competency in Microsoft applications including Word, Excel, and Outlook.

Good time management skills.

Able to contribute positively as part of a team, helping out with various tasks as required.

Knowledge of spreadsheets and word processing documents

Ability to create organized filing system

Exceptional customer service skills and professional phone manner

Excellent customer service

Company : Old mutual Broker distribution

Nature of Business : Financial Services

Position held : Branch Secretary

Period of employment : 2 Months (April 2018-June 2018)

Duties and responsibilities:

Answering phone calls and directing them to relevant lines

Receiving and sending of couriers

Handling Diary

Welcoming guests

Filing and all other office admin work

Writing of Minutes

Company : Lentes and Marcos

Nature of Business : Retail Company

Last Position Held : Executive Assistant

Period of Employment : September 2016 – July 2017

Duties and responsibilities

Answering telephone calls and transferring the calls to the relevant person

Handling the CEO’s diary

Taking telephonic messages and distributing them to relevant people

Greeting visitors on arrival

Providing visitors with refreshments while they wait

Receiving, sorting and distributing incoming mail/ Preparing outgoing mail

Making travel arrangements for the executives

Assisting with event planning

Scheduling and arranging meetings and appointments

Ensuring that office equipment is maintained and serviced

Keep track of office supplies and order when supplies run low

Handle petty cash

Company : Metropolitan

Nature of Business : Financial Service and Insurance

Last position held : Financial Advisor

Period of Employment : March 2016 – August 2016

Duties and responsibilities

Build and maintain client bases, keeping current client plans up-to-date and recruiting new clients on an ongoing basis.

Contact clients periodically to determine if there have been changes in their financial status.

Devise debt liquidation plans that include payoff priorities and timelines.

Explain and document for clients the types of services that are to be provided, and the responsibilities to be taken by the personal financial advisor.

Explain to individuals and groups the details of financial assistance available to college and university students, such as loans, grants, and scholarships.

Guide clients in the gathering of information such as bank account records, income tax returns, life and disability insurance records, pension plan information, and wills.

Implement financial planning recommendations or refer clients to someone who can assist them with plan implementation.

Interview clients to determine their current income, expenses, insurance coverage, tax status, financial objectives, risk tolerance, and other information needed to develop a financial plan.

Monitor financial market trends to ensure that plans are effective, and to identify any necessary updates.

Prepare and interpret for client’s information such as investment performance reports, financial document summaries, and income projections.

Recommend strategies clients can use to achieve their financial goals and objectives, including specific recommendations in such areas as cash management, insurance coverage, and investment planning.

Research and investigate available investment opportunities to determine whether they fit into financial plans.

Analyse financial information obtained from clients to determine strategies for meeting clients' financial objectives.

Answer clients' questions about the purposes and details of financial plans and strategies.

Review clients' accounts and plans regularly to determine whether life changes, economic

Company : Oro Africa

Nature of Business : Manufacturing

Last position held : Office Assistant

Period of Employment : November 2014 – December 2015

Duties and Responsibilities:

Greet clients and visitors with a positive, helpful attitude.

Assisting clients in finding their way around the office.

Helping maintain workplace security by issuing, checking and collecting badges as necessary and maintaining visitor logs.

Assisting with a variety of administrative tasks including copying, faxing, taking notes and making travel plans.

Setting and preparing of boardroom meetings and training rooms.

Answering phones in a professional manner and routing calls as necessary.

Assisting colleagues with administrative tasks.

Performing ad-hoc administrative duties.

Answering, forwarding, and screening phone calls.

Sorting and distributing mail.

Hiring, managing and developing the junior administrative team.

Provide excellent customer service.

Scheduling appointments.

Company : Old Mutual Head Office

Nature of Business : Financial Services

Last position Held : Personal assistant

Period of Employment : October 2012 – September 2014

Duties and Responsibilities

Documentation Processing

Events planning

Follows standardized processes and provide administrative support in line with normal business functioning.

Provide indirect service to customers and intermediaries.

Respond to immediate administrative requirements within procedure.

Follow standardized processes and provide administrative support in line with normal business functioning.

Deliver on daily production standards.

Personal Effectiveness

Accountable for service delivery through own efforts.

Make increased contributions by broadening individual skills.

Collaborate effectively with others to achieve personal results.

Accept and live the company values.

References

Name : Lindiwe Ncedo

Company : Victory Vineyard Ministries

Designation : Senior Pastor

Contact : (c) 072-***-**** (T) 043-***-****

Name : Bernice Gobhozi

Company : Old Mutual Head Office

Designation : Operations Manager

Contact : 072-***-****

Name : Danika Krugel

Company : Virgin Active Silo

Designation : Front of house manager

Contact : 082-***-****

Name : Asanda Nontlanga

Company : Lentes and Marcos

Designation : Marketing Manager

Contact : 079-***-****

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