Personal Assistant Manager

Thandokazi Mququ

Port Elizabeth, Springfield **70 072******* ***************@*****.***

Professional Summary

Experienced and enthusiastic Personal Assistant with over 6 years’ experience, eager to contribute to team success through hard work, attention to detail and excellent organizational skills. Clear understanding of planning and organisational development and training in Personal assistance strategies and computer packages. Motivated to learn, grow and excel and provide quality assistance to the Executive. Able to go the extra mile and is dedicated to improving the life of the Executive by acting as first point of contact and managing access to the Executive as well as simplify Executive's life by managing the diary and helping the Executive perform better and with ease.

Skills

Strategic planning

Mail handling

Filing and data archiving

Multi-line phone proficiency

Advanced clerical knowledge

Excellent planner and coordinator

Schedule management

Advanced MS Office Suite

Storage organization

Courier scheduling

Correspondence management

Communications

Inventory management

Supervision

Work History

Personal Assistant, 04/2013 to 04/2019

Phembani Group – Johannesburg

Responded to emails and other correspondence to facilitate communication and enhance business processes.

Organized and updated diary schedules for the Finance Executive as well as the Finance team of 8.

Interacted with vendors, contractors and professional services personnel to direct activities and communicate instructions.

Used Outlook to coordinate meetings, appointments and tasks for 2 senior executives.

Promoted team productivity by keeping supplies organized and well-stocked.

Maintained office supplies inventory by checking stock and ordering new supplies as needed.

Managed Finance Director's complex and frequently changing travel arrangements and coordinated pre-planning of trips.

Created appropriate documentation for members of board and senior leadership before meetings.

Contributed to smooth business operations by planning and organizing meetings and conferences, including conference calls.

Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.

Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors.

Responsible for calculation and processing of Director's fees quarterly payments.

Worked with fellow Executive Assistants to coordinate and complete special projects for Phembani.

Assisted Finance team during Audit process.

Responsible for the weekly bank account cash balances.

Efficient management and preparation of correspondence and communications

Doing research on identified topics as and when required.

Managing petty cash

Management of Company fleet

Assisting with Facilities Management

Head Receptionist /Office Administrator, 05/2007 to 03/2013

JP Morgan – Johannesburg, Gauteng

Welcomed all customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.

Greeted customers and visitors in-person and via telephone calls.

Answered questions and addressed, resolved or escalated issues to management personnel to satisfy customers.

Prepared packages for pickup and courier services for prompt delivery to customers.

Oversaw stationery ordering activities, including materials monitoring, and supply stocking or re-stocking.

Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.

Operated multi-line telephone system to independently handle over 7 call lines each day.

Sorted, received and distributed mail correspondence between departments and personnel.

Monitored premises, screened visitors, updated logs and issued passes to maintain security.

Training and inducting new staff.

Managing petty cash and newspaper subscriptions

Updating internal telephone and contractor and supplier list.

Updating Company policies and procedures.

Received and distributed business correspondence to correct departments and staff members.

Planned and booked travel transfers for staff and visitors.

Delivered incoming mail and messages to relevant personnel without delay.

Directed incoming calls to internal personnel and departments, transferring call to best-qualified department.

Provided clerical support to company employees by copying, faxing and filing documents.

Liaised with vendors, contractors and professional services personnel to ensure proper processing of orders in alignment with needs and specifications of management.

Events Manager, 08/2006 to 12/2006

ACHIB – Johannesburg, Gauteng

Fulfilled contractual obligations, including communications, vendor coordination, schedule creation, budget administration and rehearsal and day of event coordination.

Ensured smooth training execution by coordinating seminar functions, including site selection, scheduling, marketing, reservations, materials, event management and follow-up.

Evaluated existing plans, processes and events planning services to identify opportunities for improvement.

Delivered prompt payment for event services, including vendors, venues, staff, and transportation providers.

Hired and cross-trained staff members for various event-specific functions and ensured employees' understanding of associated processes and procedures.

Coordinated catering services and planned menus to compliment event theme and selected musical or guest speaker entertainment.

Coordinated florists, photographers, videographers, musicians, officiants and ceremony participants during rehearsals and pre-ceremony, ceremony and reception events.

Managed administrative logistics of events planning, including contract signing, fee collection, event booking and event promotions.

Selected and ordered refreshments, decor and event materials.

Organizing of a launch of the ACHIB Wholesale and the 20th anniversary.

Sourcing and organising hampers for the roadshows from different companies.

Booking transfers and arranging accommodation for the people attending the roadshows.

Performing PA duties for the President of ACHIB.

Liaising with Events management Company.

Trainee Manager, 01/2006 to 07/2006

McDonalds – Johannesburg, Gauteng

Evaluated suppliers to assess quality, timeliness and compliance of deliveries, maintain tight cost controls and maximize business operational efficiency.

Reviewed financial accounts for accuracy and resolved discrepancies.

Applied performance data to evaluate and improve operations, target current business conditions and forecast needs.

Set, enforced and optimized internal policies to maintain efficiency and responsiveness to demands.

Managed and mentored team of 22 employees.

Explained services and products to customers in friendly and engaging way.

Planned and implemented team projects to accomplish objectives.

Negotiated agreements between employees to clarify misunderstood directions and resolve conflicts affecting performance.

Increased customer satisfaction and repeat business through relentless pursuit of resolutions to problems arising from McDonalds products, protecting company reputation and loyal client base.

Followed quality standards and procedures to minimize errors and maximize customer satisfaction.

Calibrated instruments and scales in production area and quality lab.

Collaborated with team to define business requirements for organizational processes, achieve productivity standards and adhere to accuracy standards.

Conducted training and change management processes to improve operations.

Devoted special emphasis to punctuality and worked to maintain outstanding attendance record, consistently arriving to work ready to start immediately.

Performed daily stock take after every shift.

Planned staff rosters.

Monitored attendance register and leave schedule.

Improved quality processes for increased efficiency and effectiveness.

Education

Course: Hospitality Management, 11/2005

University of Johannesburg - Johannesburg, Gauteng

Course: HR Hiring Practises, 06/2008

University of South Africa (Unisa) - Pretoria, Gauteng

High School Diploma: 12/1998

Victoria Park High School - Port Elizabeth

REFERENCES

Name: Sizwe Nkosi

Company: Phembani Group

Designation: Finance Director

Contact Number: 011-***-**** /076-***-****

Name: Siphe Dlavana

Company: Phembani Group

Designation: Financial Accountant

Contact Number: 011-***-**** /083-***-****

Name: Gordon Mansell

Company: JP Morgan

Designation: Facilities Manager

Contact Number: 011-***-**** / 083-***-****

Name: Nondumiso Vera Matiwane

Company: ACHIB (African co-operative for Hawkers & informal Business)

Designation: Manager

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

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