To whom it may concern,

RE: Application for Executive Assistant/Personal Assistant position

I have a strong administrative background close to 20 years (administrative), the last 10-12 have working closely with Senior Leadership. Please note many of my positions have been on contract.

My "silver lining" is the extensive experience I have gained, supporting multiple Executives/Directors, providing support to teams both international and local. I have extensive, complex diary management & travel experience together with solid office administration understanding all at Senior/Executive level.

I am currently unemployed after a being retrenched from my last position where I was Executive Assistant to Managing Director: Africa.

I am an extremely organised, efficient individual, who has the ability to multi task at all times.

Working with Executives and Directors around the world has not only strengthened my communication skills but also awarded me the opportunity to learn how to effectively use tact and diplomacy when faced with tense work day situations.

I am able to work independently and, in a team as and when required, while maintaining a strict sense of discretion & confidentiality, always remaining completely professional.

Please contact me should you require any additional information.

Kind Regards,

Yours faithfully

V. Pillay (Miss)

083-***-****

PERSONAL DETAILS

Surname : Pillay

First Name : Vanashree

Date of Birth : 29 July 1978

Sex : Female

Marital Status : Single

Postal Address : P.O. Box 1332

Buccleuch

2066

Email – address : adkze6@r.postjobfree.com

Contact Number : 083-***-****

Nationality : South African

Other Language : Afrikaans (speak, read and write)

Criminal Offences : None

SECONDARY EDUCATION

Last School Attended : Asoka Secondary School

Year Matriculated : 1996

Subjects : English, Afrikaans, Mathematics, Biology, Home Economics, Accounting

TERTIARY EDUCATION

Name of Institute : Damelin Computer College

Course Studied : Computer and Secretarial Course

Diploma’s Obtained : Office Computing for Windows, Office Administration, Damelin Diploma in

Secretarial Skills, Pitmans Typing Certificate

COMPUTER SKILLS

MS Office – Word, Excel, Powerpoint, Visio, Outlook

SAP (BOXI)

Windows Vista

Lotus Notes

Educos (training programme)

Coral Word Perfect

Digitalk

ACCPAC

EMIR

Citrix

Oracle

IFS

CMD Reporting

KDS/Amadeus/My Market

Concur

TRAINING COURSES AND SEMINARS

Minute Taking and Meeting Management

Becoming the Best PA/Team Secretary/Administrator

A PA’s guide to presenting powerful presentations

PA Step Up and Stand Out

PA MBA

EMPLOYMENT HISTORY

1.Company: : Turner and Townsend

Date of Service : 2 May 2019 – 21 June 2020

Position : Executive Personal Assistant

Managing Director: Africa

Duties and Responsibilities

A broad variety of administrative tasks for MD office/ drafting correspondence for MD office

Full diary management, extremely active calendars

Adding reminders/ daily catch up with MD re: work day, prep documents for meetings

Email management for MD - being proactive and actioning requests on behalf of MD.

Communicate on behalf of MD with Senior Executives in SA and internationally

Complex travel and detailed itinerary and agenda (local and international for MD)

Events/ Conferencing (Internal and external)

Expense claim/ budget control

Participate as a secretarial member of the Executive Team (any and all correspondence/ meetings/ venue bookings etc)

Minutes for Executive Board meetings (agenda/ follow-up with team regarding action items/ assisting MD with completion of his action items.

2.Company: : Bravura Capital

Date of Service : 14 September 2016 – 1 April 2019

Position : Executive Assistant

Supporting Executive Director), Head of Division, team support

Duties and Responsibilities

Full Diary Management (meetings, travel, telecon, dial in details, attention to international time zones)

Ensure HOD’s are prepared for meetings

Manage HOD’s email inbox – proactive managing any and all requests, responding/replying, distributing to team for team for feedback, escalation to Principals-Project Leaders – other department heads.

Highlighting any urgent emails

Expense and Recons for all Credit Cards – ensuring expenses are within policy

Travel – Flights, accommodation, vehicle hire. Capturing all travel information in diaries. Check in travellers, forward boarding passes. (Heads of Dept travel to Cape Town weekly)

International Travel – same as above. (Visa Applications included)

Co-ordinating any and all meetings, minutes of meetings, distribution of minutes, follow-up on action items.

Preparing/producing accurate reports, presentations, documents

3.Company: : Cummins

Division : Sales and Marketing

Date of Service : 1 May – 13 September 2016

Position : Executive Personal Assistant to the PG Director (CONTRACT)

Duties and Responsibilities

Provide full administrative support to the Director and his 5 direct reports

Proactively filter, respond to and follow through on all queries, calls and emails.

Manage Directors email inbox – responding to queries and following up with requests.

Continuous communication with GM and Senior Managers ensuring they are continually aware of changes, updates, issues, outcomes and are fully prepared/ briefed for any meetings.

Organizing and attending meetings, taking minutes of meeting and distributing to participants. Sometime managing multiple direct reports diaries as well.

Ensuring the Director is well prepared for meetings

Organizing and maintaining the Director’s diary and arranging meeting appointments

-Scheduling of telecons with multiple countries in different timezones (US-India-Australia and SSA countries)

Co-ordinating any and all meetings/ functions for the PG Department.

Preparing/producing accurate reports, presentations, documents

Any and all travel logistics in RSA and abroad,

4.Company : Sun International

Division : Marketing (Gaming)

Date of Service : 26 October 2015– 28 Feb 2016

Position : Personal Assistant to the Group GM (CONTRACT)

Duties and Responsibilities

Provide full administrative support to the GM

Organizing and attending meetings, taking minutes of meeting and distributing to participants

Ensuring the GM is well prepared for meetings

Organizing and maintaining the GM’s diary and arranging meeting appointments

Co-ordinating any and all meetings/ functions for the marketing division as requested. Liaising with properties regarding marketing initiatives ensuring all policies and procedures are adhered to

Keeping accurate and well maintained files and records

Following up with staff to ensure targets and allocated tasks are being achieved

Preparing/producing accurate reports, presentations, documents and presenting information in a logical format

Ensuring the GM is well prepared for meetings

carrying out specific projects and research

Responsible for accounts and budgets

Proactively filter, respond to and follow through on all queries, calls and emails.

Continuous communication with GM and Senior Managers ensuring they are continually aware of changes, updates, issues, outcomes and are fully prepared/ briefed for any meetings.

All travel logistics in RSA and abroad, includes preparing and managing itineraries, confirming meeting venues in various countries etc

Provide excellent communication on behalf of GM and Senior Managers, ensuring that they are represented professionally and appropriately (both internally and externally)

Track and follow up on progress on key initiatives within Group Marketing division

Assist as backup & support as required for office services

5.Company : ABSA Bank

Division : Institutional Cluster

Date of Service : 1 April 2015 – 31 July 2015 (CONTRACT)

Position : Executive Assistant (Head of Asset and Investment Banking)

Duties and Responsibilities

Diary Management – Time Management

Meeting reminders generated as necessary

Prioritization of meeting requests

Maintenance and updating of meeting schedules

Travel Management (International and Domestic)

(Director is based in Cape Town and Spends 3-4

Working days in Johannesburg)

Flights, transfers, Visa application, Forex, Point to point arrangements

Arranging Protection Services as and when required; Liaising with in-country regarding accommodation, transfers

Compiling travel files and agenda/itinerary for trips (ensure he has all supporting documentation for away meetings – electronic and hard copy)

All travel records maintained and kept up to date

Coordination of travel schedules (Investment Team)

Ensure that Director is always checked in online and make relevant arrangements should any of his modes of transport be delayed/running late etc.

Expense Claim (SAP)

Ensuring all claims are captured correctly on SAP (Head of Investment)

Approvals as and when required

General Tasks/ Administration

Attending any all meetings with Cluster Head as and when required

Ensuring that all applications on Head of Investments ipad are synchronised with my ipad and

ensure that all relevant decks for ExCo are received in a timeous manner.

Administration for the Investment Team as and when required

Compilation/Collation of board packs (Investment Cluster).

Compiling any and all presentation/supporting documents for the Chief Office

Accurate minutes are taken, distributed and reminders set for follow-up actions

Research various investment transactions

6.Company : Tiger Brands

Division : Group Procurement (RE-STRUCTURING WITHIN DIVISION)

Date of Service : 1 October 2014 – 31 March 2015 (Restructuring within the Department)

Position : Procurement Administrator (PA to CPO)

Duties and Responsibilities

Service Level Management

Travel Service Levels Maintained

Maintain administration for Travel Booking System (Add approvers, travellers, super approvers)

Manage in house Travel Management Company

Supplier Service levels managed

Effective monitoring and evaluation

Ensure travel policy compliance

Manage SLAs with other suppliers

Measure performance from Management Report

Enhance the turnaround time from Vodacom contract

Monthly meetings with suppliers

Diary Management

Meetings arranged as required

Regular meeting schedules entered into diaries

Meeting reminders generated as necessary Prioritization of meeting requests

Scheduling of meetings

Maintenance and updating of meeting schedules

Maintain and manage Procurement Calendar

Travel Management (International and Domestic)

Flights, transfers, Visa application, Forex

Arranging Protection Services as and when required; Liaising with in-country regarding accommodation, transfers

Compiling travel files and agenda/itinerary for trips

All travel records maintained and kept up to date

Coordination of travel schedules

Compilation of documentation

Sourcing of venues

Expense Claim

Ensuring all expense claims are sent to SSC (Shared Service Centre) timeously

Follow-up on any and all queries for CPO

Follow-up on payment and resolve all queries.

BBBEE

Vendor BEE records kept updated

Vendor BEE records updated and entered into relevant Tiger systems

Development of BEE records database

Follow up on queries

Follow up on ratings assessments

General Tasks/ Administration

Screening emails and auctioning items as and when required

Administration for the Procurement Hub (presentations, word processing etc) ETC.

Accurate minutes are taken, distributed and followed up (Heads of Purchasing forums)

Report deadlines complied with – functional and business

7.Company : Eli Lilly (Pty) Ltd

Division : SA/ SSA (Finance and Sub-Saharan Africa)

Date of Service : 1 November 2012 – 30 September 2014 (FIXED TERM CONTRACT)

Position : Personal Assistant to two Directors (Financial Director - SASSA); (Director SSA/FWA)

Duties and Responsibilities

Diary Management

Setting up/Re-scheduling meetings (taking into account different time zones)

Booking meeting rooms – intranet

Co-ordinating Team Building activities and Conferences (In South Africa and African countries

eg Nigeria, Ghana

Setting up Teleconference and Online meeting setup

Taking Minutes (and ensure timeous distribution thereof)

Travel Management (International and Domestic)

Flights, transfers, Visa application, Forex

Arranging Protection Services as and when required (In some countries in Africa)

Liaising with in-country regarding accommodation, transfers

Compiling travel files and agenda/itinerary for trips

Working with Global security regarding emergency procedures, should there be unrest in African countries while our teams were visiting

Confirming Accommodation, Transport, Security for Director from other countries (US, Dubai, China, Turkey, Brazil etc) when visiting South Africa

Expense Claim

Scanning of all ZA affiliates invoices to HP

Liaising with SSC in Ireland and Export in Geneva regarding payment queries

Assisting with foreign and manual payments

Follow-up on payment and resolve all queries.

General Tasks

Creating Shopping Carts on SAP

Working with pricing for the various African countries (where Lilly products are sold)

Compiling pricing request for the Department of Health (Lilly price increases and decreases of products)

Uploading Daily Sales files for Finance Director

Compiling Presentations for monthly meetings

Updating and uploading documents onto Finance intranet

Liaising with Company Lawyer regarding CIPRO documentation

Liaising with Banking facility regarding designated persons and operators on specific Company Profiles

Monitoring cost centres/import-export queries for Directors and the Sub-Sahara/ French West Africa

Team. Assisting Regulatory with monitoring shipments to SSA/FWA. Ensuring OPEX Tracking is

constantly updated checking against BOXI Reports

8.Company : Standard Bank South Africa

Division : Transactional Products and Services, Africa (Corporate and Investment Banking)

Date of Service : 3 July – 3 October 2012 (CONTRACT)

Position : Personal Assistant to two Executives

Head: TPS, Sales and Southern and Central Africa

Head: Investor Services

Duties and Responsibilities

Diary Management

Setting up/Re-scheduling meetings

Booking meeting rooms

(Either building 3, building 5 or building 6 Simmonds Street, 25 Sauer Street, Global

Leadership Centre or 1 Sandton Drive)

Setting up Video Conference or Teleconference Facility or liaising with Facilities Management

Taking Minutes (and ensure timeous distribution thereof)

Arranging Parking and Access To Standard Bank offices for External Guests.

Travel Management (International and Domestic)

Updating Travel Calendar on a monthly basis (Directors travel extensively)

Flights, Avis transfers, Visa application, Forex

Arranging Protocol Officers as and when required (In some countries in Africa)

Liaising with Stanbic offices in Africa regarding transfers, accommodation,

Compiling travel files and agenda/itinerary for trips

Expense Claim

Capturing all travel claims on SAP after trips.

General expense claims for Directors and their direct reports

Compiling expense claim recons which are distributed monthly.

Follow-up on payment and resolve all queries.

General Tasks

Typing various documents (memo’s, letters, presentations, minutes of meetings)

Screening telephone calls; Guest Courtesy

Liaising with Group Marketing regarding upcoming events

Assisting the team with any and all administration as and when required.

9. Company : Servest Hygiene

Date of Service : October 2011 – June 2012 (RETRENCHED)

Position : PA to Managing Director/Financial Director

Duties and Responsibilities

Replying to correspondence on MD’s behalf

Screening calls and walk-in appointments

Full Diary Management

Keeping record of expense account

Managing Customer Complaints (liaising with Branch Managers)

Minute meetings – Management Meetings/ Sales Review Meetings

Arranging, co-ordinating Meetings and Conferences

Powerpoint presentations typing, sourcing of info etc

Travel Arrangements (International and Domestic), Expense Claims And Forex

Boardroom – bookings, catering, refreshment stock control, cutlery, crockery

Office Management – recycling project, liaising with the facilities manager regarding building maintenance

Supervising two cleaners in the building

Monitoring new and lost accounts

Ensure the general smooth running of the offices of these managers

10. Company : Questek Customer Care (Pty) Ltd

Date of Service : August 2007 – October 2011

(Restructuring – Company (QCC) was absorbed into Questek Group)

Position : PA to Managing Director/ Technical Services Manager

(providing office support to 19 technicians and Site Managers)

Duties and Responsibilities

PA: Managing Director

Standard PA functions

(Screening calls, Welcoming guests, arranging meeting rooms, catering requirements,

diary management)

Replying to e-mail and letters on MD’s behalf

Completion, submission of Vendor Application Forms

ISO 9001 assist with updating procedures and policies. Distribution of updated documents to all staff.

Where necessary adapt or develop relevant processes and procedures to ensure smooth running

of area of responsibility. Ensure policies and procedures implemented are adhered to.

Non Conformance Reports

Minute meetings

Invoicing

Invoice Requisitions

Reports

Convert statistical data into Powerpoint presentations

Manage payment to all contracted staff for various Projects.

Team Assistant

Provide administrative assistance to team of 18 Technicians

Travel Arrangements(International and Domestic), Expense Claims And Forex

Minutes of all meetings

Compilation of training manuals

Updating, capturing data on spreadsheets

Courtesy calls to customers

Maintaining customer data base (updating as and when required)

11. Company : Globel International t/a Liquid Telecom S.A. (Pty) Ltd

Date of Service : November 2006 – August 2007 (Restructuring/ Directors relocating)

Position : PA to two Directors

Office Manager / Call Center Supervisor

Duties and Responsibilities

PA to both Directors

Diary Management, Screening calls

Filing and retrieval of confidential documentation

Typing up contracts and agreements between various suppliers

Travel Arrangements (Flight bookings, vehicle hire, accommodation)

Expense Claims

Monitoring bank statements – (Company and personal)

Drafting Correspondence on behalf of the directors

Source information, prepare presentations

Office Manager

Finance-all administration (SA) (Ensuring all payment information is sent to the UK)

Following up on payments to suppliers

Completing all administration (purchase orders, obtaining quotations etc)

Filing

Ensure all contracts are updated.

Ensure offices equipment is in good working condition and stationery control.

General Administration

Filing (electronic and physical), Faxing

Assist with travel arrangements for Sales Representatives

Assist with promotions

Continuous updating of office management manual (Containing all office procedures)

Call Centre

Supervising Call Centre Agents

Monitoring incoming calls (Daily analysis of reports received)

Designed reporting template for new Express programme used at the Call Centre.

Handling irate customer and all queries that are received and customer care and information

e-mail addresses

Managing the Loyalty programme

Managing, allocating and distributing of physical Globel International Prepaid Phone cards

Compilation of Call Centre Manual (containing all procedures for the Call Centre)

Assist with the implementation of the new Globel account

Assist with upgrading of website

12. Company : Volkswagen of South Africa

Date of Service : March 2005 – November 2006

Position : PA : General Manager – Franchise Management

Dealer Development Co ordinator: Dealer Development Manager

(RESTRUCTURING)

Duties and Responsibilities

Manage diary, word processing, schedule arrangements and co-ordinate travel itinerary for

the General Manager : Franchise Management

Flight travel bookings and Hotel/Guest House bookings: responsible for bookings for all department

as listed above

Ensure effective communication between Midrand departments and departments at Head Office

Book and co-ordinate for various meetings/training at Conference Centers as well as manage and

controlling executive boardrooms and executive suites at Volkswagen Conference Center

Monitor payment from relevant cost centers and recovery of these funds from relevant dealers

Responsible for all landscaping for VWSA - Midrand

Manage Switchboard staff and area

Manage and co-ordinate activities of cleaning and kitchen staff for each department

Ensure that maintenance is carried out timeously on the Midrand site and including the

Conference Centre – Maintenance staff included

Oversee activities of Admin dept and controlling of monthly recons and Financial statements

Monitor all contracts eg, Hygiene Services, Pest Control, Plant services, Fax, Copier Machines etc

Ensure that all processes for Dealer Development, Franchise Planning, Dealer Standards

and Dealer training departments are updated on line with V.D.A (ISO9002) requirements

Provide general office administration services to the following:-Dealer Development Manager,

- Franchise Planning Department, - Dealer Training Department - Business Management

Responsible for payment and recording of the entire department’s accounts on receipt of

invoices as well as ordering of all stationery whilst maintaining budget

Control and manage the duties and responsibilities of the driver assigned to the

Dealer Development Department and control of the assigned vehicle for the Department

13. Company : Toyota South Africa

Date of Service : November 2002 – February 2005

(Moved to VW – CAREER GROWTH)

Position : Training Co ordinator / PA

Duties and Responsibilities

General Office routine

Maintain facilities and make sure equipment is operational

Word Processing

Monthly reporting on training conducted by the training Centre

Supply learning material to learners before, during and after intervention.

Check, compile and submit all training data reports to TMC.

Administer all team21 exam results.

Arrange Skills overseas trip arrangements for all travellers.

Diary control.

Arrange flight/accommodation/ vehicle hire for all instructors and managers away on training.

Functions

Administer and Control all activities for Service Champions Society activities and main function, certification ceremonies and skill contests for Apprentices, T-TEP students, Hi-tech and

Management students.

Desktop Publishing

Designing of invitations, seating plans, name cards etc. for functions

Various covers for skills contests, name cards for technicians,

Co- ordinating of Training Courses

Screen, accept, process and capture all enrolments for courses, according to Team 21 grading

Administering assessments regarding competence and prior learning

Compile information and supply information to facilitators and support staff

Arrangement and booking of appropriate facilities and equipment for various courses.

Compile information and supply information to facilitators and support staff.

Update all student data to conform to team21 policy and procedure.

Maintain Educos (controlling data input, creating of new reports, backups).

Arranging training venues, refreshments and accommodation for all away training and

payment of subsequent expenses.

Responsible for all payment made by the training centre

Manage and Control all financial records

14. Name of Organisation : Aryan Benevolent Home Council

Date of Service : April 1998 – September 2001 (RELOCATED TO JHB)

Contact Reference : Mrs Shamila Surjoo

Position : Secretary Public Relations and Fundraising Section

Personal Secretary/ Assistant to the PR Officer

Duties and Responsibilities

Word Processing

Circular / agenda / minutes for:

PR/FR Committee Meeting (held every second month)

PR/FR Special Committee Meeting (held every Monday)

Memo’s, Proposals, Media Releases

Special Fulfilment – thank you letters to donors

Budgets – spread sheets for various fundraising projects (layout and presentation)

Desktop Publishing

Layout and Design for the following:

Christmas Appeal 1999

Volunteer Badges – various fundraising events

Invitations for 79th anniversary of the ABH Council – 2000

Trust Application Form – 2000

Entertainment Programme (ABH/Post Chatsworth Fair 1999 held over five days) – 1000 copies -Setup Services of the organisation as a graphic display (using power point) for video projection

Layout of handbills and advertisements for fundraising concerts

Various promotional pamphlets for distribution to schools and senior citizen organisations

Appeals

Successfully carried out the following appeal campaigns:

Eid Appeal, Blanket Appeal, Diwali Appeal, Medibath Appeal, General Appeal

Responsible for database comprising of over 20 000 donors.

Fundraising Musical Concerts

Udit Narayan (Jan 2000) Babla and Kanchan (July 2000) Kumar Sanu (Jan 201

Concerts held at Westridge Park Tennis Stadium / MTN Sundome / The Royal Hotel and the Chatsworth Cricket Oval

Carried out the following duties:

Responsible for all administrative duties

Venue confirmation – Westridge Park Tennis Stadium and MTN Sundome

Stage and Seating plan

Obtaining quotations for various services required – stage, sound and lighting

Management of distribution of tickets to various outlets for sale

Co ordination of volunteers at the above mentioned concerts

ABH/Post Chatsworth Fair

Is a major fundraising events held by the Council. Takes place for five days. Expected attendance over the five days +/- 100 000 patrons and scholars.

Responsible for all administration (general, stall holders, volunteers, physical resources)

Responsible for all stall holders (booking of stalls/invoicing of stalls/ drawing of plan on computer)

Guest Courtesy – sponsors, important donors, volunteers etc.

Managing the Control Centre (infrastructure inquiries /exhibitor inquiries/ electrical inquiries/ security control and any other general queries)

References available upon request.

Contact this candidate