Personal Assistant Executive
Resume:
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)
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 : ******.*********@*****.***
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