Executive Assistant Personal
Resume:
Ms Adolphin S Mguni
Executive Assistant
Harare
Cell: 078-******* / 071-*******
Email: adpkv4@r.postjobfree.com
PROFESSIONAL SUMMARY
An innovative Executive Assistant with over 10 years experience in the provision of full executive support to assist senior management with particular expertise in directing and enhancing administrative operations. Highly skilled in administration and the provision of high-level executive support to ensure the seamless and efficient execution of daily operations. Demonstrates the proven ability to build productive relationships with external departments and stakeholders to inspire the achievement of company requirements and objectives. Excellent leadership skills and well developed problem solving skills with the ability to exercise discretion in confidential matters. Skilled in travel and diary management, with strong experience in meeting and events coordination and the preparation of presentations, reports and meeting minutes.
AREAS OF EXPERTISE
Calendar Management
Travel Management
File Maintenance
Budget Management
Risk Assessment and Monitoring
Project Tracking and Management
Inventory Management
Office Management
Business Planning and Support
Events Coordination
Client and Employee Relations
Stakeholder Engagements
QUALIFICATIONS
Ordinary Level: All Souls High School (1998).
Advanced Level: St Philips High School (2000).
Advanced Diploma in Business Management and Administration, 3 years: UNISA (2003);
BCom in Business Management and Administration, 3 years: MANCOSA (Currently in Year 2).
COMPUTER LITERACY
Ms Office; Ms Word; Ms Excel; Ms Powerpoint; Ms Visio; Ms Access; Ms Project; Google Adwords; Adobe Photoshop; WordPress; Web Analytics; SAP, Graphic design; Customer Relationship Manager; Content Management System; Search Engine Optimization.
CAREER HISTORY
Position: EXECUTIVE ASSISTANT TO THE CHIEF OPERATIONS OFFICER (November 2013 – March 2020)
Employer: KwaZulu Natal Film Commission, Musgrave Towers, Berea, Durban, South Africa
Duties:
Ensuring the provision of administrative and business support, inclusive of extensive meeting and diary management for the Chief Operations Officer (COO) and 5 Executive Committee members.
Attending and responding to emails and telephone calls on behalf of the COO requiring the application of decision-making capabilities.
Administering agenda items, facilitating approved guest speakers, recording meeting minutes, and consolidating and tracking outstanding actions, on a weekly basis.
Constructing the monthly operational update and risk assessment update presentations on behalf of the COO for committee submission.
Cultivating and strengthening relationships with key stakeholders inclusive of the Investor Board, major clients, priority suppliers and other external stakeholders such as regulatory bodies.
Performing a variety of accounting activities, such as preparing between 10 to 20 check requests, expense reports, purchase orders and invoices each week.
Facilitating wider leadership team meetings and events on behalf of the COO.
Supporting the development and training of new employees in the Marketing department.
Key achievements:
Saved an average of 12 hours per week for my executives through excellent time management and efficient scheduling.
Proof read executive materials and decreased errors by 75%.
Coordinated team events at the best yet economical locations, consequently saving the company 25-30% in expenses.
Received recognition for accuracy in publishing meeting minutes and timeously following up with action points.
Negotiated with suppliers for discounts and saved 30% of the department’s budget.
Position: SENIOR EXECUTIVE ASSISTANT (June 2009 – September 2013)
Employer: Netcare Private Hospitals, Umhlanga, Durban, South Africa
Duties:
•Coordinating with the Marketing Director and the Hospital Director in setting marketing goals and objectives.
•Developing innovative marketing programs to increase awareness.
•Working with key opinion medical leaders for development of clinical studies.
•Identifying new business and product opportunities.
•Planning events and programs to build and maintain good relationships between patients and healthcare personnel.
•Conducting intelligence gathering to assess competition and alternative solutions.
•Performing tasks of creating preference for healthcare products and services.
•Analysing internal and external data relative to the primary and secondary market and competitors.
•Creating brochures and posting information on the service and facility of the hospital in the website.
•Handling tasks of developing and managing online marketing plans.
•Designing as well as updating marketing communication programs to the staff.
•Defining and presenting principles of healthcare to staff.
•Developing strategies that create consistent messages for client interaction.
Position: EXECUTIVE ASSISTANT TO THE HOSPITAL DIRECTOR (June 2008 – May 2009)
Employer: Netcare Private Hospitals, Umhlanga, Durban, South Africa
Duties:
•Managing the diary of the Hospital Director by arranging and scheduling meetings and appointments.
•Attending to doctor / patient queries immediately and professionally.
•Composing, drafting and preparing correspondence as and when required.
•Managing local and international travel arrangements.
•Implementing and maintaining filing systems.
•Carrying out office administration duties including: minute taking and distribution; processing requisitions for expenditure and completing monthly subsistence / travel claims.
•Producing documents, reports and presentations.
•Undertaking research and documentation of findings.
•Collating of necessary information for input into Operational reports for Executive Committee and Board meetings.
•Assisting with compilation of the budget for the hospital, managing budget to prevent over expenditure and ensuring budget is utilized as per cash flow and procurement plan.
•Ensuring critical aspects of the Operational Plan and Annual Performance Plan are complete by understanding the objectives, determining priorities, managing time, gaining cooperation of colleagues, monitoring progress and problem solving.
•Liaising with suppliers regarding purchase and maintenance of all office equipment and building requirements in the office.
Position: PERSONAL ASSISTANT TO THE MANUFACTURING MANAGER (September 2006 – May 2008)
Employer: National Bioproducts Institute, Pinetown, Durban, South Africa
Duties:
Organising, maintaining diaries and arranging appointments.
•Managing meetings and production/distribution of minutes.
•Maintaining confidentiality in respect to all duties performed associated with the workplace.
•Dealing with correspondence and writing letters, taking dictation and minutes.
•Assisting with manufacturing of project reports, notes and presentations on PowerPoint, spreadsheets and graphs.
•Updating, ordering on SAP and maintaining materials, equipment and software in support of the whole department.
•Managing a good filing system.
•Operating facsimile, photocopier, binder and maintaining office systems to deal efficiently with paper flow.
•Performing routine data capturing of information e.g. absenteeism data and facilitating with monthly reporting requirements.
•Reporting of damages and repairs promptly through SAP.
•Communicating and interfacing with local sales management, delivery staff and personnel.
•Arranging travel and accommodation, both local and international.
•Providing first aid assistance to employees.
•Providing orientation/induction to new staff.
Position: INTERN IN THE INFORMATION TECHNOLOGY DEPARTMENT (February 2003 – August 2006)
Employer: First National Bank, Durban, South Africa
Duties:
• Answering, screening and transferring all incoming calls appropriately with courtesy, speed and accuracy in the department.
• Scheduling trainings for new staff.
• Keeping all training records according to FNB branches.
• Ordering, distribution of stock and maintaining good levels of stationery.
• Compiling and creating training results on PowerPoint.
• To ensure arrival and departure travel arrangements for training facilitators and trainees is made accurately.
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