Executive Secretary and Office Administrator

JULIEN Erf ****, Vulture Street, Khomasdal, SOMAES Windhoek:

Cell: 081*******/081*******

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

CAREER OBJECTIVE

Highly motivated, confident and performing Office Administrative Assistant with extensive experience working with a diverse client base and delivering results. I uphold high confidentiality trade when dealing with Directors, High profiled managers and Company rules and regulations.

KEY SKILLS AND COMPETENCIES

• Excellent communication skills

• Attention to detail

• Work with own initiative and deadline oriented

• Word and Excel processing

• Typing Skills (55wpm)

• Effective minute taking

• Spreadsheet Development

• Travel administration

• Driving Skills (Licence Attached)

• Secret Success for Secretaries

• Telephone Etiquette

• Time Management

• Planning and Organizing

WORK EXPERIENCE

Company: Creative Concepts cc

Period: January 2018 – Current

Position: Executive Secretary

Duties and Responsibilities

1) Leadership

• Participate with BOD in developing a rolling strategic plan to guide the organization.

• Foster effective teamwork between the Board, The Executives and Staff members

• Conduct official correspondence on behalf of and jointly with the Board and as appropriate.

• Provide support to the BOD in its planning and evaluation activities. 2) Operational Planning and Management in conjunction with the Operations Director

• Ensuring that operations of the organization met the expectations of its members and the Board

• Recommend organizational changes that will enhance the organizations ability to develop effective and efficient programs and services.

• Ensure that necessary records and reports are filed. 3) Financial Planning and Management in conjunction with the Administration Team Leader.

• Work with staff members to prepare annual budget and compile final budget before presenting to the BOD.

• Ensuring that sound bookkeeping, and accounting procedures are followed.

• Preparation of employee salaries, benefits, and packages before submitting for processing.

• Submitting of company VAT and Income tax returns. 4) New Business

• Identifying and researching on new opportunities.

• Compiling and preparation of presentations and leading the team.

• Identifying Tenders, completing documents and submitting for review ADHOC

Company: SOS Children’s Villages Namibia

Period: January 2017 – April 2017

Position: Executive Assistant to the National Director Duties and Responsibilities

1) National Directors Diary

• Keeping a diary for the ND in her absence/presence

• Ensuring that the ND keeps to her appointments

• Taking messages for the ND in her absence

2) National Office and Board Meetings

• Responsible for arranging National Office Meetings (Weekly)

• Minute taking at every Board and National Office Meeting

• Act as the Board Secretary at quarterly Board Meetings 3) Travel and Accommodation

• Making of travel arrangements for the National Director and staff traveling nationally and internationally.

ADHOC

Company: Indongo Toyota

Period: March 2015 – December 2016

Position: Personal Assistant to Business Development Manager Duties and Responsibilities

1) Tenders:

• Identify advertised Tenders

• Acquire Tender from respective advertiser

• Apply for Good standings from SSC and Ministry of Finance. Ensure the necessary attachable documents are in order and valid.

• Prepare Tender document for submission.

Attend Tender opening with or in the absence of BDM. 2) Finance:

• Retrieve necessary documents from the system in order to submit Price Protection Claims and Courier to South Africa

• Submit, Control and claim Special Discount.

• Reconcile approved payments by Toyota South Africa 3) Social - Administration

• Visit Facebook page each morning.

• Manage and maintain the Indongo Toyota Webpage

• Do updates and reply to queries and comments.

• Visit the Webpage frequently during the day.

• Update with Pricing, Specials, News and Staff matters

• Arrange, liaise and organise access with Show Societies. 4) Basic Office Administration

• Keeping a neat and transparent filing system

• Attending to queries from clients in the absence of BDM

• Acquiring Office Supplies

• Arrange meetings for BDM and Toyota South Africa

• Taking minutes in weekly Sales meetings

ADHOC

COMPANY: Meatco Namibia (Head Office)

PERIOD: 01 March 2010 – February 2015

POSITION: Receptionist

DUTIES AND RESPONSIBILITIES

1) Reception

• Attend to Walk in Producers and Customers

• Manding of the Reception area

• Answering and Screening all incoming calls

• Attending to all incoming mail and contributing to relevant recipients

• Despatching of all outgoing mail and keeping record

• Ensuring that all gates, alarms and doors are in good working order 2) Administration

• Responsible for Media coverage about the company

• Distribution of news on the company to Senior Management daily

• Arranging Flight and accommodation for Staff and Trainers

• Liaise with travel agents regarding travel needs

• Organising of Visa’s for Trainers conducting training in Namibia ADHOC

COMPANY: Otavi Investment Expo and Festival

PERIOD: Seasonal 2013 - 2015

POSITION: Administration Coordinator - Windhoek

DUTIES AND RESPONSIBILITIES

1) Adminstration

• Arranging of meetings for the Chairman and Project Coordinator with Sponsors

• Sitting in on meetings and taking minutes

• Preparing minute packs prior to meetings

• Liaison personnel between Sponsors and Management as well as suppliers

• Reporting to Management weekly

• Ensuring sufficiency of supplies are met

• Arranging accommodation and traveling facilities whenever needed 2) Debtors and Creditors

• Handling and recording of Petty Cash

• Making payments to suppliers

• Receiving payments from participants and suppliers

• Record keeping of all finances used and received and reconciliations with bank statements.

• Recording of salaries to all employees

ADDITIONAL EXPERIENCE

September 2008 – February 2010

M Pupkewitz and Sons (Pty) Ltd t/a MegaBuild (Head Office) Receptionist

August 2005 – August 2008

Creative Concepts cc

Office Administrator/ Receptionist

December 2004 – July 2005

Nampharm (Pty) Ltd

Procurement Assistant (Claims Clerk)

March 2004 – November 2004

Nampharm (Pty) Ltd

Picker/Checker

EDUCTIONAL BACKGROUND

HIGHEST QUALIFICATION

Grade 12: Grootfontein Secondary School

Year Completed: 2002

Subjects: Afrikaans, Development Studies, English, Geography, History, Mathematics.

TERTIARY EDUCATION – Stadio Namibia

Level: Higher Certificate

Course: Paralegal Studies

Status: In Progress

LANGUAGE PROFICIENCY

Afrikaans: Speak, Read, Write

English: Speak, Read, Write

Damara Nama (Home Language): Speak, Read, Write

REFERENCES

Mr Lindley Hoaeb

Managing Director

Creative Concepts cc

Tel: 002**-**-***-***

Mobile: 002**-**-*******

*******@****.**

Mr Vernon Thompson

Human Resources Officer

SOS Namibia – National Office

Tel: +264-**-******

Mobile: +264-**-*******

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

Mr Derick Bester

Manager – Business Development

Indongo Toyota

Tel: +264-**-******

Mobile: +264-**-*******

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

Mrs Cloretha Garises

Snr Administrator and Direct Supervisor – Corporate Communications Meatco Namibia

Tel: +264-**-******

Mobile: +264-**-*******

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

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