Personal Assistant Executive

AUDREY JANICE VOLKWYN

Johannesburg, Gauteng • 083******* • *************@*****.***

Secretary Executive Assistant Personal Assistant Administrator Receptionist

PROFESSIONAL SUMMARY:

A highly competent all round office assistant with over 15 years of experience working on Executive Management level as an Office Administration Executive, I am highly skilled and experienced in diary management, travel arrangements, minutes of meetings, report writing, contract management, finance and general office administration. Well organised and proactive in providing timely, efficient and accurate support to executives and work colleagues.

CORE COPETENCIES AND SKILLS

• Executive administrative assistance • Diary Management • Travel Management

• Minute taking & Agenda’s • Customer Service • Report Writing

• People Management • Strong Leadership • Office Administration

• Budgets & Invoicing • Strong Communication

• MS Office Proficiency

EDUCATION

• Grade 12

• Diploma Basic Business Skills/Secretarial Skills (Academy of Learning)

• Certificate in HR Administration (Intec College)

• Professionalism in Action (Top Secretary) • Professional Writing Skills (Top Secretary)

• SAP-R3 – (SAP.Com)

• Business English (Damelin)

• Customer Service Skills (Huthwaite Africa)

• High Performance PA (Astrotech Training)

• Business Leadership & Management (Stellenbosch University Business School)

PROFESSIONAL EXPERIENCE

HOSPERSA TRADE UNION OF SOUTH AFRICA Jan / Mar 2022

Provincial Administrator (Temporary)

Accountable for planning, co-ordinating and providing efficient support to the Provincial Secretary

Diary management, dictation, minute taking, compiling, preparing and distributing agenda items. Accurate document processing, distribution and administration

Professional management of switchboard and day to day operations of Reception area, general enquiries and re-routing of calls. Provide hospitality to all guests and help provide a welcoming environment

Collecting and preparing information for meetings with outside parties and maintaining contact lists

Processing and capturing of new membership applications ensuring all information is correct

Management of Petty Cash, ordering office stationery

Responsible for smooth running of the office including maintenance arrangements of day to day office services and suppliers ensuring the office equipment is in good working order

Maintaining of staff leave system and reports

Creating and issuing of Indemnity letters to members and submission of death claims for payment to Finance department

Maintain effective hard copy filing and archiving system

Management of Retiree Gifts and Certificates and tracking of all promotional items

SABC 3 On Air May 2018 / May 2019

Senior Secretary/ Acting Line Up Producer (Secondment)

Administration of daily office operations. Increased productivity and efficiency in the office with high level administrative support

Responsible to help team prepare and complete all necessary documentation for various meetings ad take minutes of these meetings

Administration of channel tv schedule as well as compilation of programme line ups

Script writing for voice over artists ensuring 100% accuracy when recording

Creation and submission contractor Invoices to Finance

Capturing channel Promotions, Bumpers, Stings and Fillers on daily basis

Creating and processing employment contracts for artists working closely with Payroll

SABC 3 Marketing Mar 2013 / May 2018

Senior Secretary to General Manager and Programme Manager

Provided intensive secretarial duties and general office administration, maintaining the General Manager and Programme Managers diary schedules

Arranged meetings, processed and prepared documents including agendas, minutes, reports and high-level confidential correspondence

Provided hospitality to all guests and helped provide a welcoming environment

Monitoring and ensuring deadlines expected of the office. Proactive follow ups with team to ensure focus on primary business issues and strategies

Assisted General Manager in servicing clients and maintaining good working relationships

Travel arrangements and hotel bookings, overseeing logistics for Executive and team

Organising catering when needed

Managing and follow up on expense claim queries with Finance department

Maintain office stationery and inventory records

Maintain effective hard copy filing and archiving system

SABC Group Sales and Marketing Jul 2011/ Mar 2013

Deals Assistant (Secondment)

Worked hand in hand with Finance Manager to maintain a good working relationship with customers

Handled all telephonic and electronic enquiries from internal stakeholders to ensure smooth running of the Sales office and Finance office

Created and managed sales database on Landmark system and stored information for retrieval on internal drive

Creation of contracts, working with the Legal Department to obtain relevant authorisations on contracts

Monitored budget spend against sales deal commitments and maintained good client relationships

Compiled monthly financial reports and tracking reports for all TV sales deals

Assisted Auditors with retrieval of Sales and deal information for financial year end

SABC Content Enterprises Nov 2010 /10 Jul 2011

Personal Assistant to Executive Manager

Maintained busy calendar, internal and external emails and correspondence to support optimum utilization of time making Executive more productive

Provided full administrative assistance to the Executive Manager while maintaining high level of integrity and confidentiality

Served as the primary point of contact for all internal and external communication

Communicated manager instructions to relevant individuals and or departments to ensure smooth running of the department

Developed and compiled memorandums, official documents and all electronic and hard copy mail as well as editing and distribution of presentations

SABC Content Enterprises Feb 2008 / Nov 2010

Personal Assistant /Office Manager to General Manager Marketing, Communications and Head of 2010 World Cup Unit

Completed a broad variety of tasks to facilitate the GM’s ability to effectively lead the department

Responsible for overseeing logistics, venues, accommodation etc. and ensuring the smooth running of the General Managers office and schedule

Acting as a gatekeeper by monitoring all incoming emails and correspondence and ensured that time management was implemented daily

Assisting unit with registration of guests at press conferences and coordination of television and radio interviews

Follow day to day operations related to own job in the department to ensure continuity of work

Orchestrated successful conferences and annual staff teambuilding including associated travel for all speakers and attendees

Liaison with internal departments and external parties, assisting with general 2010 queries, workshops and meetings with stakeholders such as LOC/FIFA/SAFA

Compilation of monthly expense claims and good control of department budget

Compilation monthly reports

Arranged payments of Vendors/Clients

Ordering of office equipment and stationery

Manage effective record keeping and filing system

First point of contact for cleaning team and tea ladies

SABC Corporate Marketing: (Temp) Jun 2007 / Nov 2007

Personal Assistant to General Manager

Office administration and diary management for General Manager

Initiating telecommunications and contact between stakeholders

Prepare reports, presentations and distribute meetings agendas and minutes

Travel arrangements and venue bookings for special events and conferences

Submission of Expense claims through Finance department

Managed employee leave roster

Ordering of office equipment and stationery

Various Temp Assignments: April 2006 – May 2007

(Executive PA /Office Manager/Secretary)

COJ Joburg Connect & Environmental Health Nov 2002 / Feb 2006

Personal Assistant /Office Co-Ordinator/HR Administrator to Director and Deputy Director

Coordinate complex daily schedules and administrative support to the Director and Deputy Director

Receiving and screening telephone calls and redirecting them when appropriate and facilitating distribution of internal communication

Handle and prioritize all outgoing and incoming correspondence email, letters and packages etc.

Prepare reports, presentations and distribute meetings agendas and minutes

Printing of confidential documents, typing leave reports, letters of appointments and contracts for new employees

HR Administration, advertise internal and external vacancies and reference checking. Update employee records on database system

Collection of staff payslips/cheques from head office and ensure that they remain secure

Maintained accurate and up to date records and files on all employees

COJ - Environmental Health

Senior Secretary to Deputy Director and Assistant Directors

Full office administrative and secretarial support to the Deputy and Assistant Directors ensuring smooth running of the office

Displayed exceptional skills in prioritising meetings, diary management and minutes of meetings

Travel arrangements and daily assistance to the Directors ensuring smooth running of the office

Handling customer complaints, verbal and in written communication

Filing, photo copying and management of office equipment

Worked hand in hand with Finance department for budgets and departmental expenses

REFERENCES

Available on request

Contact this candidate