Executive Assistant Administrative Service

ABOUT MYSELF

I am currently employed as an Office Manager at Gifted Emma. I was also employed as a Junior HR Business Partner at Sanlam. In my career l have extensively worked as an Executive Assistant at KPMG and have held various positions at KPMG.

I have accumulated a vast amount of experience in Recruiting, Training and Development, Korn Ferry Leadership Architect, MyWorkspace, HR Project Management, Performance Management, SAP Success Factors Super-user, Exit Interviews, MIE Screening.

I am an highly organised and self-motivated person, have excellent communication skills, and thrive in high-pressure environments. A solid team player, I work to tight deadlines.

I am available for interviews and my notice period is immediate.

Personal Details:

Name/s: Ronel Busisisiwe Nabonkosi Malaza

Preffered name: Ronel

ID no: 820**********

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

Cell no: 073-***-****

Drivers Licence: Code 08

Home address: 27 Berghaan street, Meredale, Extention 4, 2109

Home language: isiZulu

Other languages: English, Afrikaans, isiSwati, Xhosa

Extra mutual Activities

Reading

Academic Qualifications:

Institution

Qualifications

Zakariyya Park Secondary School

Matriculation (Grade 12)

MANCOSA (in progress)

Bcom in HR Management

Additional Training

Course Name

Company

Business Writing Skills

Presentation Skills

Oracle Learning Management System

Essential Supervisory Skills

CRM

MyWorkspace

Korn Ferry Leadership Architect

HR Future Leaders

KPMG Learning and Development

KPMG IT Advisory

KPMG

KPMG

Executives online

Sanlam

Sanlam

Sanlam

Sanlam

CAREER CHRONOLOGY

Name of Company: GiftedEmma (Pty) Ltd

Period: Current

Procedures and Tasks:

-Manage the day to day running of the office.

-Schedule meetings and appointments.

-Manage contract and price negotiations.

-Organize office procedures and operations

-Ensure all items are invoiced send paid on time

-Manage office budget ensure accurate reporting

-Provide general support to customers

-Plan in house and offsite activities

Name of Company: Sanlam (SA, HR)

Period: Dec 2016 - Dec 2020

Position: Jnr HR Business Partner

Service Line: Human Resources

Policies and Procedures:

Provide advice and guidance on defined HR policies and procedures to staff and managers to effectively support the business and manage risk.

Develop partnerships with stakeholders and HC COE’s in order to effectively implement HR solutions.

Support the HCBPs in the implementation of HR policies and create awareness (as needed).

In conjunction with the Human Capital team contribute to the ongoing improvement of HR related policies and procedures

Resolve HR queries according to client’s expectations e.g. Medical Aid, Leave, payroll, study assistance and UIF etc.

Escalate/discuss out of the norm, exceptions or sensitive matters to the HCBP where needed by providing them with the necessary documentation

Follow up with HRSS if work has been done and provide feedback to client(s) and HCBP where needed

Implement sound employee relations practices and support the resolution of employee relations matters.

Act as a trusted advisor to leaders and employees in the business on HR related issues.

Compile and submit HR scorecards, monthly reports and other related metrics as required.

Provide guidance to stakeholders regarding performance management initiatives.

Support and participate in the execution of HR projects and interventions

Engage with client in a client centric manner (Client Services)

Recruitment and selection

Assisting and guide LM with job requisitions on the recruitment platform with guidance of HCBP

Screening and shortlisting within 3 days after advertisement closed. Less than 20 applicant within 1 day after closure

Compile spreadsheet of candidates with required information and provide feedback to LM

Compile (if not available) a basic interview guide with guidance from the HCBP in first week while advertisement is running and discuss with HCBP

Request for MIE checks to be done by relevant HC administrators

Highlight concerns regarding MIE results to HCBP’s and/or LM

Conduct reference checks for lower job grades when HCBP is not available

Book relevant psychometric assessments with COE

Ensure that all interviews packs are returned and scanned for record keeping purposes

Coordinate and assist with recruitment campaigns (e.g. learnerships, project recruitment)

Make offers on the lower levels

Provide HCBP with all relevant information pertaining to internal transfers e.g. Study dept, shares info, bonus info, TGP etc.

Provide guidance on candidate development areas as part of the candidates IDP.

Reject unsuccessful candidates on the recruitment platform.

Interviews

Conducting junior level (PG 1-10) interviews with LM

Accurately populate employee contracts with the relevant information and coordinate/support sign off

Ensure candidate receives appointment letter/pack after offer is been made/accepted

Administrative support with logistics of employee arriving e.g Arriving, Welcoming, Orientation, employee code, computer, workstation, completion of appointment pack etc.

Provide the List of new appointments and transfers to Training and development on a monthly basis and follow-up to ensure they have been booked for orientation

Ensure that all checks are done prior to interviews being conducted (i.e. MIE)

Ensure that all necessary employment documents are completed accurately and sent off to relevant stakeholder

General HR Administration

Ensure candidate receives appointment letter/pack after offer is been made/accepted

Administrative support with logistics of employee arriving e.g Arriving, Welcoming, Orientation, employee code, completion of appointment pack etc.

Provide the List of new appointments and transfers to Training and development on a monthly basis and follow-up to ensure they have been booked for orientation

Draft and issue the following letters according to company templates and guidelines:

Transfer letters, promotion letters, changes, secondments, interim adjustments etc.

Assist the HR team with projects and research on an ad hoc basis

Coordinate and facilitate Injury on Duty incidents and provide management report when required

Provide guidance to LM in terms of terminations and provide employees with relevant feedback in terms of terminations (service certificates, pension etc.,)

Provide ongoing HR administrative support

Develop and maintain administrative systems and procedures to provide support for HR activity and projects which may include arranging meetings, collating and circulating papers, preparing statistical reports, entering data on IT systems and following up action points;

Ensure an up-to-date bank of document templates to support the HR function are maintained; Ensure staff records are well maintained and that periodic tidying up of records is undertaken; Manage and coordinate responses to enquiries

Performance Management

Follow up outstanding ratings with guidance and support from HCBP

Provide system assistance and support to line managers and employees where needed

Provide sound advice and guidance on the performance management process to LM and follow up on queries

Training and Development

Support HCBP with administration process of scheduling/arranging/coordinating of training needs.

In collaboration with the HCBP provide training on various HR related functions

Reward and Recognition

Provide advice and feedback on the reward and recognition program to all staff and follow up with COE

Reporting

Deliver reports according to due dates:

Quarterly reporting on Stay and Exit interviews

Assist HCBP with providing information or doing follow ups with clients

Ad hoc requests

Mentoring

Mentoring Interns and junior staff with regards to administrative support

Employee Relations/IR

Provide advice and guidance to LM in connection with all IR issues in consultation with HCBP in attempt to mitigate any risks

Drafting of IR warnings in consultation with HCBP

Retention

Schedule stay (progress) and exit interviews

Providing exit documentation to relevant parties and coordinating the logistical arrangements

Provide administration support for the employee relations process

Recordkeeping

Conduct junior (Jg 1-8) stay and exit interviews with HCBP and provide feedback and recommendations to HCBP

Name of Company: KPMG ( IT)

Period: Aug 14 – Nov 16

Position: Executive Assistant

Service Line: lTS

Job Description:

Work closely with CIO and Senior Management Team on a day-to-day basis to ensure that he meets expectations of administrative services as per the agreed standards (Follow-up with him about actions due for his attention and ensure that he meet the deadlines, and attends all meetings)

Arrange and manage calendars, and setting up of all ITS Department Meetings

Accountable for maintaining quality, standards, service and desired outputs within inter-related functional areas of responsibility.

Maintain control over the short-term, internal operations of the department through decisions based on functional requirements, operational outputs and service delivery.

Effectively manage resources within own area of responsibility in line with specified constraints or parameters (Leave schedule, Expense Claims, Timesheets, etc)

Manage effective cost control in the core processes and ensure adherence to organisational policies and procedures to ensure cost effectiveness and reduce wastage related to time of subordinates and utilisation of materials or equipment

Member of the Transformation Committee and ensure all CSI projects are done and objectives are met

Provide financial, human resources and commercial administrative services

Provide general administrative service

Responsible for risk management, quality management and administrative services

Capture data and update records accurately

Provide a reporting function

Preparing powerpoint presentations for his meetings

Track all issues and update them on continous basis

Act as the first point of contact in the ITS Department

Make all travel arrangments ITS Department

Provide project management support to ITS Project Management Office

Update ITS Portal on the ITS Webiste within KPMG

Organise all ITS events, training, workshops and functions

Name of Company: Executives Online SA

Period: 2013 Feb to Aug 2014

Position: Executive Researcher

Service Line: Interim Management

Job Description:

Screen, shortlist candidates according to job vacancy requirements

Design and execute strategies for identifying Director and VP-level roles across Technical (Engineering, Product Management, and Design) and Business (i.e., Sales, Marketing, Finance, and Legal) organizations.

Partner with Executive Recruiters to conduct launch meetings, create robust job and candidate specifications, target lists and present leadership candidates.

Research and identify prospective leadership candidates for active searches through targeted company research, industry networking, and internal sources.

Provide market intelligence to hiring teams and leadership that will help tailor the quality and efficiency of hiring executives.

Strategically build and maintain a network of passive potential future candidates.

Deliver qualified diverse pipelines for active roles, as well as actively network and establish strong relationships with diverse candidates and organizations.

Partner across a variety of functions to create relevant, compelling, personalized and high-touch candidate experiences that align with company’s values and mission

Track all issues and update them on continous basis

Act as an IPM representative and other various meetings (IPM contact and EO Weekly Franchise meetings

Reason for leaving: Restructuring

PREVIOUS POSITION

Name of Company: KPMG (IT Advisory)

Period: June 10 – 28 Feb 13

Position: Executive Assistant

Service Line: Business Development

Projects teams:

(Associate Directors & Senior Management)

Job Description:

Accountable for maintaining quality, standards, service and desired outputs within inter-related functional areas of responsibility.

Maintain control over the short-term, internal operations of the department through decisions based on functional requirements, operational outputs and service delivery.

Effectively manage resources within own area of responsibility in line with specified constraints or parameters.

Submit timesheet and expense claims for the team

Manage cost control in terms of stationary for the team

Coordinate training workshop and development administration

Perform general secretarial functions in respect of correspondence, email, filing (both electronic and manual)

Formatting agreements and proposals

Preparation of presentations for meetings

Assisting with all matters (personal and business)

Submitting medical aid claims where necessary

Manage the boarding and off boarding process in the Business Unit

Manage and train new staff on MY PD (an ITA performance development tool), assist them in the goal setting process, also setup performance meetings accordingly.

Capture all business unit leads on CRM and modify the leads

Source and collate information, documents, reports and relevant interventions in conjuction with the Transformation Department and HR Operation Manager.

Reason for leaving: Executives Online offered me a position with more room to grow, the role entailed me to become to Executive Researcher in HR.

PREVIOUS POSITION:

Name of Company: KPMG (HR L&D)

Period: Nov 07 to Jun10

Position: Training Administrator

Service line: KPMG (L&D)

Projects teams:

Strategic Projects

Job Description:

Manage and project manage various training courses offered within KPMG (i.e Audit 1, 2, 3, and 4, Annual Update, CA Tax, KAM for Experienced Hires, Vac Students, SAICA Assessor Training, E-Audit. I also had to ensure that each participant completes all courses before SAICA can sign off their articles.

Capture nominations onto the Oracle Learning Management System, sent the evaluations for feedback, collate files for SAICA/Oracle/and the SAICA registered Assessor Training.

Handle all L&D catering accounts and all suppliers used for the training workshops, this also includes reconciling accounts for the Head of Department.

Assist in the implementation of new courses.

oHandle venue bookings

oTake over supervisory responsibilities in the absence of the Supervisor

Work closely with HOD in optimizing her time through effective dairy management and ensure it includes preparation and travel time.

Submit timesheets and expenses for HOD

Ensure regular stock takes are conducted

Supervise building maintenance, alterations (quotes)

Ensure office equipment are fully maintained and repaired when required.

Produce consistent high quality work, in complex areas, with minimal supervision that requires minimal rework or review queries.

Reason for leaving: Approached by Head of IT Advisory for Executive Assistant role

PREVIOUS POSITION:

Name of Company: KPMG (Finance)

Period: Aug 07 – Nov 07

Position: Executive Assistant

Service line:

Office Support to Business Unit Directors

Job Description:

Optimising directors time through effective dairy management.

Ensure accurate and up to date calendar items to include travel time and preparation time

Manage accommodation, car hire, flights and visas arranged as per company policy

Arrange meetings, book venues, and organize all catering requirements

Leave administration as per departmental procedure

Welcome visitors, and offer assistance

Respond to mail proactively. This is also involve transferring correspondence to the relevant person

Sumbit timesheets and expenses

Reason for leaving: A temporary assignment with the view of going permanent in another department within KPMG.

PREVIOUS POSITIONS:

Name of Company: KPMG (Facilities)

Period: 2006-2007

Position: Typist

Job Description:

Screen and redirect calls for Facilities Deparment

Capture KPMG Audit Financial statements

Edit and format all financial statements for all the various business units

Do all company roll-forwards on the clients they working on

Adhoc duties

Reason for leaving: Fix term assignment ended

References: Available on request

LERATO MASENYA

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