Executive Assistant Personal
Resume:
Experienced and self-motivated Executive Assistant with 20 + years
of industry experience overseeing high profile offices in both the private and public sector. I am a highly competent communicator skilled in multitasking and effectively communicating with others, bringing forth a proven record of successfully managing offices and helping managers to reach their professional goals. Keen to find a challenging managerial position with a successful and ambitious company that offers opportunities for career development and advancement.
Work history
2018-11 – current Personal Assistant to Executive Head Assupol Life
• Working in a fast-paced sales environment, providing full administrative and secretarial support to the Executive Head and his sales team. The team comprises 3 Senior Managers, 6 Regional Managers, 36 Sales Managers, 5 Regional PAs and 5 Admin temps.
• Manage, co-ordinate and maintain calendar of CEO including appointments, meetings, and travel
• Responsible for organizing internal and external meetings on behalf of the Executive Head, ensuring all necessary requirements are made e.g., meeting venue, equipment, presentations, preparation of agendas.
• Secretarial support for meetings as and when required by the CEO, including drafting, and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues, and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meetings.
• Responsible for providing CEO and team with travel and logistics including flights, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
• Assist in preparing presentations of financial reports and budgets.
• Managing and monitoring expense budgets & accounts and identifying opportunities for cost saving.
• Liaise with the finance department to ensure accurate and timely financial information.
• Prepare expense reports and manage budget tracking for the CEO’s office.
• Planning all details for highly successful client relations events including regional conferences, roadshows, handling internal and external projects and public relations matters.
• Writing of proposals, strategic documents and other written materials.
CA
Brenda Maripane
Personal Assistant
Contact
Address
997 Block G
Phirima Street
Soshanguve
Phone
***************@*****.***
Skills
• Administration Support
• Secretarial Support
• Project Coordination
• Financial Management
• Event Coordination
• Client Relationship
Management
• Operational Management
• Corporate Governance
• Property Management
• Strategic Management
2
• Monitor and respond to incoming communication for CEO’s office and ensure correct department distribution.
• Draft and write high quality reports and presentations.
• Independently organizing and performing secretarial and administrative work.
• Manage and co-ordinate a high level of executive personal, general administration and reporting activity, ensured efficient and streamlined daily activities.
• Provides comprehensive administrative and personal support to 3x Senior Managers and 32 Sales Managers within a scope of their responsibilities.
• Ensure follow up of various responsibilities within the office of the CEO.
• Updated office management procedures and guidelines for the efficient and successful completion of tasks; and observing best business practices and etiquette.
• Assist in developing and implementing a strong strategy that aligns with the company’s objectives.
• Producing board meeting papers, agendas, and facilities for operational planning sessions.
• Conducting strategic planning sessions and compiling quarterly regional plans for submission to the CEO. Also, co-ordinate staff training, management of data and assist in creating strategic proposals and workflow processes.
• Liaise with other internal and external stakeholders as required.
• Participate in the recruitment and hiring process.
• Headed staff training, performance assessment, and strategic action plan development.
• Drive all aspects of recruitment, staff management, client engagement, budget administration, inventory tracking and compliance assurance.
2017-7 – 2018-11 Temp Assistant Board Secretary
Council for Medical Schemes (Contract
position)
• Worked with a board, sub-committees comprising of 13 members and reporting to the Company Secretary. Responsible for ensuring that the highest standards of administrative processes & corporate governance are both promoted and maintained, so that the business operates efficiently & in accordance with all statutory and legal provisions.
• Provided confidential administrative functions to the Corporate Secretary, CEO and Executive Management, by producing a variety of documents such as correspondence, executive minutes, agendas, and Board reports; updates and maintains computer
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files, e-mail, and directories; utilizes desktop publishing applications where required.
• Composed correspondence for executive signature; sets up appointments and meetings; provides and/or co-ordinates the provision of secretarial services for the members of executive management group; prepares and distributes notices of meetings at the Board and executive levels.
• Ensured locations and meal arrangements were booked, prepared, and distributed meeting agendas and meeting materials and acted as liaison with all involved community contacts and businesses.
• Attended a variety of senior management and/or board meetings and took minutes, produced, and distributed minutes as appropriate; gathered information for inclusion in management or Board reports on request; distributed meeting packages prior to meetings.
2016-3 – 2017-6 Programme Assistant
FinMark Trust - i2i Facility Programme
• Worked within a team of specialists dealing with financial inclusion, comprising of 7 members and reporting to a Senior Manager.
• Provided administrative support to the Director i.e., document, financial, event and project management.
• Scheduled Board and sub-committee meetings.
• Prepared, print distribute Board meeting packs, reviews, meeting notes etc.
• Assisted in streamlining communication between offices.
• Minute taking
• Ordered office equipment, stationery etc.
• HR management
• Relieved at Switchboard
• External and internal stakeholder liaison.
2014-11 – 2016-2 Personal Assistant to CEO SMME Market Segment
Momentum – MMI Holdings
• Worked with a managerial team, comprising of 4 managers and reporting to a departmental CEO.
• Provided secretarial support to the CEO i.e., travel arrangements, diary management, document management, minute taking and distribution, screening of calls
• Managed the procurement pay system i.e., re-imbursements, payments of service providers
• External and internal stakeholder liaison
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• Assisted with and ensuring the smooth running of the office, i.e., ordering office refreshments, stationery, birthday gifts, decorations etc.
• Prepared, refined and created presentations with attention to detail
• Established, managed, and maintained the filing system
• Circulated monthly management report
• Office equipment setup
2011-11 – 2014-10 Personal Assistant to Deputy Executive Director
Institute for Security Studies
• Worked within a team of senior managers, comprising of 6 managers and reporting to the Deputy Executive Director and Executive Director.
• Provided secretarial support to the Deputy Executive Director i.e., travel arrangements, diary management, document management, minute taking and distribution, screening of calls
• Processed financial documentation according to ISS requirements, including generating purchase orders, processing and preparing approved payment vouchers.
• Supported the office with financial administration, including preparation of budgets, expenditure reports and monthly forecasting, updated the events calendar on the intranet.
• Offered secretarial support i.e., diary coordination, distributed financial reports to donors.
• Received all head office visitors in a professional manner and redirected them to appropriate staff.
• Developed and maintained a filing system to ensure efficient storage and access of departmental information according to sound administrative practice.
• Maintained project schedules and work plans as required.
• Coordinated the information flow from the Director Management’s office and follow up on circulation of files and documents.
• Facilitated logistical, secretarial, and other arrangements for quarterly management board meetings, the annual staff indaba, strategic retreats and all conferences and workshops that fall under the responsibility of Director Management.
• Provided inter-programme support upon request locally and international.
• Maintained a contact database for the Director Management’s office.
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2011-04 – 2011-10 Temp Personal Assistant to Chief Engineer CSIR
• Worked with the Chief Engineer to set up a new energy resource department.
• Performed general secretarial services to the needs of the manager/group i.e., project involvement, office space planning for the new centre
• Performed information searches on the Internet and in relevant books, journals, and magazines to assist the manager according to defined requirements
• Organized meetings and events according to the needs of the manager / programme.
• Drafted agendas for meetings and took minutes for meeting
• Acquired, maintained, and applied sufficient knowledge and skills to effectively utilize various software programs.
2010-07 – 2011-03 Administrative Officer to Land & Property Assets Manager
Housing Development Agency
• Worked with the manager to manage government owned properties/land.
• Offered administrative support to the manager i.e., meeting coordination, diary management, events management.
• Liaised and facilitated relationships with stakeholders including service providers and regional stakeholders.
• Undertook the development, safekeeping and recording of all documentation (presentations/ correspondence/ reports so they are available to staff as and when required.
• Created and maintained office systems including filing and registry management.
• Controlled and followed up on all divisional administrative matters.
• Managed logistical and administrative arrangements relating to procurement of land and property assets.
•
2005-5 – 2010-6 Senior Secretary to Director
Department of Water Affairs
• Worked with a senior manager and team of 3 managers.
• Offered secretarial support to the Director, i.e., travel management, project involvement, procurement support, records management, financial management and document
management.
• Coordinated meetings and minute taking.
• Ordered office equipment and stationery.
• Assisted with HR management.
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6
• Help Desk Operator for the Directorate.
2001-10 – 2005-4 Administration Clerk to the DDG/ Relief Secretary to the DDG
Independent Police Investigative Directorate
• Worked with the Executive Support to the DDG to manage high profile cases.
• Offered administrative support to the office of the DDG i.e., travel coordination, meeting coordination, financial management, document management, procurement support.
• Drafted correspondence regarding complaints from the public on police misconduct.
• Accompanied visitors at Head Office to the DDG’s office.
• Drafted reports regarding cases on deaths of children in police custody.
• Created and maintained a workable filing room.
• Assisted the Special Programmes Officer i.e., dealt with HIV/AIDS issues, TB, Gender, Youth etc.
Education
2023-01 National Certificate in Generic Management Graduate Institute of Financial Sciences
2019-01 National Certificate in Forensic Science Biology Skills Academy
1999-01 Certificate in Office Administration
Soshanguve Technical College)
References
References available on request
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