Executive Assistant & Project Coordinator with 20+ Years experience

Moray Wheatley

Admin support / Project & processes coordinator / Executive Assistant

email : *****.********@*****.*** / cell : 072-***-**** / location: Johannesburg, South Africa PROFESSIONAL SUMMARY

Highly organized and dependable Executive Assistant with over 20 years’ experience in high-level administrative support roles. Trusted to manage complex calendars, coordinate international travel, prepare board documentation, and streamline daily operations for senior leaders. Equipped with a strong foundation in Industrial/Organizational Psychology, enhancing communication, teamwork, and stakeholder engagement. Respected for discretion, efficiency, and unwavering attention to detail in fast-paced, multicultural environments.

WORK EXPERIENCE

DELOITTE

Virtual Executive Assistant - February 2023 and current Providing high standard of Executive and administrative support to two Partners and four Directors who are based in The Netherlands. This includes calendar management; managing requirements for meetings such as venues, parking and catering; travel arrangements and processing and tracking of expense claims. KUMBA IRON ORE

Project Administrator – Oct 2020 – Dec 2021

Operated as key liaison between teams and stakeholders, coordinating meetings, managing documentation, and assisting in daily administrative operations. Coordinated collation of project presentations and ensured timely distribution of materials to relevant parties. WITS INCUBATOR

Executive Assistant to the CEO 2018 – 2020

Provided executive-level support to the CEO, managing board meetings, travel, calendar, and internal coordination. Initiated the implementation of new administrative processes, supported HR, finance, and facilities operations. Coordinated cross-functional communication with board and staff. EDUCATION

Project Management Certificate: Sunday Times ‘Its My Project Manager’ course 2004 UNIVERSITY OF THE WITWATERSRAND:

2016 - 2019: BACHELOR OF ARTS - Psychology & English literature 2022 – 2023: BACHELOR OF ARTS (HONS) - Industrial / Organizational Psychology & Research Methods and Statistical Analysis

KEY SKILLS

• Organised

• Problem solving

• Good communicator

• Innovative

• Teaming

DELOITTE

Virtual Executive Assistant - February 2023 and current

• Independently organizing and performing secretarial and administrative work for Partners & Directors.

• Performing the work in accordance with the Deloitte Support Service Catalog and procedures and guidelines

• Actively maintaining contact with Stakeholders & team members, with which the contact is aimed at understanding them and professionally supporting them with secretarial and administrative work

• Actively setting up and maintaining a network of relevant stakeholders at external Deloitte clients, related to projects where my stakeholders are projects leads

• Actively identifying points for improvement and discussing them with the Team Lead of the NL Team

• Coordinating (alone or with a team) the more complex work in consultation with and/or following the instructions of Senior Managers

• Actively maintaining contacts with various internal team members, with interaction focusing on understanding and professionally supporting the more complex and international business and industry

• Managing, maintaining and safeguarding systems, guidelines or processes

• Identifying points for improvement and proactively initiating

• Support internal communication and documentation related to leadership meetings and cross-border collaboration.

• Coordinate onboarding and facilitate workshops for new joiners with access to tools and training platforms (CURA, Udemy, LinkedIn Learning).

• Proven track record of designing and delivering training on a range of topics including Diversity & Inclusion, Time Management, and Cross-Cultural Awareness.

• facilitated several learnings including Excel; Diversity and inclusion.

• Time management; Coping with change; Cultural awareness to both the South African team as well as Directors from the Netherlands; I also onboard new joiners in terms of training platforms such as CURA, Udemy and Linked Learning

• Recognized for promoting continuous learning and development in global teams. KUMBA IRON ORE

Project administrator - October 2020 to December 2021

(This role was fully remote with occasional travel to the mines in the Northern Cape)

• Coordinated, and facilitated virtual meetings with key internal and external stakeholders.

• Served as primary point of contact for queries from internal as well as external stakeholders.

• Relationship building with all stakeholders.

• Gathered data, collated, and distributed meeting packs and agendas.

• Recorded, transcribed and distributed minutes of all meetings.

• Managed Project close out documentation and ensured that all documentation was centrally located and accessible to the relevant people.

• Published RFIs to SMMEs

• Tracked, recorded and collated responses to RFI for evaluation.

• Provided admin support such as data capture, meeting coordination, information dissemination. Reason for Leaving This position was on a term contract WITS INCUBATOR t/a TSHIMOLOGONG DIGITAL PRECINCT

Executive assistant to the CEO - June 2018 to January 2020

• Executive & Board Support

• Provided high-level administrative support to senior leadership and executive board members, maintaining strict confidentiality and professionalism.

• Managed complex calendar scheduling for executives, ensuring optimal time allocation for strategic priorities and engagements.

• Created and distributed meeting agendas, briefing documents, and supporting materials for Board meetings and executive sessions.

• Coordinated communication between leadership, board members, suppliers, and internal teams as a key liaison and point of contact.

• Assisted auditors with documentation and logistics during internal and external audits.

• Meeting & Event Coordination

• Planned and organized in-person and virtual meetings, conferences, and executive conference calls to support smooth business operations.

• Booked conference rooms, arranged catering, and managed logistics for monthly staff information sessions and leadership events.

• Used tools such as Slack and Monday.com to schedule, track, and follow up on meetings, project deliverables, and tasks.

• Prepared documentation and presentation materials for senior leadership meetings, ensuring alignment and readiness.

• Travel & Expense Management

• Coordinated domestic and international travel for executives and senior leadership, including flights, accommodations, and itineraries.

• Processed travel-related reimbursements and managed expense reports in a timely and accurate manner.

• Communication & Internal Operations

• Drafted and responded to emails and correspondence on behalf of senior executives to enhance communication and business efficiency.

• Distributed internal communications and company-wide announcements to maintain transparency and engagement.

• Acted as liaison for suppliers, staff, and partners, ensuring clear communication and prompt resolution of queries.

• Supported implementation of organizational policies and practices across departments.

• Organizational Support & Culture

• Assisted in team-building initiatives and activities that supported a positive workplace culture and employee morale.

• Maintained organized physical and digital records to ensure ease of access and security for authorized personnel.

Reason for Leaving The company restructured in response to Covid and my contract was ended The University of Witwatersrand

Project administrator - July 2008 to November 2017

• Executive & Administrative Support

• Provided comprehensive administrative, calendar, and office support to the Director and Project Management team.

• Scheduled and coordinated office and leadership meetings, including preparation of meeting materials, agendas, and documentation.

• Maintained physical and electronic filing systems to ensure organized and secure record-keeping.

• Assisted with clerical duties including phone calls, document preparation, and general administrative coordination to support team productivity.

• Supported internal teams with ad hoc administrative tasks, maximizing workflow efficiency and responsiveness.

• Procurement & Financial Coordination

• Captured requisitions and processed Purchase Orders using Oracle ERP system.

• Distributed Purchase Orders to Project Managers within agreed turnaround times.

• Liaised with vendors and contractors to ensure accurate processing of orders and prompt resolution of PO or payment queries.

• Followed up on supplier payments and reconciled discrepancies in collaboration with finance.

• Published weekly Excel expenditure and invoice status reports to Directors, Project Managers, and Finance.

• Front Office & Reception Duties

• Served as first point of contact for visitors and clients, providing professional and welcoming front-of- office experience.

• Monitored and screened visitors, directing them appropriately and ensuring secure access to inter- office personnel.

• Maintained cleanliness and presentation of reception, boardrooms, and meeting areas to uphold a positive company image.

• Answered incoming calls and inquiries, directing them to relevant team members or escalating appropriately.

• Managed reception inbox, messages, and appointments, supporting effective communication flow.

• Communication & Stakeholder Engagement

• Fielded calls, emails, and in-person inquiries from clients, vendors, and stakeholders, providing timely and accurate responses.

• Liaised across departments to ensure seamless coordination of business correspondence and team messaging.

• Supported communication between Project Managers and external partners to align expectations and follow through on deliverables.

• Resolved or escalated client and vendor queries to appropriate internal parties to ensure customer satisfaction.

• Office Logistics

• Sorted, packaged, and distributed incoming and outgoing mail and parcels between departments and external recipients.

• Coordinated efficient courier and shipping services to meet time-sensitive project and client needs. Reason for Leaving To pursue my own business as a custom cupcake decorator Summation of work experience prior to July 2008:

June 2003 – July 2008: The ABSA Call Centre

June 1999 – May 2003: Standard Bank Contact Centre I performed the role of call center agent in the Homeloans department of both institutions. I successfully completed training programs which included:

• Telephone etiquette

• Effective time management

• Stress Management

• Conflict management

• Client services

• Effective stress management

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