Executive Assistant
Resume:
Kay Philander
Address:
Mobile
Email:
Date of Birth:
Nationality:
Place of birth:
Language
Skills:
Bay Place Village, Bay Place Street, 2, Unit 7
Doornpoort, Pretoria Gauteng, South Africa 0186
*************@*****.***
3 May 1983
South African
Cape Town
City
Native English, Second Afrikaans
Profile
Dedicated and results-driven professional with over 17 years of progressive experience in business operations, hospitality, and executive support. A dynamic leader recognized for operational excellence, strategic planning, and commitment to high service standards. Transitioning from senior spa and operations management intoexecutive assistant and administrative leadership, bringing a unique blend of global experience, financial acumen, and organizational precision. Known for fostering authentic relationships, ensuring quality assurance, and enhancing workflow efficiency. Driven by integrity, adaptability, and a strong work ethic, I bring a balanced approach to leadership and support in fast-paced, international environments. Key Skills
Experienced Executive Assistant, skilled in operations, scheduling, and high-level administrative support. Strong background in budgeting, reporting, and financial coordination. Proficient in CRM systems, workflow management, and process optimization. Skilled in confidential correspondence, calendar management, and client communication. Adept at drafting reports, organizing documentation, and supporting executive decision-making. Tools and Software
Monday.com Workspace Management and CRM Certified, HubSpot, Pipedrive, Apollo, Asana, ClickUp, Notion Zoho Invoicing, Microsoft Excel Financial Reports and Budgeting, Django Workflow Microsoft 365 Teams, Outlook, Word, Excel, Google Workspace Docs, Sheets, Calendar, Drive, Clio Manage and Clio Grow Legal Software Certified, Clio Partnerships, Caret Legal Google Groups Back-End Admin Management, Slack, Zoom, Google meet, meet geek, Fathom Note Taker Career History
Executive Assistant Assist World LLC August 29, 2025, Present Provide high-level executive support to clients of Assist World supporting CEO’S specializing in automation for personal injury law firms. Manage confidential communication, research, and operational coordination across international partners.
Responsibilities
Conduct legalresearch on law firms, plaintiff-side practices, and industry exhibitionstoidentify strategic opportunities within Personal Injury Law Firm applicable to Ares legal AI to engage in potential Exhibitions. Manage CRM pipelines and client engagement workflows in Apollo, ensuring data accuracy and timely follow-up. Draft and send professional outreach emails to attorneys, legal organizations, and exhibition teams to build Oversee and maintain the CEO’s inbox, calendar and organizing, labeling, google drive and filing correspondence for clarity, structure, and efficiency. Coordinate scheduling, briefings, and communication across active case matters and legal initiatives.
Executive Assistant MB Law Firm Consulting LLC February 3rd,- 25 August, 2025 Executive Assistant to the Founder and CEO, I provide executive-level support with strong focus on legal operations, business administration, and internal coordination in a remote legal consulting firm. Responsibilities:
Managing the CEO’s calendar and email inbox with full access and discretion. Creating and updating legal matters for new clients in Caret Legal, maintaining accurate case records. Managing and updating the CRM and team activity tracking via Monday.com, including onboarding new employees and workspace configuration. Overseeing HR-related functions such as attendance, leave requests, and onboarding logistics. Managing operations.
Executive Virtual Assistant at myVA360 April 7th,2023 – November15th,2024 In the capacity of a Remote Executive Personal Assistant for myVA360, a dynamic company based in Miami, America, I leverage a robust technical skill set toadeptly utilize the latest software tools. This approach enhances productivity and streamlines operations in my role as a virtual support professional. Responsibilities:
My Responsibilities extend to conducting research, data capturing, and various administrative tasks, including bookkeeping. I oversee CRM platforms, managing travel arrangements on behalf of the CEO. This involves coordinating remote reservations, flight bookings, and optimizing schedules for seamless travel. Additionally, I specialize in virtual calendar management, ensuring efficient scheduling of appointments and meetings. I also handle email management. Client relationship management. YouSoft Solutions Executive Administrative Assistant to CEO August 1st, 2021 - February 5th, 2023 You Soft Solution is a remote online company that serves as a service provider, connecting clients and contractors through its virtual business platform, Lead4u. The platform enables contractors to access clients seeking professional services such as rubble removal, household moving, tree felling, and other specialized solutions. Responsibilities:
Handled administrative management and coordination between clients and contractors through the Django administration system. Oversaw job scheduling, data entry, and system updates to ensure workflow accuracy and efficiency. Maintained clear communication channels, monitored project progress, and resolved operational or documentation concerns promptly. Responsible for managing administrative records, reporting, and ensuring smooth daily operations within the platform.
Queens English OnlineRemote English TeacherJuly 28th, 2020 - July 28th, 2021 Queens English is UK-based company offering live online English lessons with structured learning material. The team comprises graduates from leading global universities, delivering expert language instruction to children, adults, and organizations worldwide.
Responsibilities:
Teaching students and kids remotely online English as foreign language. Teaching company prepares lessons plans in accordance with students learning needs, presenting educational and structured materiel. Tailoring lessons to accommodate differences in style and speed.
Diva Lounge Spas, Doha Qatar Training Quality and Assurance Manager to CEO/Co-founder March 7th, 2019 - May 12th, 2020
A 5-star day Spa in the heart of Doha Qatar, Diva lounge Spa has 5 branches across Doha Qatar and has been around for more than 15 years. Diva lounge Spas are a women’s only spa and its target market are among successful businesswomen, students, expats the stay-at-home mothers. Diva lounges unique combination caters toe every woman from all parts of life making it a haven of pure luxury and indulgence. Responsibilities:
Planning training and development of 57 staff members and 5 branch managers. Implementing company protocols and procedures. Monthly branch audits and reporting of such directly to CEO. Dealing and running new projects assigned by CEO. Ensuring that the business adheres to and follow Protocols and company procedures. Setting up strategic measures to better the business.
June 2018
Since returning from Egypt, I have been undertaking STCW courses with the vision to return to sea. Unfortunately, my mother was then taken ill and went into emergency surgery. I have been supporting her healing and full recovery.
Intercontinental Hotel Semiramis, Cairo, Egypt Spa Manager Project January 2018 – May 2018 Reporting to EMA Executive Committee Oversaw the spa development phase within the five-star InterContinental Semiramis, focusing on operational setup, team readiness, and service implementation. Collaborated with the executive committee on pre-opening logistics, staff recruitment, and integration of spa standards into the hotel’s luxury brand offering. Responsibilities
Assisted in the pre-opening phase of a luxury hotel spa, implementing operational standards and training programs. Managed supplier coordination, recruitment of therapists, and interdepartmental communication. Gained valuable project experience in spa setup, procedures, and site readiness. Soulstice Day Spa, Pretoria Silver Lakes Quality Assurance Manager Reporting to Director of Operations February 10th, 2017 - October 23rd, 2017
A 5-star town day Spa in the heart of silver lakes Gauteng, servicing a variedclientele from diverse market segments and geographical areas with an annual turnover of over R1.2m and a staff of 28. Responsibilities:
Leading a team of 28 within a 5 Star Day Spa In direct charge of a budget exceeding R1.2 million Monthly. Manage P&L of the Spa. In total control of the front of house Gro, Spa Manger, Assistant and all spa therapists including the Spa Attendants and Spa restaurant on site which includes delivering over 150 Guests per weekend. Skin PhD, Brooklyn Mall, South Africa Salon Manager Reporting to Owners of Franchise January 25th, 2016 July 27th, 2016
Responsibilities:
Managed day-to-day operations and staff within a 5-star skin care clinic. Oversaw budgets, P&L, and stock control to ensure profitability and efficiency. Delivered high-level client service and maintained compliance with health and safety standards.
Spa Manager O.R. Tambo Intercontinental Hotel, Johannesburg October 27th, 2014 - April 8th, 2015 Managed front-of-house operations and led a team of receptionists and therapists at a 5-star international airport spa. Oversaw daily logistics, scheduling, and client services to ensure seamless guest experiences. Achieved revenue and KPI targets through effective staff training, retail performance management, and strict stock control. Maintained luxury standards in service delivery and operational efficiency. Responsibilities:
Responsible for operating and implementing logistics and business strategies, operating Marketing strategies and achieving revenue, Kpi budget goals. Stock control implementation, training and developing staff in customer service. Coaching, leading and training staffing on retail and excellent customer service. Operating and running all front of house and responsible for booking reservations on ESP and effective and successful column management. One&Only Hotel, Cape Town, South Africa Spa Front Desk Supervisor April 26th, 2014 - September 20th, 2014
Oversaw daily front desk operations and guest scheduling atone of Cape Town’s most prestigious 5-star hotels. Responsibilities:
Administrative duties, cash-ups, and end-of-day reporting. Managed guest bookings through the spa’sreservation system, ensuring smooth column management and excellent client service. Spa and Operations Manager
Steiner Transocean Ltd Celebrity Cruises, Royal Caribbean Vessels & Oasis of the Seas 2010 – 2013 Managed spa, Medi-Spa, and wellness operations aboard luxury cruise liners. Oversaw multidisciplinary teams of 22–55 professionals, including Medi-Spa Physicians, Acupuncturists, Fitness Instructors, Hair Stylists, and Spa Therapists. Ensured five-star guest service standards, revenue growth, and full compliance with operational and safety policies.
Responsibilities
Directed all spa, salon, and Medi-Spa departments with leadership over clinical and wellness personnel. Managed financial reports, budgeting, inventory, and operational logistics. Recruited, trained, and motivated diverse international teams to achieve sales and performance goals. Delivered world-class guest experiences through consistent service excellence and operational efficiency. Spa and Skin Care Specialist Ionithermist and Body Specialist Steiner Transocean Ltd Celebrity Cruises, Azamara Cruise Lines 2004 – 2010
Provided luxury skincare, body, and Ionithermie treatments aboard five-star international cruise liners. Served as a Leading Ionithermist on Celebrity Cruises, specializing in advanced body contouring and skincare therapies. Professional Development
• Masters diploma in health and skin care
• Becoming a Paralegal CPD Certified
• Clio Grow and Clio Manage legal software certified
• International diplomas Itec, Cibtac, Cideso
• Steiner training Academy Ionithermist and LA therapy
• Elementary First Aid
• Firefighting and prevention practical
• Personal safety and social responsibility and theory
• Optimi College Supply Chain and Logistics Management Completed 2020 - 2021
• TEFL international Teaching English as foreign language TEFL certificate completed 2021
• Northlink College Pulse training elementary first aid certificate of completed 2018
• Northlink College Pulse training firefighting and prevention certificate completed 2018
• Amandla offshore Oil & gas personal safety& social responsibility certificate completed 2018
• Amandla offshore Amandla offshore oil & gas survival techniques certificate of completion 2018
• College Academy International Academy Health& Skin Care Masters Diploma 2002-2004
• Matric Sarepta High Secondary School Matric 2001 Professional References
References available upon request. Formal referral letters can be provided if required. Mrs. Samar Attassie
Co-Founder & CEO, Diva Lounge Spas, Qatar
Email: **********@*****.***
Phone: +974-****-****
Mr. Samer Gameel
Executive Assistant Manager, InterContinental Hotel Email: *****.******@***.***
Phone: +20-122-***-****
Mrs. Barbara Naylor
Director of Maritime Personnel & HR, Steiner Leisure Email: ********@**************.***
Phone: +1-305-***-****
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