Executive Business Assistant
Alexforbes
مجموع سنوات الخبرة :21 years, 9 أشهر
Project managing and tracking many different initiatives within projects, RACI model constructs, tracking by MSTeams trackers and housing all information on a digital platform
• Setting up Microsoft video tutorials for users
• Managing and coordinating conferences (30-100+ pax),
• Training Group wide organisation in South Africa, Jersey, and SADC on Microsoft applications: MS Teams, MS OneNote, MS OneDrive, OWA
• Training staff on sending out encrypted and sensitive information over different platforms such as Microsoft and Mimecast
• Preparing content for Microsoft, Encryption training and presenting training to staff
• Sourcing, drafting and finalizing quarterly communication that goes out to business, newsletters
• Business continuity management support and assistance - maintaining business lists, arranging plans and assisting in carrying it and continuous follow up on items
• Retrieving information from business areas to compile business / CEO reports monthly
• Arranging townhall sessions for business unit within different regions
• Compiling easy to interpret presentations with intricate information
• Travel Bookings: Organising intricate travel and accommodation for multiple travellers. Being able to manage a high volume of trips at a time
• Diary Management: Extensive and intricate management of online diaries. Booking of appointments, setting up meetings. Ensuring diaries are always updated as required.
• Meetings: arranging venues, and refreshments for meetings. If meetings take place in office arrange boardrooms and refreshments. If out of office, ensure that logistics are seen to. Ensuring that necessary documentation and board packs are with the Executives.
• Arranging conference calls as needed. Setting up of VC and or BlueJeans calls. Ensuring that all devices are correctly linked, connected, and run smoothly.
• Expenses: coordinating expense slips of the executive as well as his team.
• General administration: proof reading of documents and minutes, filing of documents on the Information Exchange Platform, ordering of stationery, printing queries, expense management
• Email Management: Monitoring Executives’ mail inboxes when they are in meetings or out of office, and taking action as necessary
• Travel Bookings: Organising intricate travel and accommodation on a daily basis for Executives’. Booking all round trips for other staff members which relate to certain projects happening at the time. Being able to manage a high volume of trips at a time
• Diary Management: Extensive and intricate management of online diaries. Booking of appointments, setting up meetings. Ensuring diaries are updated at all times as required
• Meetings: arranging venues, refreshments for meetings. If meetings take place in office arrange boardrooms and refreshments. If out of office, ensure that logistics are seen to
• Call management: handling and screening of calls for Executives. Taking messages, passing the messages on in a timely manner or passing the message on to someone who can assist where possible
• Ensure that Executives get to meetings on time and that they have the correct documentation required.
• Arranging conference calls as needed. Setting up of VC and or BlueJeans calls. Ensuring that all devices are correctly linked and run smoothly
• Expenses: coordinating expense slips of Executives or in the department and that it gets processed by finance by the said due dates.
• Arranging forex for Executives or staff travelling out of RSA, ensuring they have a record of what the forex was used for
• General administration: proof reading of documents and minutes, filing of documents on the Information Exchange Platform, assisting in putting together presentations, ordering of stationery, printing queries, telephone updates and queries
• Corresponding with the 6 countries under the Emerging Markets umbrella
• Assist in setting up of events, international visits of clients, ensuring that corporate logos are present, that things run smoothly in accordance with the events coordinator
• Arranging social events for entire department and joint departments
• Working closely with the Financial Director; I have to compile the presentations
• Owner of distribution lists on MS outlook
• Prepare documentation for budgets and Exco meetings
• Maintaining a close relationship with marketing and communication departments
for Annual reports and magazines to be printed by outsourced companies
Diary management: I assisted in maintaining 5 manager’s diaries online and that they were updated regularly
• Tender process: preparation of documents were filed, printed and compiled as well as ensuring that the tender documents get delivered on time.
• Maintained and managed the office and administration for Health Management Solutions, 5 managers and staff complement. Ordered stationery, ensured that printers and telephones were in working order.
• Arranging multiple local travels and drawing up itineraries, accommodation, vehicle hire and accommodation for entire department when they travel.
• Meeting management: Ensuring boardrooms are booked, there are refreshments in the boardrooms with the catering company. Making sure that external invitees have location and necessary information for meetings.
• Maintaining Group President and CEO schedule and diary, internationally and locally - this is very important and needs top priority
• Emailing
• Email correspondence on behalf of Group President and CEO
• Typing up of letters for Group President and CEO
• Taking minutes of Board Meetings
• Typing of Board Meeting Minutes
• Typing of minutes for internal meetings
• Receiving minutes from the business units, reading them and giving feedback and follow up to Group President and CEO
• Receiving monthly financial reports from holding companies
• Receiving monthly operational reports from holding companies
• Receiving daily facility reports
• Responsible for 6 staff members time sheet monthly as these staff report to me
• Liaising with legal department on various issues that need resolving or that are pending and to inform the Group President and CEO
• Arranging international travels for the Group President and CEO
• Arranging a driver for the GPCEO whenever he needs to attend functions
• Arranging badges and VIP entrance to all events that the GPCEO has been invited to
• Ensuring that the conference room is always updated with new displays and information
• Ensuring that when the GPCEO travels he has necessary company profile presentations available for display
• Liaising with logistics department to ensure that flight details are given promptly
• Liaising with logistics department to ensure that boarding passes for flights are issued for GPCEO
• Liaising with logistics department to ensure that VIP service is provided during travels for GPCEO
• Printing of emails for reading by GPCEO
• Reading of emails and summarising them for GPCEO
• Sending text messages on behalf of the GPCEO
• Arranging that vehicles under GPCEO office have correct licences and papers to be able to travel to Bahrain
• Arranging VIP stickers for vehicles in and around Saudi Arabia, into Aramco
• Arranging that vehicles under the GPCEO office go for roadworthy papers and certificates
• Ensuring that the conference room is prepared at all times
• Receiving international guests in the GPCEO office
• Arranging hotel stays for Directors and CEO’s of visiting companies
• Arranging signing of cheques from Accounts Department by GPCEO and sending the cheques back out
• Recording the amount on the cheques and for which business unit they are signed before sending them out
• Screening of calls
• Making local and international calls for GPCEO
• Arranging meetings between business units and GPCEO Office
• Arranging meetings between other international companies, liaising with other office managers to set this up
• Authorise Purchase Orders on Oracle
• Authorise manual purchase requisitions and signing them off
• Arranging lunch appointments at restaurants for meeting dates
• Sending out of company newsletters to banks, and guest companies
• Drawing up of travel itineraries
• Receiving important and confidential documentation
• Ensuring that all travel documents are up to date and not expired, UK visa, Shengen visa, USA Visa, China visa and Bahrain visa for GPCEO as well as his family
• Sending out documentation for review and follow up from General managers, finance and other offices who need to follow up for GPCEO
• Sending out mass emails with messages to all staff regarding announcements
Filing
· Faxing
· Emailing
· Typing of documentation for students, lecturers, notice boards
· Typing of School of Planning meeting minutes
· Maintaining and updating the documents and course packs that need to be kept for
accreditation every 5 years
· Ensuring payments are done before deadline and sent through to account - finance to be
processed on Oracle
· Booking of boardrooms and school venues
· Organise food, lunch and refreshments for meetings
· Get car, flight, travel quotations from travel agents, get it approved and then processed
· Upload marks of students onto WAMS
· Print class lists, mark lists for lecturers and for marking purposes
· Maintaining spread sheets data base being created for keeping record of the schools in
South Africa.
· Ordering of stationery requirements
· Ordering of coffees, teas, detergents
· Screening of incoming calls
· Assisting students and parents with general queries regarding the degrees and courses
done at the school
· Maintaining schools diary for lectures and venues in which they are to be held in Outlook
network calendar
· Maintaining reports and faults of building to schools maintenance
· Receive and distribute post mail to relevant people
· Maintain notice boards
· Ensure that students are informed of certain events or changes in their timetable
· Assisting +/- 30 staff members with maintenance of their courses
· Ordering of printing for individual courses for lecturers
· Maintaining spread sheet to assist with budget for all printing done for lecture courses,
fee structures
· Maintaining spread sheet to assist with budget for excursions for lecture courses, fee
structures
Filing
· Faxing
· Emailing
· Typing of documentation for legal department
· Ensuring typing and documentation is correct, layout for each document, correct grammar
· Typing of board meeting minutes
· Typing of minutes for internal meetings
· Maintaining and updating the filing system/register and filing room
· Maintaining filing for finance department
· Maintaining filing system for legal department
· Process travel claims and cellphone claims
· Process invoices on SAP
· Ensuring payments are done before deadline
· Organise meetings for finance manager and legal manager
· Booking of boardrooms
· Organise food, lunch and refreshments for meetings
· Organise travel and sleeping arrangements for managers
· Maintaining spread sheets for death claims for workers at the different sites
· Screening of incoming calls
· Making outgoing calls for managers
· Maintaining managers diaries and Outlook calendar
· Receive and distribute post mail to relevant people
· Dictaphone typing of documents
· Proof reading of documents
Filing
· Faxing
· Typing of documentation
· Registering students for particular courses and exam sessions
· Packing and sending of parcels via courier to Cambridge, DHL, UPS, UTI
· Receiving parcels and exam scripts from Cambridge and from alternative centres
(Swellendam, Cape Town, Durban, etc)
· Liaising with alternative centres
· Preparing examination papers for students to be written in two sessions: June and
November
· Liaising with Cambridge concerning marks and papers that need to be couriered or have
been couriered
· Creating purchase orders for photocopying needed
· Creating purchase orders for courier needs
· Preparing seating arrangements for students during exam sessions
· Preparing memos for lecturers
· Preparation of timetables - Final, Mock and College
· Arranging of invigilators for examinations
· Packing of exam materials
· Downloading of past papers and mark schemes for preparation of mock exams
· Preparation, packing, sending and general administration of Alternative Venues
· Training of invigilators
· Supervising invigilators
· Timetable clashes
· Preparation of timetables
· Preparation of invigilation timetable
Filing
· Faxing
· Typing of documentation
· Preparing of meal vouchers, advertising strategies, radio ads, newspaper clippings and
article write ups
· Payments made to employees
· Ensuring that suppliers are paid
· Organising functions eg. Christmas parties, birthdays, etc.
· Preparing adverts
· Preparing marketing groups
· Ensuring that orders go out to patrons timorously
· Wine, hospitality knowledge gained
· Front of House and Back of House experience
· Ordering, collection and checking of foods, beverages (liquor) and sanitisation products
· Stock take - manually as well as on Cuisine POS system
· Processing of invoices, income and expenses on Cuisine POS system and QuickBooks
· Answering of calls: food orders and reservations
· Structured waiting list implemented by myself
· Assisted in bar and kitchen at times
Contacting clients / debtors and ensuring that payments of accounts are received
· Checking payments electronically via internet banking
· Allocating payments received to accounts on pastel
· Faxing
· Filing
· Typing of all documentation
· Email correspondence
· Switch board - Answering calls, screening and directing calls
· Management of courier items - collecting and receiving of parcels and documentation
and cheques
· Correspondence with banks
· Data base updates - clients and suppliers
· Depositing of cheques, banking
· Processing of invoices and credit notes on pastel
· Corresponded with auditors, book-keepers regularly
· Filing and retrieving of PODs
Faxing
· Filing
· Ensuring that items are set up for photography
· Management of all information of items to be recorded as well as retrieving barcodes for
items
· Management of all pictures and information of items to be sent to relevant customers,
advertising agencies, etc
· Processed, drew up specific purchase orders - furniture hire, name tags, show items
· Processed orders through gross profit margin formulation
· Assist customers telephonically with prices, information on products
· Ensure that all product information is conveyed to agents nationally
· Arranging of company product shows, launches, expos, competitions
· Creating basic designs, processing them In House & Out
· Managing all new product updates, information and pictures
· Email correspondence (nationally & internationally)
· Creating catalogues, booklets for customers and agents
· Create PowerPoint presentations of items
· Create briefs for advertising agency
· Retrieve quotes from companies, suppliers for specific purposes
· Placing together POS packages
· Assisting in creating and ordering company t-shirts
· Preparing discs for clients and agents with product information
Filing
· Faxing
· Typing of documentation
· Preparing of meal vouchers, advertising strategies, radio ads, newspaper clippings and
article write ups
· Payments made to employees
· Ensuring that suppliers are paid
· Organising functions eg. Christmas parties, birthdays, etc.
· Preparing adverts
· Preparing marketing groups
· Ensuring that orders go out to patrons timorously
· Wine, hospitality knowledge gained
· Front of House and Back of House experience
· Ordering, collection and checking of foods, beverages (liquor) and sanitisation products
· Stock take - manually as well as on Cuisine POS system
· Processing of invoices, income and expenses on Cuisine POS system and QuickBooks
· Answering of calls: food orders and reservations
· Structured waiting list implemented by myself
· Assisted in bar and kitchen at times
Final high schooling education
