Executive Assistant
The Chiron Clinic
مجموع سنوات الخبرة :15 years, 2 أشهر
• Answers phone calls and direct calls to appropriate parties or take messages.
• Attends meetings to record minutes.
• Greets visitors and determine whether they should be given access to specific individuals.
• Performs general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Files and retrieves corporate documents, records, and reports.
• Open, sort, and distribute incoming correspondence, such as emails.
• Makes travel arrangements for executive.
• Prepares responses to correspondence containing routine inquiries.
• Prepares agendas and make arrangements, such as coordinating catering for luncheons.
• Coordinates and directs office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executive.
• Provides clerical support to other departments.
• Manages and maintains schedules.
• Compiles, transcribes, and distributes minutes of meetings.
• Set up and oversees administrative policies and procedures for offices or organizations.
• Daily PA, EA duties; local and international travel, diary management, calendar management, coordinating meetings.
• Multitasking daily, handling office and administrative responsibilities.
• Handling high priority tasks and documents for patients ensuring the highest discretion
• Liaise with clients.
• Managing the general office and the Director’s email accounts.
• Property management - property visits, organizing and overseeing construction and interior design work.
• Procuring medical goods for the clinic.
• Procuring household goods, to aid the executive.
• Recruitment - formatting job descriptions, filtering CV’s to ensure suitable candidates for the position, coordinating and conducting job interviews, following up with the candidate, drafting offer letters and proceeding to process visa requirements and any stated benefits.
• Applying, overseeing and stamping of employee's visas.
• Administration of company licensing; Registering Company as LLC, Registering Freezone Company, DHA approval for adding specialties to current trade license.
• Implementation of new and current policies and procedures.
• Providing organized administrative support with follow-up on actions and deliverable.
• Office management; oversee office operations, supply levels, calendars, meeting schedules, invoicing and research projects.
Seeplaas is a family owned property located alongside the picturesque shores of the Garden Route in South Africa. The sublime surrounding offers a 180⁰ seafront view to the clients of Mont Aime coffee shop and venue. The main objective is to provide customers with a feel good experience and offer a personal touch to each. Along with the coffee shop guest can browse the unique gallery with works of leading South African artists. such as Ken Maloney, Jacques Du Plessis, Porchie, Tinus de Jong and Johan van Rensburg.
Although I am now based in Dubai, I am still very much involved in the business.
Key responsibilities include:
- Ensure a safe working and guest environment to reduce the risk of injury and accidents.
- Manage shifts which include: daily decision making, scheduling, planning while upholding standards, product quality and cleanliness.
- Investigate and resolve complaints concerning food quality and service.
- Provide direction to employees regarding operational and procedural issues.
- Direct hiring, supervision, development and, when necessary, termination of employees.
- Conduct orientation and oversee the training of new employees.
- Develop employees by providing ongoing feedback, establishing performance expectations and by conducting performance reviews.
- Purchasing of operational equipment and training staff to use equipment.
- Layout planning and seating arrangements.
- Preopening coordination and planning.
- Calculating and analyzing food and beverage costs and assign menu prices.
- Monitor daily cash up and day end as well as ensuring that cash management procedures are completed accurately.
- Total financial control of the income and expenses. Planning and monitoring the coffee shop and venue’s sales and revenue whilst implementing cost cutting measures.
- Managing the social media platforms and supervised marketing material.
- Order and schedule food and beverage deliveries. Check quality of deliveries and documentation thereof.
- Arrange for maintenance and repairs of equipment and services.
- Through research and planning I kept current with trends in the restaurant and coffee industry.
- Managed and supervised a team of people who consisted out of a qualified general manager and event coordinator, administration assistant and front of house regulator, two barista’s, a head cook and four kitchen assistants.
- Managing of all staff contracts, registration of the company and UIF registration including UI8 and UI19.
- Implementing GAAP point of sales system to improve efficiency and revenue tracking. Through receiving advanced training of the GAAP system I have acquired the skills to upload ingredient list, recipes, menu items, staff and costing into the system in order for me to control stock and log books. Thus I have also acquired the necessary skill to train my general manager, front of house assistant and wait staff to use the system.
- Planning of the past and current menu as well as continuously adding new items.
- Planning and setup of the initial interior of the coffee shop & venue.
- I received barista training and have sufficient experience which supports my handson approach to management.
20092014: Part Time
2015: Full Time
Hey! Innovations is a privately owned company with primarily interest in producing, exhibiting and selling Ken Maloney’s art. It is a gallery with a niche product. The company has expanded and has shown growth in the last 15 years. Hey Innovations also imports and exports art and other products.
Key responsibilities included:
- Administrative manager; capturing of income and expenses of the company on Pastel.
- Capturing of art specifications, client data and certificate allocations.
- Exhibition coordinator; working closely with exhibition organizers, stand designers and contractors. Organizing and promoting exhibits and art installations
- Responsible for design and set up of exhibition stand.
- Supervising and coordinating the activities of personnel.
- Key logistic coordinator; route planning, delivery schedule planning.
- Managing and following up on feedback and client queries.
- Maintaining and improving the artistic and commercial success of an art gallery.
- My responsibilities included implementing marketing strategies to increase sales.
- Creating marketing material for each exhibition to send to client lists.
- Developing and maintaining relationships with clientele, conferring with executives, and updating acquisition catalogue, sales records and client database.
- Ordering of artist production material.
- International freight preparation and coordination.
- Assisting with the gallery layout and meeting with new artists.
As a coowner of the small catering business I was exposed to all of the managing platforms of the hospitality business. P.ella catering specializes in Spanish paella dishes aiming to provide food with an experience.
Key responsibilities included:
- Liaison between clients.
- Stock control and purchasing.
- Planning and coordinating market days.
- Account management; payments of suppliers and customer payments.
- Sourcing of suppliers.
Teaching Degree: Majoring in English and Life Orientation (Psychology) Cum Laude