Executive Assistant to CFO & Head of Momentum Trust Fiduciary Management
Momentum
Total years of experience :19 years, 2 Months
• Ensure effective management support of office operations and procedures to ensure effectiveness and efficiency
• Optimize operational and time efficiency of the business leader.
• Manage the business leader by managing output, workflow, and office deadlines
• Support diary management activities of the business leader to effectively manage and optimise time.
• Manage detailed travel arrangements and compile all the relevant documentation for travel-related meetings
• Pro-actively screen incoming calls, correspondence and respond independently where possible
• Oversee all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
• Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings
• Support the flow of information and proper record keeping (i.e., files are kept in order and easily accessible) and ensuring that matters requiring their personal attention are handled speedily
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
• Provide support to enable the department to control costs and effect governance requirements (i.e., management of office supplies)
• Escalate client complaints and queries to the relevant department
• Collate, compile, and distribute documents to the required standards within defined timeframes
• On a monthly basis, review departmental budget reports obtained from Finance.
• Manage the coordination and the facilitation of training venues for the decentralised academy process for the province.
• Build and maintain relationships with clients and internal and external stakeholders
• Create partnerships with relevant stakeholders to understand business priorities and requirements.
• Develop service level agreements and standards across all touch points to ensure that all stakeholders receive clear and accurate information and are kept always informed
• Drive efforts to improve service to all stakeholders and fair treatment within area of responsibility
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service
• Establish productive, professional relationships with key stakeholders in the various networks.
• Create a positive work climate and culture to energise employees, minimise work disruption and maximise employee productivity.
• Demonstrate exemplary leadership behavior in line with vital behaviors through personal involvement, commitment, and dedication in support of organisational values.
• Drive a culture that guides and directs best practice, fostering an environment of continuous learning, improvement, and cohesiveness.
• Identify own growth and development needs and schedule interventions to enable ongoing development, training, and personal growth.
• Effectively drive performance excellence within the team to ensure business objectives are achieved by setting team goals and having regular dialogue to achieve balanced scorecard objectives.
• Encourage innovation, ensure integrity in communication, change agility and collaboration within the team
• Manage financial and other company resources under your control with due respect
• Participate in the effectiveness of financial policy, practice and procedures preventing illegal, unethical or improper conduct
• Perform a wide variety of confidential Executive Assistant and Administrative duties.
• Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related and record management, photocopying
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides “gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the CEO, with board members, employees’ staff, and others, on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer, " having a sense for the issues taking place in the organisation and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company
• Prioritizes conflicting needs; handles expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Board Support and Liaison
• Serves as the CEO’s administrative liaison to board of directors
• Maintains discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. Senior Management Liaison
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
• Facilitates cross-divisional coordination plans Communications
• Ensures an in collaboration with the Brand team that the CEO's bio is kept updated and responds to requests for materials regarding the CEO and the organization in general
• In collaboration with the brand team edits and completes first drafts for written communications to external stake holder
to Production Manager (Sam Ngaka) and 8 HOD’s
Duties:
•Perform a wide variety of confidential Executive Secretarial and Administrative duties.
•Prepare Memos, reports, confidential correspondence as required.
•Including filing and record management, photocopying
•Provide administrative support to the Production Manager and all HOD’s, travel arrangements, appointments, receipts/reimbursement requests, Leave applications etc
•Maintain calendar and schedule appointments for the Production Manager and All HOD’s
•Plan and attend weekly meetings.
•Take notes, typing of minutes and distribution of them.
•Collaborate with fellow Secretary’s within Anglo American as a whole and outside
•Manage Office Supplies.
•Arrange for flowers and gifts if requested.
•Arrange outside and inside office lunch meetings.
•Travel Claims requests for the Production Manager and HOD’s.
•Provide a full range of administrative and clerical support services, including filing and record management, mail, maintenance of registers and routine database, photocopying, compilation of manuals and reports.
•Printing and Binding of Plant Books (checklists)
•Review and record all incoming correspondence and emails, including allocating, redirecting to appropriate officers for action and following up on the preparation of responses.
•Ensure all outgoing correspondence, reports, submissions, and briefings submitted to the office conform to the organization’s presentation, style, format, and content protocols.
•Provide effective diary management by prioritizing and organizing meetings with internal and external stakeholders in consultation with my office.
•Coordinate travelling both national and international, accommodation, and flight arrangements for the Production Manager, All the HOD’s, Visitors, Facilitators and All Employees.
•Organize meetings, workshops, celebrations, and related functions E.G Mortimer Smelter Family Day.
•Arranging venues, organize lunches.
•Overseeing the courier service and liaise with the courier company when necessary.
•Ordering and maintenance of office equipment, Company Cell phones overseeing and co-ordinate.
•Arrange for business cards.
•Ordering stationery, Office equipment’s and foods and keeping control.
•Manage boardroom and the lapa
•Supervise Production
to the CEO and Operations Manager
Duties:
•Perform a wide variety of confidential Executive Secretarial and Administrative duties.
•Liaise with individual department heads on a routine basis to ensure that goals are being met.
•Implement strategies and objectives, providing resources and evaluating job performance.
•I maintain the satisfaction of current clients and vendors essential, while I also market the business to potential new clients.
•I maintain the database with key information such as insurance, mileage, overhead costs, billing, shuttle routes and various logistical details.
•I often meet with regulatory bodies, such as Department of Transport to ensure that our organization is in full compliance with all laws and regulations.
•Coordinate the submission of key documents to ensure all relevant information is provided prior to appointments and meetings.
•Provide a full range of administrative and clerical support services, including filing and record management, faxing, mail, maintenance of registers and routine database, photocopying, compilation of manuals and reports.
•Review and record all incoming correspondence and emails, including allocating, redirecting to appropriate officers for action and following up on the preparation of responses.
•Ensure all outgoing correspondence, reports, submissions, and briefings submitted to the office conform to the organization’s presentation, style, format and content protocols.
•Provide effective diary management by prioritizing and organizing meetings with internal and external stakeholders in consultation with my office.
•Prepare Power Point presentations.
•Source candidates and screen CV’s and hire drivers
•Arrange for interviews
•Coordinate travelling, accommodation and flight arrangements and arranging car hire for the company.
•Organize meetings, workshops, and related functions
•Arranging venues, organize lunches.
•Provide a front-line Switchboard services and meeting clients and service providers.
•Overseeing the courier service and liaise with the courier company when necessary.
•Ordering and maintenance of office equipment, overseeing and co-ordinate.
•Attend to the CEO and OPS Manager’s personal matters.
•Manage four support staff (Receptionist, Office Cleaner and Gardner)
•Handling all administration on corporate cell phone accounts.
•Coordinating the printing of business cards.
•Ordering stationery and keeping control of the stationery.
a wide variety of confidential Executive Secretarial and Administrative duties.
•Provide effective diary management by prioritizing and organizing meetings with internal and external stakeholders in consultation with the MD.
•Coordinate the submission of key documents to the MD to ensure all relevant information is provided prior to appointments and meetings.
•Provide a full range of administrative and clerical support services, including filing and record management, faxing, mail, maintenance of registers and routine database, photocopying, compilation of manuals and reports.
•Review and record all incoming correspondence and emails, including allocating, redirecting to appropriate officers for action and following up on the preparation of responses.
•Ensure all outgoing correspondence, reports, submissions, and briefings submitted to the MD conform to the organization’s presentation, style, format and content protocols.
•Overseeing the movement of files and documents both electronic and hard copy to and from the MD’s office.
•Prepare Power Point presentations.
•Source candidates and screen CV’s
•Arrange for interviews
•Coordinate travelling, accommodation and flight arrangements and arranging car hire for the trainers, MD, Panel Members and employees that needs to travel. Ensure compliance with the organizations policy and practice.
•Organize meetings, workshops, conferences, company forums and related functions
•Arranging venues, organize lunches.
•Coordinating with other Assistants
•Provide a front-line Switchboard services and meeting clients and service providers.
•Overseeing the courier service and liaise with the courier company when necessary.
•Ordering and maintenance of office equipment, overseeing and co-ordinate.
•Attend to the MD personal matters.
•Handling all administration on corporate cell phone accounts.
•Coordinating the printing of business cards.
•Ordering stationery and keeping control of the stationery.
Training Administrator Duties: (3 Months before they found a new replacement)
• LEAD program (co-ordinate the program arranges the graduations and set up the calendar to allocate dates to trainers)
•AIM Program (co-ordinate and set up the calendar dates for attendance to allocate days to trainers)
•Training co-ordination of various clients
•Database administration
•Proposals
•Co-ordinating trainers 9 sending them notifications of their training, venue, etc)
•Compile roadmaps
•Handle queries from clients and delegates
•Liaise with printers
•Order lunch for training
•Training materials co-ordinating
•Confirm and book training venues (provide orders where needed)
•Send out notifications and reminders to staff and managers of the various training.
•Arrange food for training (specific dietary requirements)
•Ensure that the Proxima is booked for the training and that there are enough flipchart paper and pens
•Ensure that the training material is ready to be collected by trainers when they are training in another province.
•Ensure that all supporting documentation accompany the training materials (attendance registers, course evaluation forms, learner registration forms)
•Update the training database regularly
•Compile the evaluation spread sheet
•Keep record of the stock.
all the 10 stations Finance administration
•Cashing up the station’s money
•Replenishing of the ticket sales machine with cash and tickets
•Handling the customers queries
•Cashing up the CSA’s and helping them with change.
•Ordering of stationery and office equipment’s.
•Writing reports.
•Managing and reviewing filing and office and office systems.
•Typing documents
Reason for leaving: Shift work
to Head of Permanent Desk Manager
Duties:
•Handling all the numerous phone calls that the HOD gets.
•Reading, monitoring, and responding to the HOD’s emails.
•Manage the HOD’s electronic diary.
•Screening the calls that come to the HOD’s office.
•Taking care of visitors.
•Arranging meetings, team buildings, conferences, and refreshments.
•Coordinating travelling arrangements.
•Ordering of stationery and office equipment’s.
•Replying to all the correspondence that comes for the HOD’s office.
•Ensuring that the HOD attends to all her appointments for the day.
•Briefing the HOD on the agenda before every meeting.
•Collecting all the reports on behalf of the HOD.
•Coordinating with the other departments on behalf of the HOD.
•Having a daily schedule prepared for the HOD before she arrives in the office.
•Running personal errands for the HOD if required.
•Acting as a bridge between management and employees.
•Managing the department budget.
•Writing reports.
•Prepare presentations.
•Managing and reviewing filing and office and office systems.
•Typing documents
Reason for leaving: Growth
Recruitment and Selection
Duties:
Process vacancy advertisements through the utilization of relevant media:
•Receive and processing of the signed request to fill a vacancy form.
•Verifying the duties of the submitted job description.
•Typing advertisements in the prescribed Word format.
•Obtaining quotations from relevant media agents and supply chain unit.
•Ensuring that the advert is signed and approved by all stakeholders - HOD and Executive Director: Management Services.
•Ensuring that the account is paid.
•Distributing adverts to all departments to be placed on notice boards.
•Placing the advertisement (if external) on the website>
•To make sure that advertisements placed by Midvaal Council is correct.
Process applications received for advertisements placed:
•Receiving applications direct from the public or via electronic mail.
•Sorting applications for short listing purposes.
•Arrange for shortlisting to take place and sit in in the shortlist.
•Compiling HR’s short list and forwarding it to the relevant department.
•Once signed off and approved, arrange for interviews by contacting the short-listed applicants and confirming the interview date with all stakeholders.
•Sit in in the interviews as part of the panel.
•Once interviews have taken place and the successful candidate has been chose:
•I compile a confirmation of appointment form.
•Ensure that all stakeholders’ signatures are obtained.
•Compile the appointment letter for the successful candidate.
•To ensure the effective administration of applications received.
•Test candidates.
Duties:
•Receptionist duties, Welcome candidates
•Manage the switchboard.
•Test candidates on compatibility assessments and setting up of candidates on PC's.
•Assessing manual tests, recording of all activities undertaken within the testing station.
•Screening and transferring calls, screen walk-in candidates.
•Escalating calls when necessary, updating telephone list.
•Distribution of mail, reporting of all facility faults.
•Do ITC, criminal, and reference checks.
• Update candidate’s CVs on the system.
•Screen CVs faxed, e-mail and telephonic.
•Handling advertisement response.
•Ensure that all timesheets are received on time for processing.
•Customer service.
•Send candidate’s congratulations’ letters when they found alternative positions from other companies.
•Book interviews with consultants.
•Maintaining the appearance of the reception area.
•Filing, faxing.
Reason for leaving: Temporary Position
-ordinate diary & daily schedule.
•Co-ordinate internal and external meeting.
•Prepare minutes of meetings, Screen incoming calls.
•Filing, typing, and record keeping.
•Take notes in meetings.
•Arrange tea and refreshments required.
•Make travel arrangements for regional sales rep's and Snr. Sales & Marketing manager.
•Compile memorandums and regular reports.
•Compile TK31 reports and financial reports.
•Process incoming and outgoing mail.
•E-mail faxes & maintain dairy.
•Liaise with clients & customers.
•Responsible for interviews.
•Receiving mail.
Reason for leaving: Temporary position trough Quest
Duties:
•Confirm references.
•Help manage the switchboard & help with the overflow of switchboard.
•Relief the Receptionist.
•Testing candidates.
•Screening candidates (Walk-ins & telephonically).
•Retrieving information from the IVR system.
•SHL testing.
•Phoning candidates for interviews.
•Data capturing, receiving mail, filing, faxing, do PI records.
Reason for leaving: Temporary position
Duties:
•Co-ordinate the examinations
•Data capturing.
•Print ICAS reports
•Update spread sheet.
•In charge of class registers.
•Make sure the exams are printed.
•Help solve student’s queries.
•Compiling the invigilation roster.
•Generating payment for the invigilators.
•Co-ordinate the distribution of exams.
Reason for leaving contract position for a year
Afrikaans English Biology Geography Business Economics Accounting
Subjects: English (first language) Afrikaans (second language) Biology Accounting Geography Business Economics