Personal Assistant
Total years of experience :12 years, 0 Months
Provide comprehensive administrative and personal support to Marketing Director and 4 Marketing
Executives with scope of responsibility that includes dictation, correspondence, office management,
vendor relations, diary management, inbox management, appointment scheduling, travel coordination,
and event-planning functions.
* Forward planning to ensure Director is prepared for scheduled meetings and delivery
commitments.
* Taking action and using initiative during Director’s absence and completing tasks delegated to
me timeously.
* Ensure that agenda and any pre-reading material are obtained in advance.
* Planned all Departmental Strategy sessions for Management and stake holders as well as
yearend functions and departmental team buildings
* Secured cost-effective local and international travel and entertainment vendors reducing travel
expenditures by 15%.
* Created my own online filing system and presented it to the department for an easier workflow
* Office expenses recorded and controlled.
* Confidentiality maintained
* Leave applications updated and maintained
* Office expense records are up to date and accurate
* Leave applications for Marketing Department employees will be recorded, controlled and sent to
payroll office
* Ad-hoc admin and secretarial duties performed.
* Payments of accounts for marketing department (excl advertising accounts) will be processed.
* Timeous and correct payment of accounts
* Necessary documentation is completed, i.e. correct cost codes and authorization for payment.
* Managers will be reminded about the due dates of management reports.
* Typing assistance for management reports will be provided as needed
* Arrange research groups for Directors and Senior Management
* Reconciling of all credit card payments & department petty cash
* Coordinate all CSI departmental events
Personal Assistant to the Marketing Director, July 2010 - August 2019
Provide comprehensive administrative and personal support to Marketing Director and 4 Marketing Executives with scope of responsibility that includes dictation, correspondence, office management, vendor relations, diary management, inbox management, appointment scheduling, travel coordination, and event-planning functions.
• Forward planning to ensure Director is prepared for scheduled meetings and delivery commitments.
• Taking action and using initiative during Director’s absence and completing tasks delegated to me timeously.
• Ensure that agenda and any pre-reading material are obtained in advance.
• Planned all Departmental Strategy sessions for Management and stake holders as well as yearend functions and departmental team buildings
• Secured cost-effective local and international travel and entertainment vendors reducing travel expenditures by 15%.
• Created my own online filing system and presented it to the department for an easier workflow
• Office expenses recorded and controlled.
• Confidentiality maintained
• Leave applications updated and maintained
• Office expense records are up to date and accurate
• Leave applications for Marketing Department employees will be recorded, controlled and sent to payroll office
• Ad-hoc admin and secretarial duties performed.
• Payments of accounts for marketing department (excl advertising accounts) will be processed.
• Timeous and correct payment of accounts
• Necessary documentation is completed, i.e. correct cost codes and authorization for payment.
• Managers will be reminded about the due dates of management reports.
• Typing assistance for management reports will be provided as needed
• Arrange research groups for Directors and Senior Management
• Reconciling of all credit card payments & department petty cash
• Coordinate all CSI departmental events
Provide comprehensive administrative and personal support to HOD and 2 Client Services Executives
with scope of responsibility that includes administration, diary management, inbox management,
appointment scheduling, travel coordination, and event-planning functions.
* Schedule and priorities meetings to ensure optimal use of manager’s times guided by operational
priorities
* Forward planning to ensure manager is prepared for scheduled meetings and delivery
commitments.
* Ensure that agenda and any pre-reading material are obtained in advance
* Making the necessary arrangements for external visitors
* Control the flow of information in and out of manager’s office
* Manage email inbox and calendars
* Answering and screening calls and handling queries.
* Taking action and using initiative during HOD’s absence and completing tasks delegated to me
timeously.
* Compose general correspondence for HOD’s signature where possible.
* Making arrangements for meetings, functions, conferences -coordinating logistics, ensuring a
suitable venue is booked and set up with the appropriate equipment, confirming attendee
availability, ensuring that any materials required for meetings are available and ready etc.
* Arrange and plan domestic and international travel arrangements, ensure cost and time
efficiency of travel include transfer to and from airport, car rental, accommodation etc.
* Maintaining confidentiality of information both from internal and external Sources.
* Maintaining personal records and assisting with staff-related matters
* Processing of payments for manager and department, as well as Vendor statements and invoices.
* Reconcile all Voyager and Exec club statements.
* Reconcile Cellphone accounts
courses: Woodlands SSS – Matric