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Personal Assistant

Candidate: 53728
Available: Available
Location: Ekurhuleni (East Rand)
Gender: Female
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Personal Assistant
R30000- R35000
Immediate
White
40
53728
Matric
Grade 12
Grade 12:All
Matric:English, Afrikaans, Typing, Biology, Computer science, Home economic
Microsoft, E-Mail, Internet, Typing 80 w.p.m., Windows (basic), ISO, SAP, MS Excel, MS Explorer, MS Outlook, MS PowerPoint, Lotus Smartsuit, ISO 9001, Lotus, MS Word
Freight Forwarding: Executive PA / HR Administrator From 2015-08 To 2020-05
Duties

Executive PA

Responsible for Reception area.

2 x Reception ladies reporting into me.

Incumbent provide main support to 2 Senior Executives (CFO and CEO).

Executive time management (Calendar, appointments, meetings, etc.)

Dealing with day to day operational duties (e-mails, messages, screening of calls etc.)

Monthly updates and assistance with:

CEO report for Group EXCO

Company profiles

Staff counts organogram, Company organograms and organograms

Presentations for various departments

Monthly travel arrangements for CEO, CFO, Senior Management and staff

International Travel arrangements:

Flight travel estimation – assistance through travel agent

Book flight ticket once approved

Invitation letter for Visa application

Complete questionnaire online Visa application,

Confirm suitable date for Visa interview at embassy

Arrange Travel Insurance

Arrange transportation between airport and hotel

Arrange Forex

General office administration:

Submit Discovery claims – Executive Management

Upgrade of Management Cell phone contracts and company cell phones

Monthly carbon emission reports (distance and fuel usage)

Submit monthly ABSA credit card statements to Managers and payment to accounts.

Complete capex / opex on GEM system when required (i.e. computer equipment, new vehicles, cell phone reimbursement etc.)

Expense claims for CEO, CFO and Senior Management

Ordering of promotional stock and operational files, business cards, corporate clothing, ordering of flowers and gifts when required.

Arrange and co-ordinate long service awards, year-end functions and cocktail evenings.

Collating / distributing monthly Management reports for EXCO Monthly Operational Meetings.

Minutes of Meetings:

SG Agility EXCO Meeting, ISO Meeting and quarterly Employment Equity meeting etc.

Management and Ad hoc reporting as required.

Keep diary of Executive Boardroom bookings

Arrange monthly / quarterly meetings with health consultant (medical aid queries)

Arrange yearly wellness days

Arrange ACSA permits (Airport) for staff

Ordering of stationery

Welcome visitors for meetings

 

HR Administration:

Keep company policies and procedures updated

Submit monthly HR Report to Head Office

Submit monthly EE comparison, EE stats and new employees and terminations

Submit Yearly Employment Equity Plan to DOL – EEA12 and EEA13.

Submit and update People Wise report for Agility Kuwait 

Monthly payroll input (Sundry, AOD’s, ABSA in & out fuel, Overtime and branch credits)

Approval of leave on VIP ESS system, forward leave balance report monthly to Management and monitoring of leave forfeiture

Apply for Disability benefit – (Lump sum / monthly disability) complete disability forms, request doctor’s reports, monitor payment of disability claim outcome.  

New appointments and terminations:

New:  Drafting of vacancy template / internal announcement

Criminal check

Dummy payslip

Complete Recruitment motivation form and BEE motivation form

Prepare Letter of  Appointment and dummy payslip

Request an e-mail account (Agility on intranet and e-forms)

Submit new appointment on Agility people wise database

Request an ID account for Cargo Wise and Control.

Arrange new medical aid application or transfer of medical aid

Request business cards, fuel cards (Management and Sales appointment)

Welcome pack (personal info, tax no, proof of banking details, copy I.D, access tag)

Prepare Pension / provident fund documentation / transfer

Termination:  request signed resignation letter (employee and manager)

Request and prepare exit pack

Advice final salary date

Cancel ABSA fuel card and ABSA Credit card

Terminate e-mail accounts

Terminate employee on Agility people wise database

Terminate Compu Clear account

Arrange for transfer or cancellation of medical aid

Request any outstanding AOD’S, Training

Prepare transfer / payout of pension / provident fund

Request certificate of service and UI 19 from payroll

Assist with deceased (DHA – 1663A form, affidavit, bank statements, death certificate and certified I.D) and disability claims  

Consultation with various HR queries.

Monthly recording of job specifications and maintenance of Employee database (i.e. grading B-lower etc.)

Assist with performance management documentation (KPI’s – April and October), bonus and increase schedules and letters.


FMCG: Personal Assistant to the Managing Director From 2014-06 To 2015-05
Duties

Chemical: Personal Assistant From 2011-03 To 2014-06
Duties

Maintaining the Managing Directors' dairies.

Screening calls and Visitors.

General office administration and typing.

Minute taking (when required).

Preparing presentations.

Managing travel arrangements; - Flights, Accommodation and Car Rental (in the most cost effective manner).

Co-coordinating meetings.

Liaison between Managing Directors' and Management.

Managing duties of one Cleaning Lady.

Ensuring that Boardrooms are kept in order and refreshments are ordered.

Purchase monthly office grocery requirements.

Order Office stationery.

Compiling marketing literature (Civils).

Updating of Customer relation data base (Maximizer)

Arranging Customer Training Courses:

Confirm the attendance.

Ensure study materials are available.

Prepare training room.

Prepare tea breaks and lunches.

On completion of course, I prepare the Certificates.

 

Skills:

Telephone skills

Planning and organizing

Information seeking

Typing accuracy

Accuracy and attention to detail

Internal Sales:

September 2006 - November 2006

 

Duties:

Responsible for Internal Sales functions.

Daily Order processing received via Telephone, fax.

Communicate with Customers on a day to day basis, dealing with all queries in a helpful proactive and responsive manner.

Ensure all goods are sent out correctly as per invoice.

 

ISO Secretary:

July 2003 - August 2006

 

Duties:

Update, issue of ISO Quality Manuals, Procedures and Work Instructions.

Preparing reports and taking minutes for ISO quality and management meetings.

General office administration and typing.

Represent company at External SABS and internal audits and presentations.


Duties

Maintaining the Managing Directors' dairies.

Screening calls and Visitors.

General office administration and typing.

Minute taking (when required).

Preparing presentations.

Managing travel arrangements; - Flights, Accommodation and Car Rental (in the most cost effective manner).

Drafting - Quality Control Plan, Method Statement and Dolly reports.

Coordinating meetings.

Liaison between Managing Directors' and Management.

Submitting medical bills to the medical aids.

Managing duties of two Cleaning Ladies

Ensuring that Boardrooms are kept in order and refreshments are ordered.

Ensuring all IT, computer, printers and copiers are maintained and in working condition.

Purchase monthly office grocery requirements.

Order Office stationery.

Compiling marketing literature (Civils and Pipelining).

Updating of Customer relation data base (Maximizer)

Arranging Customer Training Courses:

Confirm the attendance.

Ensure study materials are available.

Prepare training room.

Prepare tea breaks and lunches.

On completion of course, I prepare the Certificates.

Planning and Co-ordinate Christmas Function and all Workshops (Decor, Invitations, Catering, Set up and Gifts)

Skills:

Telephone skills

Planning and organizing

Information seeking

Typing accuracy

Accuracy and attention to detail


Manufacturing: Customer Services / Sales Administrator From 2008-10 To 2011-02
Duties

Chemical: ISO Secretary and Personal Assistant From 2003-07 To 2008-10
Duties

Maintaining the Managing Directors' dairies.

Screening calls and Visitors.

General office administration and typing.

Minute taking (when required).

Preparing presentations.

Managing travel arrangements; - Flights, Accommodation and Car Rental (in the most cost effective manner).

Co-coordinating meetings.

Liaison between Managing Directors' and Management.

Managing duties of one Cleaning Lady.

Ensuring that Boardrooms are kept in order and refreshments are ordered.

Purchase monthly office grocery requirements.

Order Office stationery.

Compiling marketing literature (Civils).

Updating of Customer relation data base (Maximizer)

Arranging Customer Training Courses:

Confirm the attendance.

Ensure study materials are available.

Prepare training room.

Prepare tea breaks and lunches.

On completion of course, I prepare the Certificates.

 

Skills:

Telephone skills

Planning and organizing

Information seeking

Typing accuracy

Accuracy and attention to detail

Internal Sales:

September 2006 - November 2006

 

Duties:

Responsible for Internal Sales functions.

Daily Order processing received via Telephone, fax.

Communicate with Customers on a day to day basis, dealing with all queries in a helpful proactive and responsive manner.

Ensure all goods are sent out correctly as per invoice.

 

ISO Secretary:

July 2003 - August 2006

 

Duties:

Update, issue of ISO Quality Manuals, Procedures and Work Instructions.

Preparing reports and taking minutes for ISO quality and management meetings.

General office administration and typing.

Represent company at External SABS and internal audits and presentations.


Duties

Maintaining the Managing Directors' dairies.

Screening calls and Visitors.

General office administration and typing.

Minute taking (when required).

Preparing presentations.

Managing travel arrangements; - Flights, Accommodation and Car Rental (in the most cost effective manner).

Drafting - Quality Control Plan, Method Statement and Dolly reports.

Coordinating meetings.

Liaison between Managing Directors' and Management.

Submitting medical bills to the medical aids.

Managing duties of two Cleaning Ladies

Ensuring that Boardrooms are kept in order and refreshments are ordered.

Ensuring all IT, computer, printers and copiers are maintained and in working condition.

Purchase monthly office grocery requirements.

Order Office stationery.

Compiling marketing literature (Civils and Pipelining).

Updating of Customer relation data base (Maximizer)

Arranging Customer Training Courses:

Confirm the attendance.

Ensure study materials are available.

Prepare training room.

Prepare tea breaks and lunches.

On completion of course, I prepare the Certificates.

Planning and Co-ordinate Christmas Function and all Workshops (Decor, Invitations, Catering, Set up and Gifts)

Skills:

Telephone skills

Planning and organizing

Information seeking

Typing accuracy

Accuracy and attention to detail


Restaurants: Manageress From 2001-03 To 2003-04
Duties

Attorneys: Legal Secretary and Debtors Collector From 2000-09 To 2001-02
Duties

Customer Liaison.

Debtors Collecting.

Dictaphone Typing.


Attorneys: Legal Secretary From 1999-03 To 2000-08
Duties

MVA Claims.

Customer Liaison.

Dictaphone Typing.

Ekurhuleni (East Rand)
Kempton Park
Afrikaans
English
Yes
Ekurhuleni (East Rand)
Married
Available
Yes
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