EXECUTIVE ASSISTANT TO THE CEO: DRDLR Dec 2011 to Oct 2019
? Manage the Director General’s (CEO) diary effectively in terms of the booking and prioritising of meetings and appointments, specifically those requiring booking across different time zones.
? Schedule appointments, bookings and events timeously and with the relevant parties; ensuring calendar is up to date and that future priorities are reflected in advance.
? Arrange all travel (local and international) as well as logistics inclusive of visas, forex etc.
? Provide general administrative support (e.g. preparing documents / filing / scanning / photocopying), receive and attend to all visitors, screen incoming and outgoing calls and manage / dispose of emails using own discretion.
? Draft correspondence, invitations, reports, presentations and other documents for the Director General (DG).
? Manage, monitor and coordinate the flow of documents and correspondence into and out of the DG’s Office, with ownership for providing operational and strategic support to the DG.
? Proofread incoming and outgoing memoranda to ensure high levels of accuracy and compliance to standard templates; implement an efficient document and records management system for the office.
? Manage the support team comprising of 10 employees.
? Procure stationery, office goods and process claims, expenses and petty cash.
? Keep a record of leave, overtime, performance agreements and assessments.
? Serve as a key point of contact between the Director General’s Office, senior management and other components within the organisation.
? Provide secretariat support (compiling agendas, minutes, action lists and conducting follow ups) at key committee and ad-hoc meetings held by the Director General, whilst also coordinating special projects and activities when required.
? Conduct follow ups on key matters pertaining to the office.
? Compile document packs for meetings, discuss the documents in advance with the DG and arrange all logistics for meetings such as booking of boardrooms, arranging suitable equipment, catering etc.
? Deliver excellent customer service at all times and maintain a positive image of the office.
OFFICE MANAGER: DHA Aug 2009 to Nov 2011
? Provided executive level support, including complex diary management and travel arrangements in the absence of the Secretary, whilst additionally screening calls during excessively busy periods.
? Provided secretariat services for meetings and projects, developed presentations and reports, and coordinated special projects and activities.
? Oversaw the day to day management of the office, supported resource management and administrative functions and ensured security, accuracy and timelines of classified documentation.
? Primarily accountable for managing and coordinating correspondence in and out of the Director General’s Office, with ownership for proofreading correspondence and submissions, handling higher level communications, coordinating workflow and documentation, managing enquiries and processing high volumes of correspondence.
? Appointed as the primary point of contact for the office, whilst additionally engaging with key stakeholders regarding activities of the office.
? Designed and developed a system to ensure accurate monitoring and tracking of correspondence, maintained a register of target dates for projects and initiatives.
? Provided effective leadership and direction to staff in the office, recruited and selected new employees as required, coached, trained and mentored staff, managed health and wellness issues, and provided leadership regarding performance management matters.
? Monitored and managed the office budget, compiled budget projections and expenditure reports, managed finances for the office, oversaw procurement processes and managed the control of assets.