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Communication : Secretary - FD & MD From Oct 2001 To Jan 2005
Duties
Secretary to the Divisional Finance Director and Divisional Managing Director
Computerised Diary
Assist in preparation and compilation of tenders.
Prepare all presentation material required by the two Directors.
Co-ordinate itineraries for overseas visitors and Directors when travel overseas.
General secretarial duties, including typing (reports (i.e. Div. Managing Director's Month End Report), letters, faxes, etc.), sending off courier parcels, compiling reports, maintaining diaries for the two Directors as well as the Boardroom etc.
Mailing administration for the entire division.
Record and distribute Cash Book and Creditors cheques to suppliers.
Payment requisitions, leave administration, staff returns etc.
Calculate Sales Incentive Plan allocations etc.
Responsible for own correspondence between certain suppliers and outside companies.
Supervise two Receptionists, including operation of Operating Management System and Call Management Reporting and Management of the Hicom 300E Switchboard System (including costing of calls, barring / unbarring, grouping of telephones etc.). Responsible for maintenance of telephone and data lines for the whole site.
Manage and reconcile invoicing of buildings' rental and electricity etc. to tenants, between property brokers and the division.
Administer, order, issue and keeping of stock of all stationery for the entire division.
Co-ordinate management functions, i.e. when receiving overseas visitors; employee incentive functions, etc.
Responsible for all issues relating to the pool car, digital camera, video camera and data projector for the division.
Administer and arrange all travel arrangements for the entire division, including arrangements for travellers' cheques, foreign exchange (cash), visas, travel insurance, accommodation, etc.
Reconcile travel expenses according to foreign exchange received and in accordance with the travel policy of the company.
Manufacturing : General Manager Secretary From Oct 1995 To June 1996
Duties
- Typing of schedules, reports, general correspondence, minutes, spreadsheets, faxes, etc. on MS Word, Excel
- Filing and distributing general correspondence
- Booking appointments for the General Manager (Payphones). Controlling diary. Arranging meetings
- General office duties - i.e. staff returns, overtime, sending and receiving faxes
- Liaison with overseas customers, and company executives
- Arranging accommodation and making travel arrangements for managers when going overseas
Communication : Secretary Marketing From Oct 2000 To Sept 2001
Duties
Secretary to the Marketing Development Manager/Marketing Manager and Financial Manager
Prepare and compile tenders in conjunction with relevant Regional Sales Manager.
Prepare all presentation material required by Marketing Manager for Product Presentations etc.
Assist with presentation/demos where necessary.
Prepare and maintain necessary budgets and sales forecasts in conjunction with Regional Sales Managers.
General secretarial duties, including typing, sending off courier parcels, compiling reports, maintaining diaries etc.
Assist with compilation and preparation of Budgets etc. for year-end.
Typing Operations Directors Monthly Report.
Service : Various Temporary Positions From July 1996 To July 1998
Duties
Assisting office support staff in various administration duties, typing, setting up appointments, etc.
Been temping at a few companies and in different departments since she joined Ann Swann. Had two long-term assignments, i.e.
3M
(a) Human Resources Assistant (seven months) assisting the Human Resources Manager of a major manufacturing company. Duties included:
- Maintaining the manager's diary. Arranging meetings with unions, senior management, outside companies etc.
- Screening calls
- General office duties, i.e. sending faxes, personnel administration (housing loans, leave, etc, pension, U.I.F.), typing of reports, disciplinary hearings, complaints
- Assisting with enquiries regarding medical aid, pension, etc.
- Liaison with internal staff and management
WYETH
(b) Managing Director's Secretary (11 months), where I assisted the MD as well as six other managers in the office and five managers in the field of a crop protection chemicals company. I also had two or three short-term assignments
- Arranging conferences, travel (overseas and local) including accommodation, car hire, setting up of appointments etc.
- Typing of general correspondence, product labels, MSDS's, product registration forms, letters to customers, tender documents, etc. Scanning of product logos, etc.
- Screening of calls to all managers
- Sending and receiving of electronic mail messages
- Ordering and maintenance of stationery cabinet
- Some dictation
- General office administration
Manufacturing : Trainee Clerk From Jan 1989 To Dec 1989
Duties
During this period she performed duties within her training schedule in various departments. These are as follows:-
Accounts, Contracts, Buying, Quality Control, Industrial Standards, Installation Administration, Personnel and I used different computer packages such as Wordstar, Multimate, Samna, Lotus 1-2-3
Manufacturers : Post Room Supervisor From Jan 1990 To March 1990
Duties
- Sorting of internal and external mail
- Controlling of Petty Cash to the value of R50
- General Administration i.e. filing, typing, recording of mail sent via franking machine etc.
- Sending and receiving of faxes and telexes
- Distribution of mail
Service : PA Secretary From Jan 2006 To Present
Duties
General secretarial duties at a waste management company, i
Diary management,
Typing of general correspondence,
Booking of conferences,
Screening of calls,
Compilation of presentations,
Administering of leave,
Expenses (including stationery) etc.
Travel arrangements.
Couriering documents, parcels etc.
Pettcy cash,
Purchase requisitions, etc.
Air Conditioning : PA / Girl Friday From Feb 2005 To Dec 2005
Duties
Typing of all correspondence including letters, faxes, quotations etc.
Compiling and recording of all expenses including material, petrol, tollgate fees, parking, insurance, rent, cell phones, wages etc. before being handed over to bookkeeper. Order and administer stationery.
Manage fleet of five vehicles, i.e. services, repairs, maintenance etc.
Diary and services management.
Generate all invoices, credit notes and statements for the company.
Order all materials and equipment required for the technicians. Record time sheets and attendance register. Record and administer leave etc.
Communication : Sales & Marketing Assistant From Aug 1998 To Sept 2000
Duties
Prepare and compile all tenders in conjunction with relevant Regional Sales Manager.
Compile all Quotations in conjunction with relevant Regional Sales Manager.
Assist Regional Sales Managers with Customer handling where necessary.
Assume responsibility for Customers in the absence of particular Regional Sales Manager (e.g. Regional Sales Manager in territory).
Prepare all presentation material required by Regional Sales Managers for presentations/Demos etc.
Assist with presentation/demos where necessary.
Carry out Customer visits where required.
Compile, maintain and enhance a PC based library of standard documentation required for tenders etc.
Perform territory specific Market Research where required.
Prepare and maintain necessary budgets and sales forecasts in conjunction with Regional Sales Managers.
General secretarial duties, including typing, sending off courier parcels, compiling reports, maintaining diaries etc.
Manufacturing : Secretary - Product / Project From April 1994 To Sept 1995
Duties
- Typing of reports and general correspondence, i.e. User Requirement Specifications, User Manuals, Agreements, Product Design Specifications, etc. using Wordperfect 6.0/6.1 for Windows and Wordstar
- Filing and distribution of general correspondence
- Typing of Minutes of Meetings, Contracts, Agreements
- Ordering and control of stationery
- Booking of appointments. Maintaining the four Product/Project Managers' diaries
- Receiving, screening and making of external and internal telephone calls
- Sorting and distribution of mail
- Updating marketing statistics using Quattro Pro for Windows
- Monthly Staff Returns and general administration duties for the Marketing Department
- Sending of faxes, both nationally and internationally
- Designing and plotting of graphics on Harvard Graphics for various presentations to customers and for workshops
- Typing and collating of tender documents to customers
- Liaison with local and overseas customers/agents via telephone and fax
- Arranging accommodation etc. for overseas visitors
- Dictaphone typing
- Relieving switchboard/reception
Manufacturing : Personnel Receptionist / Typis From April 1990 To March 1992
Duties
- General typing using Wordstar, Multimate and Uniplex, including:-
* Monthly Reports
* Memorandums
* General Correspondence
* Letters of Appointment
* Transfers
* Disciplinary hearings
* Pension withdrawals
- Control and ordering of stationery
- Receiving job seekers and providing them with relevant information regarding vacancies
- Assisting applicants with application forms
- Control of Attendance Registers/Staff Returns
- Telephonic contact with employees, Managers and the public in general
- Arranging of appointments and meetings
- Screening calls
- Distribution of mail
- Making out Petty Cash Vouchers, Cash Payment Vouchers and Purchase Requisitions, ensuring that the relevant documentation accompany them
- Updating personnel records
- Filing and recording of Personnel Manager and Officers' correspondence
- Photocopying
- Updating Notice Boards with General Notices and relevant information
- Updating, typing and issuing of the Company's Organisation Charts and internal telephone directory
This position required a high degree of confidentiality
Manufacturing : Secretary to Group Planning Ma From April 1992 To March 1994
Duties
- Typing of reports and general correspondence using Wordstar and Wordperfect 5.1
- Detailed number crunching
- Filing and distribution of general correspondence
- Recording and typing of Minutes
- Ordering and control of stationery
- Arranging conferences and related accommodation and functions
- Booking of appointments/maintaining the Group Planning Manager's diary
- Booking of all Conference Rooms and maintenance thereof
- Receiving, screening and making of external and internal telephone calls for Group Planning Manager
- Sorting mail
- Supervision of confidential photocopying
- Responsible for timeous receipt of all Managers' and Executives' reports
- Updating statistics and project plans periodically using Harvard Graphics, Lotus, Quattro Pro and Microsoft Project
- Monthly staff returns and general administration duties for the following departments:
- Transport
- Security
- Group Planning
- Sending of highly confidential faxes and telexes both nationally and internationally
- Typing, printing, collating, binding and distribution of all documents to Board members and Shareholders, including the Managing Director's monthly report
- Tracking of total company detailed employee numbers, on a monthly basis
- Designing and plotting of graphics on Harvard Graphics for various presentations and workshops
- Liaison with all Directors, Executives and Senior Managers via their secretaries to co-ordinate many administrative functions
- Dictaphone typing
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