Dedicated professional with over 10 years of experience supporting executive leadership, managing office operations, and coordinating stakeholder relations. Skilled in meeting planning, travel arrangements, and team supervision.
Skilled in planning, organizing, and executing meetings for optimal stakeholder engagement.
Experienced in maintaining positive relationships with internal and external stakeholders.
Proficient in overseeing daily office functions, supplies, and vendor relations.
Capable of supervising staff, fostering team engagement, and driving productivity.
CSIR
Arrange Management Team meetings and internal and/or external stakeholder meetings as directed by the Group Executive.. Confirm arrangements for meetings and ensure that the Group Executive is briefed appropriately regarding the agenda for the meetings.. Identify and arrange suitable meeting venues and conference facilities.. Draft minutes, agenda and any necessary presentation material.. Compile and distribute meeting packs in advance to ensure proper preparation.. Coordinate and organise events such as workshops, strategy sessions; ad hoc visits at Management level as and when needed.. Follow up on actions emanating from meetings on behalf of the Group Executive.. Manage the Group Executive’s diary effectively and efficiently.. Assist in prioritising tasks and take proactive responsibility for relevant actions.. Coordinate both national and international travel arrangements of the Group Executive as and when required.. Arrange flights, and accommodation accordingly.. Prepare and reconcile subsistence and travel claims.. Prepare a detailed and accurate itinerary for the Group Executive.. Engage with EXCO and Divisional management.. Promote a professional first point of contact between the Group Executive, the Executives, clients and stakeholders.. Provide administrative support to the team and form solid professional relationships.. Maintain sound relationships with the Board, Executives and other stakeholders internally and externally.. Attend to internal and external guests/visitors of the Group Executive.. Liaise with external facilitators or suppliers when necessary.. Coordinate and prepare for EXCO and Divisional Management meetings.. Independently draft Divisional Management team meeting agenda and circulate with necessary presentation material.. Circulate Divisional MANCO agenda and necessary presentation material.. Capture accurate Management team meeting minutes, circulate, and inputs timeously.. Provide administrative support and engage with Management team members as and when required.. Provide accurate and verified information on enquiry from CEO’s Office, Management team meeting and Executive members.. Interacts with EXCO/ Management team members at the request of the Group Executive.. Coordinate and organise events such as workshops, strategy sessions; ad hoc visits, etc. as and when required.. Register suppliers and projects.. Manages the procurement of equipment and office suppliers according to office needs and policies and procedure.. Process expenses for meetings arranged and attended.. Follow-up on purchase orders and payments for the Group Executive’s office.. Prepare and facilitate Group Executive’s subscription to professional bodies and any other relevant structures in the Science field.. Input into preparation and co-ordination of the Group Executive’s budget.. Prepare sensitive and high-quality documentation, such as presentations; accurate reports and general correspondence on behalf of the Group Executive when necessary.. Process and maintain specialised and comprehensive records.. Quality assures and resolves discrepancies on all documentation for the Group Executive’s signature to ensure a high standard of outgoing documentation to clients and staff.. Receive and dispatch documentation and keep a register for in- and out-post.. Type, edit and compose correspondence, documents, spreadsheets and presentations as required.. Manage the Group Executive’s office in his/her absence.. Manage all queries and directs to appropriate problem solving.. Ensure that the office functions effectively on a day-to-day basis.. Provide accurate and verified information on enquiry by clients in general.. Assist in simple research tasks as and when needed.. Screen incoming calls and correspondence; responds independently on behalf of the Group Executive in their absence and re-direct when necessary.. Design and maintain an effective and systematic electronic and manual filing system to ensure proper maintenance of records and easy retrieval of documents.. Maintain a daily update of a fully functional filing system where documents and reference materials can be retrieved easily and timeously.. Provide photocopy; fax; courier services.. Keep an updated contact list.
Post-grad Diploma in Business Management
Bachelor of Commerce in Supply Chain Management
Matric
Discover other professionals with similar experience
Exceptional in organizing travel plans and managing executive diaries efficiently.
051 Branding and Design
Ensure smooth and efficient office operations, including scheduling, supply management, and vendor relations.. Supervise and manage office staff, including recruitment, training, performance evaluations, and addressing any issues.. Oversee and manage office budgets, track expenses, and ensure financial compliance.. Plan and coordinate office events, meetings, and conferences.. Office supplies inventory, order supplies, and ensure equipment is maintained.. Maintain accurate and organized records, implement and maintain filing systems, and ensure data security.. Develop, implement, and enforce office policies and procedures.. Handle internal and external communications, including phone calls, emails, and correspondence.. Address and resolve office-related issues and concerns.. Coordinate and prepare for management committee monthly meetings.. Draft meeting agendas and populate them with relevant material in advance, accurately capture minutes of the meeting and timeously circulate them for action/noting.. Effectively coordinate and manage the MD’s diary to ensure efficient use of time, including a proper brief and a provision of relevant materials for meetings.. Follow up on actions emanating from meetings on behalf of the MD.. Process & reconcile travel claims for the MD.. Coordinate both national and international travel arrangements of the MD, as and when required, and arrange flights, cars and accommodation accordingly.
Dr. Gina Capitani
Vivid Branding Solutions
Affinity Mobile
Business Enterprises at UP
Virgin Mobile
Kimollo Tours
