Adele Wilkie
Executive / Personal Assistant And Administrator
Johannesburg
Summary
Devoted Executive, Personal Assistant and Administrator adept at effectively completing complex tasks. Engaging with Management, staff and clients by being well informed, professional and with a supportive attitude. Producing proactive work of a high standard. Proven history of efficiency, accuracy and detail-oriented work.
Previously worked across time zones.
Overview
2
2
Languages
Work History
Personal and Financial Assistant
Astral Operations Ltd
- Company Overview: Agriculture and Manufacturing
- Handling confidential information and documentation;
- Minute compilation and distribution;
- Diary management and scheduling appointments; Screening telephone calls and providing assistance before redirecting;
- Travel arrangements;
- Liaising with internal departments;
- Organizing meetings, refreshments, boardrooms, events and meeting packs;
- Preparing documentation, memos and presentations;
- Maintaining a Capital Expenditure Schedule;
- Compiling and distribution of Monthly Financial and KPI Reports;
- Compiling and distribution of Quarterly and Annual Budget Reports. Adhering to strict deadlines;
- Minimized financial discrepancies, resulting in increased efficiency and accuracy in financial reporting;
- Collaborated with the accounting team to ensure accurate financial reporting and analysis;
- Increased financial accuracy by diligently maintaining records in digital and hard copy;
- Assisted with preparation of monthly financial statements and reports to inform management;
- Managed office inventory and ordered new supplies when items were running low;
- Pitched in to assist with additional tasks;
- Generated reports for budgeting, forecasting and financial analysis to track results against target profit margins;
Executive Assistant to the General Manager
Amadeus IT Group
- Company Overview: Aviation Information Technology and Services
- Enhanced executive''s productivity by effectively managing calendars, scheduling meetings, and handling correspondence;
- Screened phone calls, emails, mail and visitors to route and resolve information requests;
- Drafted and prepared meeting agendas and minutes for Senior Management meetings.
- Provided administrative assistance during periods of increased workload or staff absences, maintaining consistent levels of productivity across all tasks at hand;
- Planned logistics for off-site meetings by contracting for meeting space and ordering catering;
- Maintained confidentiality when dealing with sensitive information, earning trust from executives and colleagues alike;
- Conducted research on various topics as needed to support informed decision-making by the General Manager;
- Assisted in the preparation of various reports and presentations with accuracy and attention to detail;
- Streamlined communication between departments for improved collaboration and decision making;
- Served as a gatekeeper for the General Manager''s office by prioritizing incoming requests while exercising sound judgment in delegating tasks when appropriate;
- Answered high volume of phone calls and email inquiries;
- Processed travel expenses and reimbursements for GM;
- Updated spreadsheets to track, analyze, and report on progress of projects;
- Took notes and dictation at meetings.
- Worked with senior management to initiate new projects and assist in various processes.
Volunteered to help with special projects of varying degrees of complexity. - International and domestic travel arrangements for GM and SMT;
- Tracking client meetings and scheduling follow-ups for GM;
- GM’s Credit Card Reconciliations;
- SAP - expense submissions for GM;
- GM’s preparations for meetings;
- Preparation of minutes, agenda's and action lists;
- Tracking action list items;
- Travel arrangements for international clients and staff;
- Event management;
- Project Management together with GM and Financial Manager;
- Training of staff on SAP expenses module;
- Assistance to the SMT when required;
- Office champion for the testing of a new travel platform;
Executive Assistant to Director for Africa, Vice President and 2 Senior Associates
The Carlyle Group
- Company Overview: Private Equity
- Managed executives' calendar, scheduling meetings and appointments and coordinating travel arrangements to optimize time;
- Screening telephone calls and providing assistance before redirecting;
- Handled confidential and sensitive information with discretion and tact. Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed;
- Used advanced software to prepare documents, reports, and presentations;
- Answered high volume of phone calls and email inquiries;
- Updated CRM databases to track, analyze, and report on sales data. Developed strong relationships with vendors;
- Coordinated international travel arrangements, ensuring seamless logistics for executives attending global conferences;
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for CEO and Director for Africa;
- Event management; Arranging Meetings, Accommodation, Chauffeur service, Press Interactions, Business Dinners etc;
- Filed paperwork and organized computer-based information;
- Visa applications and expense claims for Director, Vice-President and Senior Associates;
- Mobility reports for the Director, Vice President and Senior Associates for the Washington Head Office;
- Social Responsibility Projects on behalf of the Carlyle Group in South Africa.
Operations Manager, Portfolio Manager and Executive Assistant
Sigma Group
- Company Overview: Property Investment & Real Estate Development
- Managed team of Portfolio Managers, Estate Managers and Administrative Staff – 10 Staff reports: Weekly staff meetings; mentoring; allocation of duties;
- Directed initiatives to improve work environment and company culture;
- Trained and guided team members to maintain high productivity and performance;
- Handled problematic customers and clients to assist reporting staff members and maintain excellent customer service;
- Tracked employee attendance and punctuality, addressing repeat problems quickly to prevent long-term habits;
- Managing own Portfolio of 4 Estates:
- Preparation of Estates Management Accounts on Pastel;
- Preparation and distribution of Invoices to owners and renters for each Estate;
- Arrears letters to owners and renters;
- Developed and implemented strategies to maximize customer satisfaction; Enhanced customer satisfaction by establishing clear communication channels and addressing concerns promptly;
- Created and distributed Estates complaint letters and fine letters to owners and renters;
- Calculation and payment of Estates staff salaries;
- Management of Estates staffs leave;
- Reduced financial inconsistencies while assessing and verifying billing invoices and expense reports;
- Management of costs and payments of Estates Expenses;
- Daily reconciliation of the bank accounts per Estate;
- Attendance of Home Owners Association and Management Committee meetings;
- Fostered strong relationships with clients by regularly updating them on portfolio progress and market changes;
- Provided professional administrative support during meetings, including agenda preparation and minute-taking duties;
- Handled confidential and sensitive information with discretion and tact.
Executive Assistant and Operations Manager
New Beginnings Montessori School cc
- Company Overview: Education
- Executive Assistant to the Principle/Owner;
- Managed Principals calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time;
- Answered high volume of phone calls and email inquiries; screening telephone calls and providing assistance;
- Principals personal expense management and payments;
- Reconciliation of Principals bank accounts;
- Enhanced executive productivity by managing email correspondence and prioritizing critical issue;
- Tracked employee attendance and punctuality;
- Reconciliations of company bank accounts;
- Company Debtors and Creditors;
- Company Management Accounts;
- Handled payroll processing tasks accurately while maintaining strict adherence to deadlines for timely payments;
- Payment of company expenses;
- Used QuickBooks to produce monthly fee invoices, reports, and other deliverables;
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly;
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standard;
- Salary increase calculations and discussions with staff;
- Labour Law interactions; Issue resolution meetings;
- Championed safety protocols to maintain a secure working environment, reducing workplace accidents significantly;Coordinated events;
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destination and person;
- Oversaw facility maintenance, ensuring optimal functionality of equipment and infrastructure at all times;
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations;
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company;
- Managing new pupil intake application process and parent meetings;
- Pupil safety;
- Edited pupil school reports on behalf of Principal and teachers. Distribution of reports to parents.
Executive Assistant and Administrator
Domsta cc
- Company Overview: FMCG
- Executive Assistant to the MD and Business Partner;
- Administrator (for Southern Africa);
- Client Liaison;
- Business and Client Research;
- Attendance of business development meetings;
- Handled confidential and sensitive information with discretion and tact.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed;
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
Executive Assistant to MD, FD and Marketing Director
NComm. Trading (Pty) Ltd
- Company Overview: Fast Movable Consumable Goods
- Executive Assistant to MD, FD and Marketing Director;
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Screening telephone calls and providing assistance before redirecting;
- Handled confidential and sensitive information with discretion and tact.
- Organizing events, travel arrangements and coordinating accommodations for clients of FD's husband's company;
- Supported business and hospitality needs of corporate partners and staff during meetings and company events;
- Served as a liaison between departments to facilitate effective communication throughout the company;
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Used advanced software to prepare documents, reports, and presentations;
- Administration on Pastel;
- Processed travel expenses and reimbursements for executive team and senior management group.
- National Logistics of stock movement and transport;
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations;
- Negotiation of Service Level Agreements with suppliers and contractors.
Executive Assistant to CEO. Manager Strategy Area
Nedbank (Taquanta Financial Services)
- Company Overview: BBBEE
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time;
- Handled confidential and sensitive information with discretion and tact;
- Position required me to travel to attend meetings – MANCO Team Member;
- Management of Advertising & Marketing Budget on behalf of the CEO;
- Liaison person for the BBBEE partners;
- Served as a liaison between departments to facilitate effective communication throughout the company;
- Prepared and edited presentations on behalf of CEO for both internal meetings and external conferences;
- Organized and coordinated monthly MANCO meetings;
- Collation and distribution of meeting packs and board packs;
- Presentations at MANCO meetings;
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties;
- Client and stakeholder event management - lunches, dinners, product launches, golf days, press events;
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace;
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth;
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed;
- Processed travel expenses and reimbursements for CEO;
- Project Management – Building of a New Brand and Financial Services business entity;
- Website - content collation and editing;
- Collaborated on special projects to improve overall business operations within the organization efficiently;
- Used advanced software to prepare documents, reports, and presentations;
- Facilitated onboarding of new employee, ensuring smooth transition into company culture and workflow.
Corporate Treasury Dealer - Domestic Markets
Nedbank
- Company Overview: Investment Banking
- Management of own portfolio of corporate domestic market clients;
- Meeting of agreed NII targets;
- Liquidity Funding for short positions;
- Interest rate setting in line with market trends & the bank’s liquidity position;
- Sound understanding of world events and economics and how this affects the market trends;
- Lending of surplus/allocated funds via short/long term & structured loans;
- Client service;
- Client entertainment;
- New business development;
- FOREX;
- Assisted in the training of new dealers, sharing expertise and procedures for an efficient onboarding process.
Office Administrator and PA
Fairheads Trust
- Company Overview: Trust Administrators
- Financial market administration;
- Month-end system financial calculations and reporting on client deposit account interest;
- Distribution of client Statements;
- Discrepancy resolution;
- Inter-bank liaison;
- PA duties for the Money Market Manager;
- Handled sensitive information with discretion, maintaining confidentiality of client records.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence;
- Bank reconciliations;
Personal Assistant, Administrator and Marketer
Santambank
- Company Overview: Banking
- PA to Money Market Manager and Treasury Dealers;
- Typing duties;
- Banking of funds;
- Screening of telephone calls;
- Administration - Money Market;
- Financial contract calculations - back office;
- Marketer to clients on banking products;
- Client services;
- Explanation of contracts to clients;
- Signature of contracts with clients;
- Banking exams;
- Contributed to a positive work environment through professional demeanor and strong interpersonal skills.
Education
ACI Financial Markets Certification - Financial Markets Instruments
ACI Financial Markets Association
FranceBachelor of Commerce (B.Com) - Accounting and Business Management
Stellenbosch University & UNISA
Cape Town, South AfricaFoundation in Management Certificate - Business Studies
Nedcor Olwazini Training Centre
National Secretarial Certificate - undefined
CPUT
Grade 12 - University Exemption
Thornton High School
Skills
- Professional Phone Communication
- Typing Accuracy
- Financial Acumen
- Administrative Support
- Office Administration
- Client Relationship Management
- Travel Coordination
- Proficient in MS Outlook
- Microsoft Word Proficiency
- Microsoft Excel Proficiency
- Proficient in MS PowerPoint
- Microsoft Project Management
- Microsoft Outlook Expertise
- Expense Management Using SAP
- Pastel Medium Proficiency
- Internal Treasury Systems
- Experience with CRM Tools
- LinkedIn Proficiency
- Telegram Messaging Skills
- Social Media Management
- Zangi Application Skills
- Spike Management
- Pinterest Content Creation
- WhatsApp Communication
- Experienced with Skype Communication
- Skilled in Zoom Meetings
- Microsoft Teams Collaboration Skills
- Event Coordination
- Stakeholder Engagement Expertise
- Independent Work
- Collaborative Teamwork
- Virtual Work Experience
- Effective Decision Making
- Ability to Perform Under Stress
- Time Management Expertise
- Bank reconciliation
- Customer service
- Bookkeeping expertise
- Relationship building
- Expense tracking
- SAP
- Report writing expertise
- QuickBooks experience
- Financial record keeping
- Staff coordination
- Invoice management
- Coaching and training
- Deadline awareness
- Interpersonal and verbal communication
- Problem-solving abilities
- Bill payment and recordkeeping
- Multitasking Abilities
Coursework
- MS Office Courses – Word, Excel, PowerPoint, Project Management
- Introduction to SA Labour Law
- In-house built dealing systems courses
- FICA and FAIS
- Amadeus travel platform
- In house Training PASTEL
- In house Training SAP
Timeline
Foundation in Management Certificate - Business Studies
Nedcor Olwazini Training Centre
National Secretarial Certificate - undefined
CPUT
Personal and Financial Assistant
Astral Operations Ltd
Executive Assistant to the General Manager
Amadeus IT Group
Executive Assistant to Director for Africa, Vice President and 2 Senior Associates
The Carlyle Group
Operations Manager, Portfolio Manager and Executive Assistant
Sigma Group
Executive Assistant and Operations Manager
New Beginnings Montessori School cc
Executive Assistant and Administrator
Domsta cc
Executive Assistant to MD, FD and Marketing Director
NComm. Trading (Pty) Ltd
Executive Assistant to CEO. Manager Strategy Area
Nedbank (Taquanta Financial Services)
Corporate Treasury Dealer - Domestic Markets
Nedbank
Office Administrator and PA
Fairheads Trust
Personal Assistant, Administrator and Marketer
Santambank
ACI Financial Markets Certification - Financial Markets Instruments
ACI Financial Markets Association
Bachelor of Commerce (B.Com) - Accounting and Business Management
Stellenbosch University & UNISA
Grade 12 - University Exemption
Thornton High School
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