Summary
Overview
Work History
Education
Skills
<Enter your own>
Ethnic Group
References
Timeline
Generic
Ashley Lyall

Ashley Lyall

Executive Assistant To CEO
Cape Town

Summary

Experienced Executive Assistant with 18 years of experience. Specializing in C-suite business support, administration, and property operations. Skilled in strategic thinking and forward planning to drive business targets and enhance company performance. Excellent communication skills and results-focused mindset for bottom line gains.

Ensure the CEO's life runs smoothly and operations are streamlined.

Overview

20
20
years of professional experience
5
5
years of post-secondary education
2
2
Languages

Work History

Senior Executive Assistant to CEO and International Administrator

Skybound Capital
09.2016 - Current
  • Organizing the daily schedule for the Director to ensure the most effective use of time. Ensure all internal and external meeting requirements are met.
  • Provide administrative support to the Director, including travel, diary and email management, meeting coordination, advice on conflicting events, and carry out multiple rescheduling as necessary.
  • Taking clear and concise messages and passing them on to the relevant parties in a timely manner.
  • Sort, prioritize, and, where possible, delegate and distribute the Director's incoming mail in a timely manner, ensuring that urgent matters are dealt with in his absence.
  • To deliver a comprehensive secretarial service to the Director through the typing of letters, memos, reports, and presentations. Ensuring the smooth day-to-day running of the Directors' schedule.
  • Sort, prioritize, and draft internal and external correspondence.
  • Develop and maintain office systems, including email, and other electronic monitoring and filing.
  • Schedule meetings, including regular team meetings, and provide administrative support to meetings (organize attendees, venues, and relevant catering requirements).
  • Prepare agendas and papers for circulation.
  • Customer service – both internal and external customers, and stakeholders. Managing client expectations, recognizing and responding to opportunities to proactively meet the client's needs, and being able to be diplomatic and discreet in dealings.
  • Establish and sustain positive working relationships with people at all levels, including internal and external clients.
  • Answering incoming telephone calls for the International Department and the Director, assisting with client inquiries where possible.
  • Handling of expense claims for the Director.
  • Complete ad hoc project, research, and presentation work, and other relevant initiatives.
  • Balancing client accounts monthly.
  • Compiling client statements and monthly presentations. Quarterly reports.
  • Corresponding with the International Trust Company and international banks daily.
  • Help clients in opening offshore bank accounts, companies, trusts, and other structures.
  • Assisting with client accounts by arranging payments, VISA cards, and dealing.
  • Client portfolio reconciliation.
  • Update management reports (new business and terminations).
  • Communication involves dealing with client queries and broker calls.
  • Preparing, reviewing, and providing ad-hoc reports to clients, brokers, and intermediaries.
  • Overseeing the setting up of all new accounts, inclusive of fee structures and commissions.
  • Managing monthly dealings and monthly reporting.
  • Balancing all investment accounts monthly, including interest, dividends, bank charges, and corporate actions.
  • Following up on new business.
  • Managed complex calendar scheduling with focus on proper allocation of executive availability.
  • Prepared meeting agendas and briefing papers for members of board of directors and executive team.
  • Screened calls and emails and responded accordingly to support executive correspondence.

Property Consultant - Sales and Rentals

Stonehurst Properties
01.2015 - 09.2016
  • Data management and capturing, CRM system.
  • Present purchase offers to sellers for consideration.
  • Act as an intermediary in negotiations between buyers and sellers, generally representing one or the other.
  • Advise clients on market conditions, prices, mortgages, legal requirements, and related matters.
  • Promote sales of properties through advertisements, open houses, and participation in multiple listing services.
  • Accompany buyers during visits to and inspections of property, advising them on the suitability and value of the homes they are visiting.
  • Prepare documents such as representation contracts, purchase agreements, and leases.
  • Confer with escrow companies, lenders, home inspectors, and pest control operators to ensure that the terms and conditions of purchase agreements are met before closing dates.
  • Coordinate property closings, oversee the signing of documents, and disbursement of funds.
  • Review property listings, trade journals, and relevant literature, and attend conventions, seminars, and staff, and association meetings to remain knowledgeable about real estate markets.
  • Investigate clients' financial and credit status to determine eligibility for financing.
  • Develop networks of attorneys, mortgage lenders, and contractors to whom clients may be referred.
  • Inspect the condition of the premises, and arrange for necessary maintenance, or notify the owners of maintenance needs.
  • Rent or lease properties on behalf of clients.

Founder and Senior Executive Personal Assistant Services

My PA
06.2011 - 09.2016
  • Provide full administration, personal assistant, and business support services.
  • Organize all international and local travel. (Including flights, accommodation, car hire, appointments, currency, visa applications, etc.)
  • Recruit staff, and organize staff training and professional development initiatives to boost morale and retention levels for executives.
  • Provide private, property and lifestyle management for HNWI, celebrities and international sportsmen.
  • Prepare well-researched and accurate documents to efficiently handle daily office tasks.
  • Building a robust network of suppliers and service providers, with a focus on attentive cost control, quality management, and increasing leverage to prioritize optimal efficiency.

Executive Personal Assistant to CEO and Corporate Communications Officer

CTE Investments
06.2011 - 04.2013
  • Provided high-level secretarial and administrative support to the CEO and C-level executives.
  • Diligently prepared all correspondence, documents, presentations, conducted research, organized data, and generated reports.
  • Methodically managed schedules for C-level executives and CEOs by tracking details, maintaining appointment schedules, boardroom bookings, and EXCO meetings.
  • Ensured the smooth operations of the head office by managing all office-related issues, suppliers, and staff.
  • Managed the procurement for office furniture and related accessories for facilities/projects; managed lease contracts for all company office space to enable an uninterrupted flow of operations in sync with corporate objectives.
  • Organized and facilitated the company/CEO's personal events, such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc.
  • Developed strategic plans for the Corporate Communications department, to achieve the vision of the company and inspired the staff to commit to this vision. Researched, developed, and implemented Corporate Communications Policy.

Senior Executive Assistant to CEO and Office Manager

Skybound Capital
01.2007 - 05.2011
  • Provided administrative and business support to the CEO, and supported other members of the executive management team.
  • Arranged complex international travel and prepared detailed travel itineraries (the CEO traveled 260 days of the year), which include flights, accommodation, car hire, appointments, currency, visa applications, etc.
  • Coordinated and set up high-level conference calls, board meetings, management meetings, and travel arrangements for top executives. Maintained the CEO's calendar, compiled board packs, and sat in on all board meetings, taking minutes.
  • Negotiated favorable terms and pricing agreements with hotels, vendors, caterers, and other providers for travel and for events, helping create huge cost-effective savings for the company.
  • Improved office efficiency by implementing a filing system, and introducing electronic cloud sharing and backup systems. Devising and maintaining office systems, including disaster recovery manuals, insurance, IT systems, etc.
  • Conducted extensive internet research on competitors and potential acquisitions, reporting findings to the CEO.
  • Enhanced communication throughout the company with the CEO, fostering a sense of teamwork and collaboration. Acted as a liaison and maintained open lines of communication among senior executives, board members, shareholders, middle management, and administrative staff from offices in Cape Town, PE, Durban, China, London, Mauritius, and Hong Kong.
  • Planned and coordinated PR initiatives, business development events, team building, social birthday celebrations, and successful goal deliverables celebrations.
  • Answered a high volume of incoming calls and in-person inquiries from clients and colleagues; treated each person with respect, and provided information and referrals.
  • I wrote correspondence, proofed, and edited press releases and other documents to ensure accuracy.
  • Art collection management.
  • Built trusting and confidential relationships with CEOs' clients and networks globally.
  • Liaised with the company's outsourced design team to create all corporate identity documentation, brochures, fund fact sheets, mandates, logos, corporate gifts, and all other marketing documents.
  • I interacted and liaised with high-profile clients, assisted with their confidential portfolios and regular follow-up calls, arranged birthday presents for clients, and managed all other client relations on behalf of the CEO.
  • Managed cleaning staff and all outsourced companies used throughout the office; monitored services provided, and made sure all were complying with the high standards of the office, efficient, and cost-effective.
  • Supervised activities of household staff—cleaners, gardeners, nannies, and helped with shopping.
  • Processed monthly cash wages for staff, payments to service providers, and reconciliation of personal expenses.
  • Effective vehicle management: traffic fines, licensing, purchasing of vehicles, and tracker maintenance.
  • Managed credit cards for London, the USA, China, Mauritius, and South Africa.
  • Efficiently acquired visas and passport renewals for the UK, China, the USA, Schengen, and Mauritius work permits.
  • Helped with the CEO's six children (CPT and UK) with flights, cars, schools, and sports activities.
  • Oversaw 12 properties, including all maintenance, rental agents, service providers, and staff.
  • Organized and executed all events at the CEO's home, as well as sourced and employed outsourced event companies to assist with the events, and supervised them.

Marketing Assistant and Office Manager

Areté Group
12.2005 - 12.2006
  • Provided support to the marketing manager and executives on projects directed at maximizing company profits and developing sales strategies or marketing campaigns.
  • Maintained calendars and scheduled meetings for executives.
  • Productively assessed needs, generated options, and implemented solutions to ascertain that all aspects of office management are covered properly, and run smoothly.
  • Implemented the office health and safety procedures.
  • Organized meeting rooms.
  • Coordinated any office maintenance work.
  • Organized the duties and workloads of junior administrative staff.
  • Handled accounts payable and receivable, prepared bank deposits, controlled inventory, and maintained equipment and technology.
  • Coordinated and set up high-level conference calls, board and management meetings, special events, and travel arrangements for top executives.
  • Kept accurate records of staff holidays and sicknesses.
  • Dealt with the recruitment of new staff, including their training and induction.
  • Organized the office layout and maintained supplies of stationery and equipment.
  • Implemented and promoted equality and diversity policies.
  • Accountable for office petty cash, and all service providers.
  • Provided superior administrative support to the CEO, including correspondence, legal documents, financial management, events/logistics coordination, communications, policy compliance, and problem resolution.

Education

Certificate in Public Relations - Marketing, Business Management, Media Studies, Communication Science, English, Computers

Varsity College (Gardens)
Cape Town, South Africa
04.2005 - 11.2005

Matriculation with Exemption - English, Afrikaans, Mathematics, Accounting, Computer Studies, Geography

Bergvliet High School
Cape Town
01.2000 - 11.2004

Skills

    Effective time management

    Effective communication

    Data management and analysis

    Meticulous attention to detail

    Proficient in troubleshooting challenges

    Effective decision-making

    Independent decision-making

    Sensitive information protection

    Prioritization and scheduling expertise

    Analytical problem resolution

    Skilled in prioritizing responsibilities

    Flexible in dynamic environments

<Enter your own>

Available within 30 days

South African

Driving License - SA Code B

First Aid Course

Ethnic Group

White

References

Relevant written references are available on request.

Timeline

Senior Executive Assistant to CEO and International Administrator

Skybound Capital
09.2016 - Current

Property Consultant - Sales and Rentals

Stonehurst Properties
01.2015 - 09.2016

Founder and Senior Executive Personal Assistant Services

My PA
06.2011 - 09.2016

Executive Personal Assistant to CEO and Corporate Communications Officer

CTE Investments
06.2011 - 04.2013

Senior Executive Assistant to CEO and Office Manager

Skybound Capital
01.2007 - 05.2011

Marketing Assistant and Office Manager

Areté Group
12.2005 - 12.2006

Certificate in Public Relations - Marketing, Business Management, Media Studies, Communication Science, English, Computers

Varsity College (Gardens)
04.2005 - 11.2005

Matriculation with Exemption - English, Afrikaans, Mathematics, Accounting, Computer Studies, Geography

Bergvliet High School
01.2000 - 11.2004

Similar Profiles

CREATE PROFILE
Ashley LyallExecutive Assistant To CEO