Cindy-Lee René de Vos
Project And Events Manager
Cape Town
Summary
Dynamic and detail-oriented professional with a proven track record in organizing and managing events from inception to completion. Expertise in strategic planning, budget control, and fostering strong vendor relationships ensures successful project execution. Creative thinker and quick learner, committed to promoting effective communication in diverse environments. Passionate about continuous learning and adapting to challenges, ready to contribute positively to a collaborative workplace.
Overview
16
16
years of professional experience
1
1
Language
Work History
Project & Events Manager
HEITSA (Higher Education Information Technology South Africa)
07.2022 - Current
- Project Management –
- Prepare and execute project plans.
- Manage deadlines and risks throughout the project lifecycle.
- Coordinate meetings, and prepare agendas and minutes.
- Identify and communicate with project stakeholders.
- Prepare and manage project budgets.
- Marketing and Public Relations
- Handle inquiries from participating institutions and other outside parties.
- Prepare communications catalogues for events and activities.
- Prepare communication content for review by the General Manager.
- Responsible for drafting articles for the newsletter.
- Provide input for annual calendar scheduling.
- Coordinate all required activities as per the project plan.
- Developed and executed risk management plans to anticipate and mitigate potential issues, ensuring seamless event progression.
- Analyzed event costs to identify areas of improvement and cost savings.
- Ensured targets were met for events within 10% of the budget
- Manage all vendor procurement frameworks.
- Create reports and news articles for capacity development.
- Managed administrative logistics of events planning, event booking, and event promotions.
- Established relationships with key stakeholders, fostering long-term partnerships for future collaborations.
- Coordinated large-scale conferences for industry professionals, resulting in increased networking opportunities.
- Streamlined event planning processes by implementing efficient project management strategies.
- Conducted post-event evaluations to identify areas for improvement and implement necessary changes in future planning efforts.
- Fostered strong relationships with sponsors, elevating caliber and financial support of events.
Coordinator
HEITSA (Higher Education Information Technology South Africa)
01.2020 - 06.2022
- Schedule meetings and ensure the attendance of key role players.
- I attended meetings, and prepared draft agendas and minutes.
- I attended events and arranged logistical requirements for meetings and events.
- Managed calendars, set appointments, and assisted with project schedules.
- Developed and executed a skills development training schedule attended by university IT staff members.
- Maintained distribution lists on the Microsoft portal and Vision 6 bulk mailing system
- Was responsible for website content and support.
- Was responsible for writing articles and coordinating articles from others for the newsletter.
- Coordinate contract management with outside suppliers.
- Make travel arrangements.
- Responsible for preparing input for the monthly management accounts, which outside accountants prepare.
- Responsible for ensuring that the general ledger accounts are posted correctly on the management accounts.
- Prepare monthly reports as required (e.g., cash flow and budget vs. actuals).
- Responsible for the sign-off of staff salary and leave control sheets.
- Prepare invoices and collect outstanding debt.
- Process payment of creditors.
- Responsible for preparing for the annual audit.
- Entered data, generated reports, and produced tracking documents.
- Enhanced operational workflows by maintaining well-organized documentation systems and updating records accurately as needed.
- Gathered and organized materials to support operations.
- Streamlined administrative processes, allowing for more efficient use of resources and better support for project teams.
Administrative Assistant
HEITSA (Higher Education Information Technology South Africa)
07.2017 - 12.2019
- Create and maintain operational templates.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Check the monthly management accounts prepared by accountants
- Prepare income vs. expenditure summaries for the events.
- Prepare a budget vs. Actuals monthly report.
- Prepare the cash flow monthly report.
- Assisted with annual audit preparation.
- Prepare the VAT reconciliation as required.
- Manage petty cash and update recon.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
Sourcing Assistant
Forecourt Equipment & Services
04.2016 - 07.2017
- Sourcing items for events, corporate gifting, and clients.
- Creating PowerPoint presentations for quotes.
- Creating Excel spreadsheets to calculate pricing for quoted items.
- Creating bulk mailers on Mailchimp.
- Generating purchase and sales orders on Pastel.
- Data capturing.
- Updating items on the company website when required.
- Basic image editing using GIMP, e.g., adding a logo to a product, removing a logo from a product, altering the color of a product.
- Contributed to a positive work environment with strong interpersonal skills and proactive teamwork attitude.
- Answered incoming phone calls to process requests, transfer calls, or relay messages to appropriate personnel.
- Strengthened client relationships through consistent follow-up communication and efficient problem resolution.
- Expedited project completion times due to the ability to multitask effectively under tight deadlines.
Reception
Astrapak Knilam Packaging
11.2015 - 03.2016
- Managed a multi-line switchboard.
- Handled general office work such as typing, record and file maintenance, document creation, mail distribution and reception.
- Filing
- Faxing
- Client Liaison.
- Placing stationery orders.
- Maintained a professional atmosphere in the reception area, creating a positive first impression for clients and visitors.
Administrative Assistant
Berco – Styler Designs
06.2015 - 10.2015
- Ensuring that delivery notes are completed.
- Monthly capturing of stock take.
- Invoicing and receipting in the accounting system.
- Customer liaison.
- Coordination of orders and deliveries.
- Email correspondence with customers.
- Capturing of delivery notes.
- Updating client contact details in the system.
- Binding price lists and related documentation.
- Supervised company driver.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
Receptionist
Servest Office Services
08.2013 - 04.2015
- Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.
- Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents.
- Compiling spreadsheets for reports and stats.
- Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
- Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
- Streamlined invoice processing to ensure timely payments and financial operations.
- Enhanced accuracy of record-keeping with diligent maintenance of logs and records.
- Supported company correspondence by drafting and distributing memos and emails.
Administrative clerk to Accountant and Club Manager
Metropolitan Golf Club
01.2011 - 03.2013
- Maintained multi-lined switchboard
- Maintained a professional office environment by ordering necessary supplies, managing inventory levels, and organizing workspaces.
- Booking management for the club.
- Assisted with the cash-ups of the club bar.
- Prepared floats for club bar staff.
- Preparing bank deposits.
- Replenishing the ATM on the club premises.
- Compiling spreadsheets for reports and stats.
- Entered data into system and updated customer contacts with information to keep records current.
- Website management.
- Created welcoming environment for customer by greeting and assisting, as well as quickly responding to customer inquiries and needs.
- Supported human resources initiatives with new employee onboarding, benefits administration, and recordkeeping tasks.
- Input data into spreadsheets and databases.
Sales Assistant
Riga Company (Waterfront stores: Gerard Darel & MaxMara)
05.2010 - 12.2010
- Handled customer inquiries, complaints, and returns professionally, ensuring a positive experience for all clients.
- Increased sales by building strong customer relationships and providing excellent service.
- Helped customers locate products and checked store system for merchandise at other sites.
- Assisted customers in making informed decisions by offering detailed product knowledge and comparisons.
- Managed inventory to ensure optimal stock levels, minimizing overstock and out-of-stock situations.
- Enhanced customer satisfaction with personalized product recommendations based on their needs and preferences.
Site Clerk to the quantity surveyor and site manager
Superway Construction
07.2009 - 04.2010
- Switchboard management.
- Entry-level H.R. Administration for site personnel.
- Supported efficient construction processes by coordinating deliveries and managing inventory onsite.
- Enhanced team communication by promptly distributing relevant information to stakeholders.
- Increased accuracy in project progress reports through diligent record-keeping of daily activities onsite.
- Facilitated smooth operations by providing administrative assistance to the site manager and other staff members.
- Reviewed files, records and other documents to obtain information to respond to requests.
- Compiled and analyzed data to produce reports.
- Kept office supplies well organized and sufficiently stocked, placing orders promptly to replenish materials before depleted.
Education
Complete Management Skills - Management
Short Course - Udemy
Online 04.2001 -
Microsoft Planner - The Complete Course - Project Planning
Short Course - Udemy
Online 04.2001 -
Advanced Project Management - Project Management
Short Course - Udemy
Online 04.2001 -
Short Course - Project Management Foundations
UCT - Get Smarter
Online06.2022
Short Course - Professional Communication & Office Management
UCT - Get Smarter
Online05.2014
Short Course - Public Relations Management
Cape Town University of Technology
Cape Town, South Africa11.2011
Certificate - Office Administration
I.T Business Campus
Cape Town, South Africa09.2008
International Diploma - Theatre Acting
Cape Academy of Dramatic Art
Cape Town, South Africa01.2006
High School - National Senior Certificate
Pinelands High School
Cape Town, South Africa01.2002
Skills
Proficient in Windows 365
References
Eldridge, van der Westhuizen, Data Analytics & Special Projects Manager, 082 829 8514
Interests
Photography, Reading, Arts & Crafts
Timeline
Project & Events Manager
HEITSA (Higher Education Information Technology South Africa)
07.2022 - Current
Coordinator
HEITSA (Higher Education Information Technology South Africa)
01.2020 - 06.2022
Administrative Assistant
HEITSA (Higher Education Information Technology South Africa)
07.2017 - 12.2019
Sourcing Assistant
Forecourt Equipment & Services
04.2016 - 07.2017
Reception
Astrapak Knilam Packaging
11.2015 - 03.2016
Administrative Assistant
Berco – Styler Designs
06.2015 - 10.2015
Receptionist
Servest Office Services
08.2013 - 04.2015
Administrative clerk to Accountant and Club Manager
Metropolitan Golf Club
01.2011 - 03.2013
Sales Assistant
Riga Company (Waterfront stores: Gerard Darel & MaxMara)
05.2010 - 12.2010
Site Clerk to the quantity surveyor and site manager
Superway Construction
07.2009 - 04.2010
Complete Management Skills - Management
Short Course - Udemy
04.2001 -
Microsoft Planner - The Complete Course - Project Planning
Short Course - Udemy
04.2001 -
Advanced Project Management - Project Management
Short Course - Udemy
04.2001 -
Short Course - Project Management Foundations
UCT - Get Smarter
Short Course - Professional Communication & Office Management
UCT - Get Smarter
Short Course - Public Relations Management
Cape Town University of Technology
Certificate - Office Administration
I.T Business Campus
International Diploma - Theatre Acting
Cape Academy of Dramatic Art
High School - National Senior Certificate
Pinelands High School
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