Colette Mallaby
Administration Manager
Hout Bay
Summary
Highly experienced Executive Personal Assistant with over 20 years of proven expertise supporting C-level executives across a range of industries including media, entertainment, property, and events. Skilled in managing complex schedules, travel coordination, legal documentation, and confidential personal affairs. Recognized for strong attention to detail, exceptional organizational skills, and the ability to thrive under pressure while maintaining the highest levels of discretion and professionalism.
Overview
27
27
years of professional experience
1990
1990
years of post-secondary education
Work History
Business Administration Manager
Life Products (Pty) Ltd
01.2020 - Current
- As a key team member in a small enterprise, I am actively involved in all operational aspects of the business. My primary responsibility is to ensure the efficient functioning of the office, optimal stock availability, and seamless administrative support.
- Prepare and deliver weekly and monthly sales reports for the Business Director.
- Compile and track sales performance reports for the sales team, ensuring targets are consistently monitored and achieved.
- Oversee end-to-end stock management across all product ranges.
- Place orders with manufacturers in accordance with lead times and minimum order quantities (MOQs).
- Monitor stock levels and implement promotional strategies to optimize sales prior to product expiry.
- Conduct regular weekly and monthly stock counts, ensuring accuracy and accountability.
- Develop annual stock forecasts, broken down into quarterly targets.
- Complete and submit tender applications for government contracts.
- Manage inventory levels related to government contracts to ensure timely fulfilment of orders.
- Oversee order processing and returns in collaboration with the sales team.
- Manage customer correspondence, ensuring prompt and professional communication.
- Maintain and update the customer database for accuracy and marketing purposes.
- Coordinate procurement and inventory of marketing materials, ensuring timely reprints and availability.
- Support the organization and setup of company expos and promotional events.
Executive Personal Assistant
Reed Exhibitions (Pty) Ltd
10.2017 - 06.2019
- Provide comprehensive executive and personal support to the Managing Director.
- Screen all calls and correspondence related to MD and company events.
- Manage budgeting and procurement of goods and services.
- Coordinate meetings, catering, and minute-taking.
- Arrange international and domestic travel and manage visa applications.
- Handle all personal subscriptions, prescriptions, and license renewals.
- Oversee household affairs in coordination with property managers.
- Process and reconcile petty cash and personal payments.
- Draft legal documents, tenders, proposals, and presentations.
Executive Personal Assistant to Chairman
SAMPRA
04.2011 - 06.2017
- Provided high-level administrative support and managed sensitive legal documentation.
- Prepared meeting agendas and materials to ensure productive discussions during board meetings or executive sessions.
- Oversaw office management tasks, including supply inventory, facilities maintenance, and vendor relations.
- Liaised with internal departments and external partners, fostering strong professional relationships.
Executive Personal Assistant to CEO
Sony Music Entertainment Africa (Pty) Ltd
08.2009 - 03.2011
- Managed CEO’s diary and international travel arrangements.
- Produced presentations and meeting documentation.
- Handled confidential information and office administrative tasks.
- Facilitated effective communication between executives and their direct reports through timely correspondence management.
- Provided exceptional customer service when interacting with clients or vendors on behalf of the executive team.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
PA to Human Capital Executives (Temp)
UCS Solutions (Pty) Ltd
02.2009 - 06.2009
- Supported three HR executives with travel, scheduling, and training logistics.
- Handled contractor employment documentation and personal errands.
- Aided executive in personal tasks such as scheduling appointments or running errands when needed.
PA to National Sales Managers (Temp)
Avroy Shlain Cosmetics
09.2008 - 02.2009
- Assisted in daily coordination for sales team.
- Managed diaries, expense claims, and travel arrangements.
- Contributed to a positive work environment through professional demeanor and strong interpersonal skills.
- Maintained appropriate filing of personal and professional documentation.
Second PA to Chairman & Directors (Temp)
Spanjaard Limited
08.2008 - 09.2008
- Diary and travel planning.
- Dictaphone typing and processing purchase orders.
Paralegal
Schwellnus Inc
02.2007 - 06.2008
- Handled property transfers from instruction to registration.
- Liaised with municipalities, managing agents, and deeds office.
- Managed final account calculations and legal clearances.
Executive Personal Assistant
Bezuidenhout Van Zyl and Associates
07.2005 - 06.2006
- Supported legal team with conveyancing, bond cancellations, and client documentation.
Conveyancing Administrator
Pam Golding Properties – Gauteng
08.2003 - 06.2005
- Commission calculations, queries and payments.
- Validation of Offers to Purchase and following up on FICA documentation.
- Liaising with Agents, Clients and Attorneys to ensure the transfer process ran smoothly.
- Generation of management reports (monthly and adhoc).
Executive PA / Office Admin Manager
Dogon Group Properties (Pty) Ltd
10.2002 - 06.2003
- Compiling correspondence for Director and Sales Agents.
- Creation of internal procedures and systems.
- Training and supervising all admin staff.
- Creating and maintaining property portfolios (brochures and website).
- Processing transfers, managing deadlines and FICA documentation.
- Liaising with Attorneys, Purchasers, Sellers and Agents throughout the transfer process.
- Processing of commissions and compiling of commission reports.
- General office management administration – petty cash and account payments.
Personal Assistant to Branch Manager
Pam Golding Properties – Cape Town
05.2000 - 09.2002
- Compiling correspondence for Director and Sales Agents.
- Compiling and submitting weekly adverts to Head Office.
- Following up on sales and managing deadlines.
- Liaison with Sellers, Purchasers and Attorneys.
- Compiling commission reports and ensuring commissions were paid on time.
- General administration.
Public Relations Assistant
Riana Greenblo Communications
06.1998 - 11.1999
- Coordinated PR campaigns and media relations.
- Drafted releases and managed event logistics.
- Monitored industry trends and news coverage proactively to identify opportunities for client positioning or thought leadership placement.
- Supported event planning efforts by coordinating logistics, creating promotional materials, and managing attendee lists.
Education
Grade 12 -
West Ridge High School
Ghost Convey Training Course - undefined
Korbitec
Junior Conveyancing Typists Course - undefined
The Association of Pretoria Attorneys
Access Bars Practitioner Course - undefined
Thrive (Access Consciousness)
Holistic Massage Course - undefined
Healing Hands
Skills
- Executive Support & Diary Management
- Domestic & International Travel Coordination
- Event Planning & Meeting Coordination
- Legal & Confidential Document Handling
- Office & Household Administration
- Financial Administration & Budgeting
- Property & Conveyancing Processes
- Communication & Interpersonal Skills
- MS Office Suite Google Workspace SAP
Timeline
Business Administration Manager
Life Products (Pty) Ltd
01.2020 - Current
Executive Personal Assistant
Reed Exhibitions (Pty) Ltd
10.2017 - 06.2019
Executive Personal Assistant to Chairman
SAMPRA
04.2011 - 06.2017
Executive Personal Assistant to CEO
Sony Music Entertainment Africa (Pty) Ltd
08.2009 - 03.2011
PA to Human Capital Executives (Temp)
UCS Solutions (Pty) Ltd
02.2009 - 06.2009
PA to National Sales Managers (Temp)
Avroy Shlain Cosmetics
09.2008 - 02.2009
Second PA to Chairman & Directors (Temp)
Spanjaard Limited
08.2008 - 09.2008
Paralegal
Schwellnus Inc
02.2007 - 06.2008
Executive Personal Assistant
Bezuidenhout Van Zyl and Associates
07.2005 - 06.2006
Conveyancing Administrator
Pam Golding Properties – Gauteng
08.2003 - 06.2005
Executive PA / Office Admin Manager
Dogon Group Properties (Pty) Ltd
10.2002 - 06.2003
Personal Assistant to Branch Manager
Pam Golding Properties – Cape Town
05.2000 - 09.2002
Public Relations Assistant
Riana Greenblo Communications
06.1998 - 11.1999
Ghost Convey Training Course - undefined
Korbitec
Junior Conveyancing Typists Course - undefined
The Association of Pretoria Attorneys
Access Bars Practitioner Course - undefined
Thrive (Access Consciousness)
Holistic Massage Course - undefined
Healing Hands
Grade 12 -
West Ridge High School
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