Faiza Bardien
Event Management, Executive Assistant, Office Manager
Cape Town
Summary
With extensive networking experience and the privilege of collaborating with top executives, I have established myself as the go-to person across various levels of the organization. I am proactive in identifying and addressing critical areas, ranging from enhancing staff morale to optimizing meeting spaces for video conferencing and developing efficient booking systems that serve everyone. My strong commitment to confidentiality and trustworthiness has earned my respect from both peers and executives alike. I have successfully completed and supported numerous initiatives, including CSI projects and leading the culture club to facilitate various social events. Additionally, I have played a key role in cost-saving initiatives and managing budgets for the organization, showcasing my strategic insight and commitment to operational excellence.
Overview
30
30
years of professional experience
Work History
Project Administrator & Event Manager
Secret Society Event Management
10.2020 - 12.2023
- Gathering information about the client’s objectives, budget and preferences
- Providing advice about food and beverage menus, decor and entertainment
- Managing calendar and diaries
- Creating schedules of all activities for staff to follow during events
- Communicating with all vendors and suppliers before, during and after the event
- Managing the budget to ensure the event doesn’t cost more than originally planned
- Handling problems that arise to help the event go off smoothly
- Establishing and maintaining relationships with vendors and venues
- Planning event details and aspects, including order of events, seating, dining and guests, traveling arrangements, gifting and team building
- Creating reliable financial reports and collecting payments on time
- Remaining under budget with all costs
- Managing events and addressing potential problems that may arise
- Planning for potential scenarios that could impact the integrity of the event
- Maintaining a working knowledge of the complex needs of a wide variety of events
- Overseeing servers, kitchen staff, cleaning crews and other workers who will set up for, work during or clean up after the event
- Ensuring that events comply with insurance, health and safety standards
- Listening attentively to customer requests and keeping records of these requests
- Managing and budgeting customer finances
- Selecting an appropriate venue suitable for the type of event
- Having good knowledge of geographic locations and their main attractions
- Organizing audiovisual equipment in advance
- Coordinating hotels, transportation and food
- Attending and monitoring activities to ensure client satisfaction
- Reviewing bills and approving payments
- Skill: Exceptional oral and written communication skills for dealing with clients, vendors and staff
- Strong organizational and planning skills to coordinate the actions of multiple parties
- Creative thinking skills to design events that fit the visions of the clients
- Multitasking ability necessary to move from one task to another at a fast pace
- Basic accounting skills to track spending and stick to a budget
- Knowledge of risk management to identify potential legal liabilities and take steps to mitigate them
- Good networking skills to build relationships with vendors and suppliers and attract new customers.
Project Administrator/HR Support Administrator/Office Manager
Equisoft (Pty) Ltd - South Africa Office
7 2019 - 02.2024
- Providing general and operational administration to ensure the South African office is operating/supported at maximum efficiency to enhance service delivery
- All travel arrangements including applications for passports, international visas, car hire, accommodation, transfers, international roaming facilities, foreign currency allowances etc for a staff compliment of 25 travellers
- Ensuring financial administration and control by providing support to the Department including the preparation of capital and operating estimates, expenditure and payment control
- Managing the South African office’s assets and inventory
- Providing support in respect of Service Delivery and Organisational Performance Management (OPM)
- Onboarding sessions with new staff members and introduction to operating systems and claims management systems along with benefit info session with the key providers
- Providing strategic support, coordinating and assisting in crosscutting projects relevant to the SA Office
- Providing support in respect of labour legislation, collective agreements, policy monitoring and incapacity management for the SA office
- Coordinating and managing procedural requirements associated with human resources development initiatives inline with SA Labour Act
- Providing relationship management and communication throughout the SA Office
- Directing and controlling the outcomes associated with functions related to Human Resources and Personnel Administration within the SA Office
- Coordinating and managing the financial and general administration
- Ensure that the project, program and portfolio management templates are updated and that the changes are communicated to all stakeholders when documents are amended or added wherever necessary
- Oversee the upkeep of project documents to ensure that they are fit for use Project and Program manager support
- Provide first line support and administration for the following tools: Work Request Workflow (SIS) - maintain all project and document folders Timesheet System (Netsuite) of project/program information reports as per the requirements set by the PM
- Coordinating and managing all hardware orders along with stationery and office supplies
- Oversee cleaning and kitchen staff and handyman
- Ongoing user maintenance on the timesheet system (e.g
- Adding new resources, removing redundant resources, updating project phases against which users must book time, etc.)
- Running reports on the timesheet system as and when requested
- Financial Administration: Updating of project financial reports and project budgets
- Assisting with generating reports for resource time and expenses against projects
- Acting as a link between the Client, Project Management team and the Finance team as and when required.
Office Manager and Executive Assistant
MIH Group, MIH Internet Africa, Cape Town
12.2008 - 05.2019
- Office Management
- Maintains office services by organizing office operations and procedures; implementing access control with access cards and logging system
- Regular reviewing and approving supply requisitions; assigning and monitoring clerical functions wherever required
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement
- Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments whenever required
- Completes operational requirements by scheduling and assigning employees; following up on work results
- Keeps management informed by reviewing and analyzing special reports; summarizing information
- Maintains professional and technical knowledge by attending educational workshops; SAP refresher sessions and participating in professional societies
- Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions
- Maintaining all staff pause areas including water coolers, coffee machines, vending machines etc
- Supervising reception staff, cleaning staff, handyman and driver
- Stock control and monitoring of all office and kitchen supplies
- Control and update asset register for auditing purposes
- All office procurement and regular maintenance for all printers, copiers and scanners with preferred suppliers
- Control, ordering and usage of office stationery, support materials and office supplies within budget, for the office
- Screen phone calls, emails, letters, faxes
- Schedule appointments with internal and external parties
- Prepare Board reports by collating information from different business units and direct reports as required
- Identify, prepare, schedule and check executive board meeting/conference arrangements i.e
- Venues, agendas, speakers, documentation and equipment requirements
- Executive Management Support
- Support the Chief Executive Officers in controlling daily activities and diary schedules
- Ensure that meetings are scheduled correctly and that the correct attendees are invited timeously (both internal and external)
- Prepare records such as agenda, notices, minutes and resolutions for corporate meetings
- Schedule board meetings, compile packs, distribute board packs, draft minutes and resolutions
- Schedule executive meetings for the year – monitoring and progressing of projects and action items for the team
- Planning executive meetings for the year – monitoring and progressing of projects and action items for the team
- Monitor and control the executive management teams’ leave schedules
- Travel
- All travel arrangements including applications for passports, international visas, car hire, transfers, international roaming facilities, foreign currency allowances etc for a staff compliment of 30 travellers
- Prepare the travel pack with full itineraries (e.g
- List of nearby tourist attractions if it is a family holiday or a list of other conferences/events taking place nearby if it is for work travel that may be of interest)
- Ensure that only business class tickets are booked international travel and economy class tickets for local travel
- Maintain frequent flyer miles (SAA Voyager, Sirius, etc) - ensure that all miles are used and do not expire
- Maintain Hotel frequent flyer miles
- Hotels - review corporate rates agreements with hotels regularly - local and international - enter an agreement to ensure cost saving
- Events
- Implement and execute team building sessions for staff
- Arrange events or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers and controlling the event budget (of both business and personal nature)
- Arrange catering for certain office events and meetings
- Formulate menus for office lunches and suite functions
- Arrange all corporate functions, conferences with senior executives and clients.
Executive Personal Assistant to Directors WC
Standard Bank of South Africa, Private & Business Banking Western Cape
01.2005 - 11.2008
- Support the Provincial Director, Personal Banking Director, Business Banking Director and Sales Director in controlling daily activities and diary schedules
- Draft all routine correspondence on behalf of the Directors and the Regional team
- Attend to all confidential/personal and personnel related issues/queries on behalf of the Directors when required to do so
- Collate meeting packs/board reports/presentation packs/slide shows for the Executive team
- Take, draft and distribute minutes of meetings held by the Directors
- Prepare, schedule and check executive board meeting/conference arrangements i.e
- Venue, agendas, speakers, documentation and equipment requirements
- Identify and schedule appropriate venue, travel and accommodation arrangements both locally and internationally for the Directors and other executives
- This includes managing the selection and logistics of all venue, travel and accommodation requirements for Executive business and staff incentive trips
- Make arrangements for passports, international visas, international drivers’ licenses, car hire, international roaming facilities, foreign currency allowances etc
- Monitor and control the executive management teams’ leave schedules
- Establish, maintain and ensure the security of all executive electronic data files and archives
- This includes optimizing data storage and security controls for the Directors
- Control the ordering and usage of office stationery, support materials and office supplies within budget, for the office
- Ensure that the office is well maintained and in working order - monitor and control premises and office equipment on behalf of the Executive e.g
- Office moves, office/equipment maintenance issues
- Event coordination and management
- Liaising with clients; Décor, Catering and infrastructure all hosted and sponsored events
- Manage all travel arrangements for clients and executives to all events
- Securing and coordinating Speakers, MC’s, Artists and Entertainers
- Managing all budgets for workshops, conferences and other external events
- Maintain client database as well as hosting and managing clients
- Post reporting on all events
- Arrange press conferences and interviews
- Assist Marketing Manager in submission of monthly marketing plan and reports for the region
- Customer service support
- Take personal ownership of customer and alliance partner matters (queries, complaints and/or compliments), on behalf of the Directors and the Regional executive team, ensure that these matters are logged, prioritized, analyzed and resolved through the appropriate channels in an efficient and effective manner
- Manages the customer interaction to ensure follow through and satisfaction
- Escalate complex matters to the appropriate areas for prompt decision-making and follow through to ensure that a satisfactory resolution happens quickly
- Project office liaison/support
- Coordinate, monitor/track and evaluate project progress (on behalf of the PD) within specified objectives, deadlines and standards
- Recommend adjustments to project schedules to optimize integration, to avoid schedule conflict and to save on operating expenses within project parameters
- Plan and manage the implementation of general office administration/operational support projects under executive guidance that have a clearly defined framework and a scope that is focused and short in duration
- This includes: Planning projects, briefing, liaising with and monitoring resources and stakeholders on a continual basis to ensure delivery that is on time, within budget and in line with agreed standards
- Financial management support/cost control
- Control monthly purchasing and expenses claims for the PD and the Regional Management team, ensuring that costs are managed and accounted for within budgetary parameters and standard procedures
- This includes collating and verifying all account invoices/expenses claims for authorization and submission to account payments
- Support the PD and Regional management team in collating and tracking monthly budget reports.
Personal Assistant to 3 Directors
Medscheme
07.2002 - 12.2004
Personal Assistant – Senior Manager
Sanlam - Solutio (previously Sanlam Health)
05.2001 - 06.2002
PA to CEO, Executive Director, Company Secretary
Siphumelele Investments Limited
01.1998 - 08.2000
Secretary / PA
Prologic Systems and Support
03.1995 - 11.1997
Girl Friday / Receptionist
Aroma Management Services
10.1993 - 03.1995
Education
Trafalgar Senior Secondary School
Skills
Project Reporting
Scheduling and Planning
Documentation Management
Compliance Management
Procurement
Asset Maintenance
Building and Property Management
Cityofresidence
Vanguard Estate
Shortcourses
- Concept Interactive, HTML Web Design & Dreamweaver, 2003
- Merle Falken Incorporated, Professional Event Management and Coordination, 2007 & 2013
- UCT - Get Smarter, UCT Professional Communication and Office Management, 2015
- UCT - Get Smarter, Practical Labour Law, 2020
Languages
English
Bilingual or Proficient (C2)
Afrikaans
Bilingual or Proficient (C2)
References
- Sjoerd Nikkelen, CEO OLX, 071 348 8207
- Gerhard Visser, CFO OLX/MIH IA, 083 233 1900
- Paul Casarin, Former GM OLX SA, 082 4999 883
- Stephen Newton, Former GM Ecommerce MIH Group, 078 195 2251
- Kim Reid, CEO Take A Lot, 082 4999 766 (Former CEO MIH IA)
Accomplishments
As an Executive Assistant:
1. Successfully coordinated complex travel arrangements for executives, resulting in seamless business trips.
2. Developed and implemented an efficient email management system, reducing response time by 30%.
3. Provided exceptional support during high-pressure projects, ensuring timely completion.
4. Built strong relationships with clients, vendors, and colleagues, enhancing company reputation.
As an Office Manager:
1. Streamlined office operations, reducing costs significantly through efficient resource allocation.
2. Implemented a paperless filing system, increasing document retrieval efficiency by 30%.
3. Coordinated office renovations, ensuring minimal disruption to staff and daily operations and transitioning.
4. Developed and enforced office policies, maintaining a productive and respectful work environment.
5. Trained and mentored new staff members, resulting in a 20% increase in team productivity.
Shared accomplishments:
1. Improved communication and collaboration between teams, resulting in enhanced project outcomes.
2. Implemented effective time management systems, increasing productivity by 15%.
3. Demonstrated adaptability and flexibility in a fast-paced environment, ensuring smooth operations.
4. Maintained confidentiality and handled sensitive information with discretion.
5. Consistently received positive feedback from executives, colleagues, and clients for exceptional support and service.
Software
Canva
MS Office Suite
SAP Finance
BRISK & Quickbooks
Adobe Pro
Timeline
Project Administrator & Event Manager
Secret Society Event Management
10.2020 - 12.2023
Office Manager and Executive Assistant
MIH Group, MIH Internet Africa, Cape Town
12.2008 - 05.2019
Executive Personal Assistant to Directors WC
Standard Bank of South Africa, Private & Business Banking Western Cape
01.2005 - 11.2008
Personal Assistant to 3 Directors
Medscheme
07.2002 - 12.2004
Personal Assistant – Senior Manager
Sanlam - Solutio (previously Sanlam Health)
05.2001 - 06.2002
PA to CEO, Executive Director, Company Secretary
Siphumelele Investments Limited
01.1998 - 08.2000
Secretary / PA
Prologic Systems and Support
03.1995 - 11.1997
Girl Friday / Receptionist
Aroma Management Services
10.1993 - 03.1995
Project Administrator/HR Support Administrator/Office Manager
Equisoft (Pty) Ltd - South Africa Office
7 2019 - 02.2024
Trafalgar Senior Secondary School
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