Hazel Phatshwane
Program Assistant
Pretoria,GP
Summary
Self-driven individual, with over a decade experience in executive administration, Regional and Country Office procurement analysis, travel management services and logistics in the private sector, US Embassy & its agencies, and NGOs.
Overview
26
26
years of professional experience
Work History
Program Assistant
Family Health International (FHI360)
05.2024 - 06.2025
- Implemented centralized record-keeping system to improve overall data accuracy and accessibility for team members.
- Strengthened communication between team members by establishing clear channels for information sharing.
- Managed both digital and physical filing systems and retrieved documents as required.
- Enhanced program efficiency by streamlining processes and implementing time-saving strategies.
- Established rapport with clients through exceptional customer service practices, fostering ongoing relationships built on trust and respect.
- Prepared clearly written and formatted documents and reports.
- Assisted in development of strategic plans, aligning program goals with organizational objectives.
- Facilitated training sessions for new staff and volunteers, ensuring high level of program delivery.
- Coordinate technical visits, travel authorizations, expense reports, payments, and contract agreements to support the implementation of the project in the field.
- Maintaining a database, shared internal files, and data integrity and security according to quality standards.
Executive Assistant
Family Health International (FHI360)
12.2022 - 03.2024
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- 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.
- Organized and coordinated conferences and monthly meetings.
- 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.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Answered high volume of phone calls and email inquiries.
Program Assistant
Family Health International (FHI360)
07.2021 - 09.2022
- Supported the planning and coordination of the Determined, Resilient, Empowered, AIDS-free, Mentored, and Safe (DREAMS) program and associated activities.
- Enhanced team productivity by organizing efficient filing systems and workflow procedures.
- Strengthened relationships with stakeholders through regular, effective communication and timely updates on program progress.
- Collaborated with external partners to expand program reach and impact.
- Enhanced program visibility by coordinating community visit campaigns across multiple platforms.
- Fostered collaborative environment by facilitating team meetings that encouraged open dialogue and shared problem-solving.
- Maintained accurate and up-to-date program databases, ensuring easy access to critical information for decision-making.
- Streamlined administrative processes, significantly reducing paperwork turnaround time.
- Directed automation of office procedures such as correspondence management, recordkeeping and online communications.
Regional and Country Office Administrative Officer
Family Health International (FHI360)
06.2018 - 11.2020
- Created, prepared, and delivered reports to various departments.
- Coordinating office meetings, events, and conferences for both regional and country offices.
- Contributed to successful projects by providing essential administrative support and resource management.
- Reduced expenses by negotiating with vendors for cost-effective supply contracts and services.
- Review and analyze procurement requests for office equipment and telecommunications.
- Assisting with the development of an appropriate procurement scope of work (SOW).
- Providing necessary support to the Logistics Officer in overseeing leases and utilities.
- Maintaining a database of all Purchase Orders (POs) and updating it as required.
- Liaise with the HR department for onboarding personnel, and prepare the necessary documents.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
Regional Executive Assistant
Family Health International (FHI360)
08.2014 - 06.2018
- Negotiated contracts with suppliers, resulting in cost savings for the company without compromising quality.
- Upheld a high level of professionalism while representing executives at various functions, conferences, or meetings within the region.
- Boosted team productivity by providing administrative support and managing day-to-day operations.
- Served as a reliable point of contact for internal staff members, external partners, clients, vendors, and stakeholders alike.
- Coordinated executive travel itineraries, ensuring seamless transportation and accommodation arrangements for stress-free trips.
- Ensured timely completion of projects with effective coordination among cross-functional teams.
Executive Assistant
Centre for Disease Control and Prevention (CDC)
06.2013 - 07.2014
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Facilitated training and onboarding for incoming office staff.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
- Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
Administrative Assistant
Centre for Disease Control and Prevention (CDC)
05.2010 - 06.2013
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- 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.
Operations Manager
Footprints in Africa
12.2009 - 02.2010
- Supervised operations staff and kept employees compliant with company policies and procedures.
- Facilitated smooth collaboration between departments through clear communication channels.
- Increased profit by streamlining operations.
Team Secretary
South African Roads Agency (SANRAL)
05.2009 - 11.2009
- Monitored budgets for various projects, providing detailed financial reports to executives for informed decisionmaking.
- Demonstrated adaptability in assuming additional responsibilities during periods of increased workload, ensuring deadlines were met and tasks completed accurately.
- Contributed to the successful completion of projects by providing administrative support and coordinating resources as needed.
- Facilitated smooth operations within the team through effective coordination of office supplies, equipment maintenance, and vendor relations.
- Improved document management by creating a centralized electronic filing system accessible to all team members.
- Enhanced team communication by maintaining regular correspondence with department heads and other support staff.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
Project Administrator
Letsema Consulting and Advisory
01.2005 - 02.2009
- Supported senior management in strategic planning activities related to future projects or initiatives within the organization.
- Collaborated with cross-functional teams to ensure seamless project integration and alignment with organizational goals.
- Monitored project progress closely, promptly addressing any deviations from the plan or schedule.
- Efficiently managed incoming requests from stakeholders by prioritizing tasks based on urgency and relevance.
- Organized critical documentation for easy access and retrieval, increasing team productivity.
- Monitored job progress and performance of employees or contractors to complete projects prior to deadlines.
Travel Agent
STA Travel
01.2004 - 12.2004
- Arranged travel accommodations for groups, couples, executives, and special needs clients.
- Increased client satisfaction by creating customized travel itineraries tailored to individual preferences and needs.
- Provided exceptional customer service by promptly addressing concerns and resolving issues, leading to positive reviews and recommendations from satisfied clients.
- Managed complex itinerary changes due to unforeseen circumstances without sacrificing customer satisfaction or incurring unnecessary expenses.
- Organized group tours, coordinating logistics and accommodations to ensure a smooth experience for all participants.
- Generated repeat business through proactive follow-up with past clients, soliciting feedback on their experiences and offering tailored recommendations for future trips.
- Followed up with customers to increase customer service with travel plans.
- Assisted clients in obtaining necessary visas or other documentation required for international travel, navigating complex regulations efficiently to avoid delays.
- Supervised payments via credit and debit cards and handled sensitive information with professionalism and discreteness.
Travel Agent/ Front Desk Manager
Backpackers Ritz
08.1999 - 12.2003
- Developed strong relationships with suppliers, securing exclusive deals and discounts for clients.
- Designed personalized vacation experiences based on thorough understanding of each client''s interests, budget constraints, and desired outcomes.
- Provided exemplary customer service to new and existing clients, which helped build lasting relationships and secure new travel assignments.
- Created compelling marketing materials that showcased available travel packages and promotions, generating increased interest from potential clients.
- Improved overall revenue by upselling additional services such as excursions, insurance, and upgraded accommodations when appropriate.
- Organized memorable and exquisite travel itineraries and vacations for high-level clients, celebrities, politicians, and business executives.
Travel Agent
Spoornet
05.1999 - 07.1999
- Provided customers with best deals and well-researched travel options, successfully negotiating rates while improving customer satisfaction ratings.
- Streamlined booking processes for improved efficiency and reduced wait times for customers.
- Updated and maintained customer databases to increase customer retention.
Education
Diploma - Travel and Tourism
Dumbarton College
Galileo Computer Reservations - undefined
Galileo Southern Africa
Amadeus Conversion Course - undefined
Amadeus
Project Secretaries - undefined
Project Management Ideas (PMI)
Programme in Office Management - undefined
UNISA
Bachelor of Commerce - Project Management
MANCOSA
References
- Christine, Magezi, Former – Chief of Party & Country Rep – FHI360, cmbabazi@fhi360.org, 064 939 2508, FHI360
- Mora, Mkhosana, Regional Sub-Award Operations Manager – FHI360, mmkhosana@fhi360.org, 060 564 6219, FHI360
PROFESSIONAL DEVELOPMENT
- Procurement and Contracts Training
- USAID Rules and Regulations: Grants and Cooperative Agreements
Skills
Logistics assistance
undefinedTimeline
Program Assistant
Family Health International (FHI360)
05.2024 - 06.2025
Executive Assistant
Family Health International (FHI360)
12.2022 - 03.2024
Program Assistant
Family Health International (FHI360)
07.2021 - 09.2022
Regional and Country Office Administrative Officer
Family Health International (FHI360)
06.2018 - 11.2020
Regional Executive Assistant
Family Health International (FHI360)
08.2014 - 06.2018
Executive Assistant
Centre for Disease Control and Prevention (CDC)
06.2013 - 07.2014
Administrative Assistant
Centre for Disease Control and Prevention (CDC)
05.2010 - 06.2013
Operations Manager
Footprints in Africa
12.2009 - 02.2010
Team Secretary
South African Roads Agency (SANRAL)
05.2009 - 11.2009
Project Administrator
Letsema Consulting and Advisory
01.2005 - 02.2009
Travel Agent
STA Travel
01.2004 - 12.2004
Travel Agent/ Front Desk Manager
Backpackers Ritz
08.1999 - 12.2003
Travel Agent
Spoornet
05.1999 - 07.1999
Diploma - Travel and Tourism
Dumbarton College
Galileo Computer Reservations - undefined
Galileo Southern Africa
Amadeus Conversion Course - undefined
Amadeus
Project Secretaries - undefined
Project Management Ideas (PMI)
Programme in Office Management - undefined
UNISA
Bachelor of Commerce - Project Management
MANCOSA
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