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
Data entry
Activity planning
Scheduling management
Administrative support
Research abilities
Staff support
Event planning
Calendar management
Documentation management
Travel coordination
Expense reports
Timeline
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