Hi, I’m
Janice Gietzmann
Administrative Specialist
Howick
Summary
Dynamic and results-driven Administrative Professional with extensive experience in education, executive support, and financial operations. Currently serving as a School Administrator at Koa Academy, with a proven track record of enhancing workflow efficiency, managing complex schedules, and coordinating travel and logistics. Skilled in client service, financial reconciliation, and process improvement, with a strong ability to perform under pressure. Recognised for fostering team collaboration, upholding confidentiality, and adapting seamlessly to evolving organisational needs.
Overview
25
years of professional experience
2
Languages
Work History
Koa Academy
School Administrator
02.2025 - Current
Job overview
- Facilitate the full student enrolment process, including application tracking and data entry
- Provide comprehensive administrative support to team members and management
- Manage the vacancies mailbox, screen CVs, and schedule interviews
- Handle general communication: answer and direct calls, respond to emails professionally and timeously
- Prepare reports, documents, and presentations for internal projects and meetings
- Coordinate travel and accommodation bookings for staff
- Finance support: process online purchases, prepare and submit claim payments, and reconcile accounts
- Collaborate with teams to streamline admin processes, improve workflows, and enhance overall efficiency
Central University of Technology Innovation Servic
Executive Secretary to the CEO
04.2021 - 01.2025
Job overview
- Coordinated executive schedules, managed calendar appointments, and prioritized meeting requests to optimize time efficiency for senior management.
- Developed and maintained comprehensive filing systems, ensuring easy access to important documents and adherence to university policies regarding information management.
- Assisted in preparing detailed reports and presentations by compiling data from various departments, enhancing communication of strategic initiatives to stakeholders.
- Facilitated internal communications by drafting memos and correspondence, ensuring timely dissemination of information across departments.
- Organized logistics for meetings and events, including venue selection, equipment setup, catering arrangements, and participant coordination to support initiatives.
- Managed travel arrangements for executives by booking flights, accommodations, and transportation while adhering to budgetary constraints and travel policies.
- Implemented administrative processes that improved office efficiency, such as streamlining document approval workflows and enhancing inventory management for office supplies.
- Trained new administrative staff on office procedures and software tools, fostering a collaborative work environment that supports continuous improvement in operations.
- Coordinated travel arrangements and bookings for executive staff.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Maintained strict confidentiality in all aspects of personal, financial, and corporate information.
- Collated and distributed agendas and minutes for all executive meetings.
Central University Of Technology Innovation Servic
Secretary: Special Projects & Contract Research
01.2020 - 03.2021
Job overview
- Managed scheduling and coordination of meetings, ensuring timely communication and efficient use of resources.
- Assisted in the preparation of documents and presentations, maintaining accuracy and adherence to deadlines.
- Handled incoming correspondence, prioritizing messages and responding promptly to enhance office efficiency.
- Scheduled appointments and conducted follow-up calls to clients.
- Assisted in event planning and execution for company functions such as conferences, workshops, or social gatherings.
- Coordinated travel arrangements for senior staff, ensuring smooth business trips with minimal disruptions.
- Streamlined invoice processing, improving accuracy and efficiency of financial operations.
Old Mutual PFA
Area Secretary
08.2015 - 12.2016
Job overview
- Coordinated travel arrangements and itineraries, optimizing logistics for various business trips.
- Managed end‑to‑end office administration: processed account and staff payments, oversaw stationery/equipment procurement, and maintained inventory
- Coordinated recruitment support, including candidate tracking, MIE fingerprinting, contract administration, and onboarding logistics
- Produced comprehensive reports (daily, weekly, monthly, ad hoc) for Area, Operations, Branch, Regional, and Head Office stakeholders
- Provided reception relief
- Maintained office systems: administered leave records, set up electronic filing structures, and managed email distribution groups
- Organized meetings and conferences: booked venues, arranged presentation equipment and catering, and took/distributed minutes
Sanlam Head Office Bellville
Learning Facilitator
06.2009 - 01.2011
Job overview
- Delivered induction, communication (telephone, email, letter writing), systems, benefits, claims, and product‑knowledge training to all departments, with primary focus on Client Services
- Assessed stakeholders’ learning needs and designed tailored interventions, including training manuals, lesson plans, assessments, and registration forms
- Prepared and facilitated engaging learning sessions—simulated and on‑the‑job—ensuring venues, media, and equipment met requirements
- Conducted formative and summative assessments per SAQA and company standards; provided actionable feedback to learners and management
- Maintained and updated learning resources; managed learner registration and training records within strict timelines
- Offered ongoing support to participants and line managers before, during, and after learning interventions
Metropolitan Employee Benefits
Business Process Owner / Financial Controller
12.2007 - 05.2009
Job overview
- Developed and maintained process documentation, ensuring alignment with regulatory standards and best practices across departments.
- Documented and aligned retirement business processes and systems for all Employee Benefits stakeholders
- Developed Key Control Checklists and standardized forms to ensure compliance with business requirements
- Identified process gaps, implemented workflow improvements, and provided ongoing training and support
- Investigated and resolved ad‑hoc management queries, offering expert guidance on systems and procedures
- Managed financial operations: produced financial reviews and benefit statements; reconciled bank and control accounts; processed daily investments, disinvestments, and commission payments
- Administered payroll‑related tasks, including monthly PAYE reconciliation, EMP201 submissions, and installation of new retirement funds
Metropolitan Employee Benefits
Learning Consultant
06.2007 - 11.2007
Job overview
- Delivered induction and benefits training (product knowledge, processes, systems) to the administration department
- Developed, updated, and aligned training manuals with current business processes
- Designed and administered training assessments; provided constructive feedback to learners and management
- Coached and mentored staff to reinforce learning outcomes and support performance improvement
Metropolitan Employee Benefits
Team Leader
10.2006 - 12.2006
Job overview
- Oversaw daily operations of a high-performing team, ensuring adherence to safety protocols and operational standards.
- Trained new staff members on equipment usage, workflow procedures, and company policies to enhance team productivity and cohesion.
- Monitored workflow efficiency, identifying bottlenecks and implementing process improvements that reduced downtime by streamlining task assignments.
- Reviewed and authorised financial transactions: claims, disinvestments, commission payments, and PAYE reconciliations
- Reconciled monthly premium contributions and investment allocations
- Managed daily operations on the AWD pension administration system
Metropolitan Employee Benefits
Pension Funds Administrator
02.2000 - 09.2006
Job overview
- Administered Umbrella and Private Funds: processed contributions, disbursed claims (withdrawals, retirements, deaths), and managed monthly premium billings
- Conducted monthly investments and disinvestments, reconciled bank entries and cashflow vs ledger
- Calculated and processed monthly insurance premiums, PAYE, and Retirement Fund Tax (RFT)
- Produced benefit statements and annual financial review data for actuarial reporting
- Maintained membership reconciliations, updated unit prices, and responded to general client queries
- Analysed process inefficiencies and implemented streamlined solutions to improve accuracy and turnaround time
Education
MANCOSASOUTH AFRICA
BBA from Business
04.2001
Maccauvlei Learning AcademyPretoria
from Training & Development
04-2011
Boston Language College
from TEFL / TESOL
04.2001
Mondale Secondary SchoolCape Town
High School Diploma
04.2001
Skills
Effective calendar coordination
Administrative support
High-quality client service
Independent and collaborative work
Skilled in high-pressure environments
Strong organizational skills
Managing travel logistics
Excellent communication skills
Advanced technical skills
Strong problem solving skills
Financial analysis proficiency
Timeline
School Administrator
Koa Academy
02.2025 - Current
Executive Secretary to the CEO
Central University of Technology Innovation Servic
04.2021 - 01.2025
Secretary: Special Projects & Contract Research
Central University Of Technology Innovation Servic
01.2020 - 03.2021
Area Secretary
Old Mutual PFA
08.2015 - 12.2016
Learning Facilitator
Sanlam Head Office Bellville
06.2009 - 01.2011
Business Process Owner / Financial Controller
Metropolitan Employee Benefits
12.2007 - 05.2009
Learning Consultant
Metropolitan Employee Benefits
06.2007 - 11.2007
Team Leader
Metropolitan Employee Benefits
10.2006 - 12.2006
MANCOSA
BBA from Business
04.2001
Boston Language College
from TEFL / TESOL
04.2001
Mondale Secondary School
High School Diploma
04.2001
Pension Funds Administrator
Metropolitan Employee Benefits
02.2000 - 09.2006
Maccauvlei Learning Academy
from Training & Development