Megan White
Administrative Assistant
Kenilworth
Summary
Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.
Overview
2025
2025
years of professional experience
Work History
Administrative Assistant
UCT Communication and Marketing Department
2 2017 - Current
- Department reception duties including receiving visitors to the department and fielding calls to the department
- Daily attendance report- ensuring that all staff are aware of who is in office, on leave, etc
- Collating of an Internal leave roster
- Weekend standby schedule - ensuring Executive, Managers and Heads are aware of who is on standby every weekend
- Monitor the aesthetics in the building to ensure a neat and functional working environment
- Booking meeting rooms and arrange refreshments
- HR Support- Submitting all staff leave forms for signature to the Director, recording all leave on a spreadsheet once signature is obtained, scanning and saving leave forms into individual staff member folders, sending leave forms to HR for processing
- HR Support - assisting with applications for vacancies within the department, uploading complete applications to Vula
- Collating a spreadsheet with all applicants names, race and gender for the Selection Committee
- All administrative processes relating to department staff travel arrangements such as flight and accommodation bookings
- Create and maintain efficient centralized departmental filing system
- ICTS liaison for all IT related matters in department, including arrangements for new or changed telephone and network points
- Administrative support to media initiatives, including updating media liaison statistics reports, back-up social media monitoring
- Design and maintain database for media contacts
- Maintain appropriate levels of departmental stationery and appropriate supplies usage and stock
- Undertake all appropriate ad hoc projects and duties at the request of management
- Compile and maintain a database of assets such as computers and furniture and arranging of disposal of assets
- Provide back-up support to administrators in the ESU- sitting in on Management Meetings, taking minutes and sending out Agendas and Minutes for meetings the following week, compiling reports for the Director and Executive Director
- Internal event co-ordination- Planning of End of Year functions and Staff lunches
- Prepare purchase orders and track progress till goods received and supplier paid - with monthly SAP reports
- Retrieve SAP reports from Finance and record GRV numbers on each Purchase Order raised
- Once GRV numbers are recorded on Purchase Orders, compile a spreadsheet with all Purchase Orders that have been paid for each month
- Prepare and submit all journal claims
- Prepare, track and reconcile all mileage claims
- Ordering all IT equipment with the Assets office or ICTS, booking repairs of laptops with ICTS
- Insurance claims- IT equipment
- Maintain a record of all Purchase Orders requested, quotations received
- Keep a record of event cost templates
- Assist with updating and compiling departmental finance reports
- Proactively track and flag financial issues
- Event Coordination: Assist on the day of event: welcoming visitors, assist with facilities and logistics issues
- Assist with RSVPs for events and telephonic/electronic enquiries
- Assist with the design and maintenance of stakeholder database and extract data where required
- Assist with engaging with vendors and confirming service requirements
- Assist with bookings relating to various aspects of events
- Provide support to media and assist with Social Media projects / tasks
- Ensure the monthly updating of media liaison statistics
- Provide weekly support with Google Analytics for the UCT Website Administrative support to department marketing initiatives including standing in for the Marketing Officer
- Manage Media Contact Lists to ensure that up to date information is available for the CMD unit
- Transformation: Contribute to creating a positive, functional and transformative environment by acting professionally, actively participating in CMD and UCT activities and leading by example amongst colleagues in creating a positive and professional work environment
- Help staff to adjust to new situations and adapt/embrace new work methods that benefit the university
- Foster an environment where diversity is valued and where team members cooperate to achieve goals
- Updating of the Institutional Calendar to ensure that the Director and all Managers are aware of events and important meetings that are taking place within the University
Events Administrative Assistant
UCT Communication and Marketing Department
12.2012 - 02.2017
- Daily monitoring and updating of the Events database
- Scanning the Monday paper, Principal's Circular & other relevant material for updates to the database
- Regularly checking on categories of guests needing updates, e.g
- Council, government, Ministers etc
- Processing events on the database; generating reports from the database, including guest lists, invitations, labels, name tags, etc
- Taking telephonic messages in a professional manner for all team members out of the office
- Setting up of team & inter-departmental meetings
- Deal with correspondence regarding applications to hold conferences on campus & keeping track of them
- Keeping a check on stationery requirements for the Events Unit
- Arranging purchase orders, following up payment, ensuring payment and attending to queries
- Maintaining a good filing system
- Minute taking as and when required
- General administrative tasks, e.g
- Photocopying, etc
- Engaging with vendors
- Booking of venues and equipment from time to time
- Assisting with the meeting, greeting and seating of guests at various functions
- Sending out of invitations, assisting with RSVP's, enquiring about dietary requirements and special parking needs for numerous events such as: Retirees Dinner, Ad Hom Promotions Dinner, PhD Lunches, Distinguished Teachers Awards, to name a few
- Assisting with the follow up on RSVP's after the reply date
- Assisting Executive Director with important reports
- Assisting the Public Relations Officer with setting up of functions regarding the Vice-Chancellor and all Faculties across UCT
Acting Admissions Officer
UCT Vacation Accommodation Office
09.2011 - 11.2012
- Process student and guest bookings on a cyclical basis (Microsoft Access and RMS)
- Provide face-to-face and telephonic advisory service to guests and students
- Monitoring bookings, arrivals, and departures
- Provide residences with reports (arrivals and departures, room chart) as well as monitoring and updating feedback received (complaints from staff or guests, requirements regarding stock)
- Implement mechanisms around queries and ad hoc incidents to assist with future planning and policy development
- Responsible for keeping accurate records of bookings and financial transactions
- Create and maintain weekly reports to identify variances and follow-up on bookings and outstanding payments
- Assisting the Finance Manager with the clearing of outstanding payments on the GL
- Assisting the Senior Co-Ordinator with various tasks i.e., screening her calls, responding to emails on her behalf, and updating the visiting groups spreadsheets (residence usage and personal information)
- Issuing of meal cards to large visiting groups (sports, conferences, academic) with their chosen meal options i.e., Breakfast only or Breakfast, lunch, and Dinner
- Ensuring that stationery is ordered for the department
- Ensuring that linen is removed from various residences and transported to our laundry facilities by liaising with the laundry facilitator
- Liaising with Faculties regarding their International visitor conferences and student group bookings i.e., Sub warden Training, EBE faculty, Science Faculty, Law Faculty (Orientation Leaders)
- Assisting Line Manager with typing up of various internal and external stakeholder documentation including Minutes and Agendas of meetings
Receptionist / Admin Clerk
UCT Vacation Accommodation Office
10.2010 - 09.2011
- Answering Switchboard and redirecting calls to the staff members in different departments
- Filing of student bookings
- Assisting Students with Vacation Accommodation bookings
- Capturing of bookings (RMS)
- Assisting manager with spreadsheets (Commercial Garages and Shops, updating tenant information)
- Assisting students with making payments (Debit and Credit card machine) for their bookings; filing of daily batch reports and updating the batch report spreadsheet monthly
- Taking minutes in the RMS meetings held on a weekly basis, sending out minutes and agendas to the stakeholders
Education
Matric -
Windsor High School
Social Media Marketing course - undefined
GetSmarter
Events Management course - undefined
GetSmarter
Intermediate Excel Course - undefined
University of Cape Town - ICTS
Advanced Excel Course - undefined
University of Cape Town - ICTS
Skills
Administrative support
Office administration
Data entry
Filing
Problem-solving
Time management
Computer proficiency
Meeting planning
Calendar management
Microsoft Office Suite
Verbal communication
Documentation and reporting
Excel spreadsheets
Scheduling
Task prioritization
Minute taking
Documentation and recordkeeping
Spreadsheet management
Deadline oriented
Travel coordination
Expense reporting
Professional and mature
Team collaboration
Event coordination
Attendance record management
Office equipment maintenance
Purchase orders organization
Dedicated team player
References
- Mrs Louise Bezuidenhout, Previous Line Manager, louisem.bezuidenhout@gmail.com, currently residing overseas
- Ms. Sherry Solman, Head: Web Content, 021 650 5817, Sherry.Solman@uct.ac.za
- Mrs Olwen Manuel, Deputy Director & Reporting Line, 021 650 3082, Olwen.Manuel@uct.ac.za
Cover Letter
I am a hard worker; always willing and eager to learn; efficient with a good eye for detail. I meet deadlines and thrive under pressure. I am a team player who is willing to go the extra mile. I work independently with minimal supervision and have great interpersonal skills. I am an organized person with the ability to take initiative and prioritize. I am a fast learner and thrive on challenges. I am currently employed as an Administrative Assistant at The Communications and Marketing Department and have been with them for 10 years. My responsibilities as Admin Assistant includes: Daily attendance, Internal Leave roster, Weekend standby schedule, HR Administration - (Vacancies, uploading to Vula, preparing spreadsheets with applicants, liaising with candidates about setting up interviews), Transcribing of minutes for staff meetings, Transformation meetings, EDMAG and DCAM, Diarising staff meetings, booking presentations, sourcing and booking venues around campus and externally, Internal event co-ordination - staff lunches, workshops, team building, etc, Finance Admin- Processing of MM010s, Journals, Refunds, Following up on outstanding payments or invoices, selling of old furniture and IT equipment to staff (handling of cash received and working closely with our Assistant Finance Manager), Travel and accommodation requirements, Ordering of IT Equipment and repairs as per staff requests, Insurance claims - IT Equipment, Asset Register- ensuring that all new purchases are recorded under various staff members names and tracking movements, Staff contact/address lists- keeping updated, Booking couriers for any equipment that need to go to staff/ be returned to ICTS for repairs. I am available for an interview at any time that conveniences you. Thank you for considering my application for this position and I look forward to hearing from you. Respectfully yours, Ms Megan White
Timeline
Events Administrative Assistant
UCT Communication and Marketing Department
12.2012 - 02.2017
Acting Admissions Officer
UCT Vacation Accommodation Office
09.2011 - 11.2012
Receptionist / Admin Clerk
UCT Vacation Accommodation Office
10.2010 - 09.2011
Social Media Marketing course - undefined
GetSmarter
Events Management course - undefined
GetSmarter
Intermediate Excel Course - undefined
University of Cape Town - ICTS
Advanced Excel Course - undefined
University of Cape Town - ICTS
Administrative Assistant
UCT Communication and Marketing Department
2 2017 - Current
Matric -
Windsor High School