Nompumelelo Motau
Executive Assistant
Johannesburg,Gauteng
Summary
I am a forward-thinking Executive Assistant accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment.
Overview
16
16
years of professional experience
Work History
EXECUTIVE ASSISTANT TO MD, MARKETING DIRECTOR & CR DIRECTOR
DIAGEO SA
07.2023 - Current
- Reporting to the Managing Director
- Provide support to the Managing Director, CR & Marketing Directors.
- Managing deliverables and action points on behalf of key stakeholders.
- Coordinating and organizing key management / C-level meetings.
- Effective Diary management, setting up meetings.
- Preparing Agendas for meetings
- Travel arrangements.
- Constant up-dates on pertinent issues, providing support in general business management issues.
- Coordinate MD board documents and strategy presentations.
- Preparing board meeting packs.
- Manage and generating PO’s, invoices and monthly subscriptions.
- Welcome visitors, arrange refreshments for meetings.
- VISA applications
- Screen calls and take messages on behalf of Directors.
- Expense tracking, liquidation and reporting.
EXECUTIVE SECRETARY TO BEO
NESTLE SA
05.2021 - 06.2023
- Provide support to Senior Level Leadership and their team
- Helping to support and manage priorities.
- Driver and curator of the team by organizing events and day to day feel of the team.
- The go to person for any ad-hoc duties, who is always in the know.
- Resolve operational and administrative issues.
- Minute taking, compiling action points, and following up to ensure all actions are completed timeously.
- Manage all invoices and other tasks related to the budget.
- Implement efficient administrative processes to make work more efficient.
- Manage confidential data, including business sensitive data.
- Calendar Management.
- Arranging meetings for both internal and external
- Coordination of meetings (internal & external)
- Provide efficient secretarial support.
- Respond to messages within a realistic and appropriate turnaround time.
- Arrange travel, hotel and car hire bookings.
- Liaise with travel agencies.
- Ensure all visas are applied for on time.
- Arrange Forex when necessary.
EXECUTIVE PA TO GM & CFO
ALCON LABORATORIES SA
10.2016 - 12.2020
- To provide effective secretarial and administrative support to the Alcon South & Sub-Saharan Africa General Manager and Leadership Team and to develop, manage and execute all aspects of the internal communication strategy for South Africa.
- General Secretarial and administrative support
- Diary management
- Manage resources to achieve best possible results (agencies, budgets etc.)
- Work on SAP, load PO’s; approve invoices, load suppliers etc.
- Ensure invoicing is timeously processed and paid within 3 days from receipt of invoice.
- Writing and accurately typing of correspondence.
- Confidentiality.
- Arranging meetings and coordinating the diary for the GM, CFO and Head HR.
- Answering telephones, logging messages as well as being efficient and helpful to customers, to resolve concerns and complaints where possible.
- Take minutes in LT meetings, alignment meetings and any ad hoc meeting that the GM would require minutes.
- Transmit faxed and photocopy as and when required.
- Prepare expenses; claims and travel expenses before passing to the Finance Department for payment and keep control sheet of all expenses.
- Organize workshop/ meeting venues, hotel bookings and ensure that the necessary equipment is available at these venues, when necessary.
- Organize with the Courier service for the collection from our premise and deliver of documents and/ or equipment to various destinations.
- Filing all paperwork according to the Line & Cost Centre codes Fulfil the given tasks on time and with the highest quality.
EXECUTIVE SECRETARY TO FINANCIAL, MARKETING AND HR DIRECTORS
RECKITT BENCKISER SA
10.2015 - 09.2015
- PA’s support for Director(s) as required
- Electronic Diary Management – check availability, make appointments, accept invitations, diarize events and attendances at seminars
- Diary management – Co-ordinate agendas, meeting dates, venues and visitors etc.
- Email / communications management
- Organization of complex travel and meeting arrangements
- Preparation and organization of presentations on PowerPoint
- Organize, co-ordinate and attend meetings / conferences, including logistical management, minute taking, compiling, and distributing of action points.
- Administration of department and holiday records, sickness etc.
- General Admin and organizational matters for the Director and department (e.g., office supply, computer, telephone)
- Assist cover within team for holidays / sickness
- Other ad-hoc duties, as required
- Advanced Department budget Tracking financial governance (PACT etc.) and invoice processing
- Extracting and processing complex data from external databases to agreed deadlines
- Electronic distribution of reports on external database data and query response
- Corporate Intranet maintenance
- Screen calls, take messages and proactively action requests as appropriate.
SALES & MARKETING DIVISIONAL ASSISTANT
ASPEN PHARMACARE
10.2009 - 09.2015
- To support the Sales team for the efficient running of the sales function
- Coordinating / multi-tasking for more than 1 manager, and about 105 Sales Representatives.
- Effective utilization of resources to keep process cost effective.
- Ensure timeous payments of all accounts.
- Capture all expenses into excel.
- All queries are followed up and resolved in the shortest possible time frame within policy framework.
- Liaise with finance Department regarding queries.
- General administration and Secretarial duties.
- Responsible for arranging all flight bookings, accommodation, c Car hire etc for all Sales Reps and Managers.
- Input costs into BAAN for payments
- Reception duties
- And all other ad-hoc duties as required
- Action all correspondence where necessary.
- Travel and accommodation is coordinated as and when required.
- Conferences, meetings, and projects are coordinated timeously.
- Minute taking and distribution to relevant parties Stationery is ordered and provided as and when required.
- Mail is effectively managed.
- Orders are processed timeously for effective payment
- Presentation material is generated as and when required
- Typing of correspondence internally and externally
- Effective diary management
HUMAN RESOURCES ASSISTANT
NETCARE SUNNIGNHILL HOSPITAL
06.2008 - 03.2010
- All HR administration and related duties to ensure compliance to the CSA (Audit protocols)
- Support HR practitioners in terms of general personnel administration
- Compile Employment Contract and ensure timeous submission to HRIP’s and team leaders
- Medical aid / Retirement fund / UIF and IOD queries
- Disability (III-health applications and correspondence)
- Staff loans (Emergency/study/home loans)
- Co-ordinate the approval for filling of positions and attend to the advertising of approved vacancies
- Co-ordinate recruitment and termination documentation- co-ordinate and submit to HRSSC
- Co-ordinate the administration of leave
- Typing of all relevant documents including letters to unsuccessful candidates, appointment letters, response letters To external parties, etc.
- Filing of documentation in personal files
Education
NDIP Media Studies & Journalism -
IIE Rosebank College
04.2007
Skills
- Scheduling
- Database Management
- Meeting planning
- Customer Service
- Invoice Processing
- Travel administration
- Business Administration
- Office Management
- Expense Reporting
- Administrative Support
- Mail Management
- Travel Arrangements
- Travel Coordination
- Executive Support
- Meticulous attention to detail
- Proper phone etiquette
- Professional and mature
- Appointment Setting
- Calendar Management
References
Available upon request
References
References available upon request.
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Work Preference
Work Type
Full TimeWork Location
RemoteHybridOn-SiteImportant To Me
Career advancementWork-life balanceCompany CultureFlexible work hoursPersonal development programsWork from home optionTimeline
EXECUTIVE ASSISTANT TO MD, MARKETING DIRECTOR & CR DIRECTOR
DIAGEO SA
07.2023 - Current
EXECUTIVE SECRETARY TO BEO
NESTLE SA
05.2021 - 06.2023
EXECUTIVE PA TO GM & CFO
ALCON LABORATORIES SA
10.2016 - 12.2020
EXECUTIVE SECRETARY TO FINANCIAL, MARKETING AND HR DIRECTORS
RECKITT BENCKISER SA
10.2015 - 09.2015
SALES & MARKETING DIVISIONAL ASSISTANT
ASPEN PHARMACARE
10.2009 - 09.2015
HUMAN RESOURCES ASSISTANT
NETCARE SUNNIGNHILL HOSPITAL
06.2008 - 03.2010
NDIP Media Studies & Journalism -
IIE Rosebank College
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