Nontuthuko Nomfundo Malinga
Office Manager To Executive Manager Cooperate Support Services
Pietermaritzburg
Summary
Accomplished and proactive office management professional with over 10 years of progressive experience supporting C-suite executives and managing complex administrative and governance functions. Proven track record in driving organizational efficiency, coordinating executive communications, and overseeing operations that align with strategic corporate goals. Expertise in diary management, board and committee coordination, stakeholder engagement, and executive reporting, with a strong ability to exercise discretion and prioritize effectively under pressure. Currently serving as Office Manager for Corporate Support Services at Ezemvelo KZN Wildlife, leading executive administration and strategic office functions with a commitment to excellence and service quality across diverse environments.
Overview
19
19
years of professional experience
2
2
Languages
Work History
Office Manager: Corporate Support Services
Ezemvelo KZN Wildlife
01.2020 - Current
- Serve as the strategic administrative partner to the Executive Manager: Corporate Support Services, supporting executive decision-making and governance processes.
- Manage the Executive Office calendar, correspondence, and documentation, ensuring compliance with legislative and organizational standards.
- Coordinate and prepare submissions, strategic plans, and performance reports for Executive Authority and Board consideration.
- Liaise with internal and external stakeholders, maintaining effective communication channels and partnerships.
- Facilitate executive meetings, including agenda preparation, minutes, and follow-ups.
- Oversee divisional performance management, recruitment, and risk mitigation tracking.
- Drive implementation of strategic initiatives, streamline office operations, and ensure timely execution of resolutions.
- Coordinated office operations and administrative procedures to enhance efficiency.
- Managed scheduling and logistics for meetings and events to optimize resource use.
- Oversaw inventory management, ensuring adequate supplies for daily operations.
- Developed and implemented office policies to improve workflow and communication.
- Trained and mentored staff on administrative systems and procedures.
- Streamlined document management systems to enhance accessibility and reduce waste.
- Collaborated with cross-functional teams to align administrative goals with organizational objectives.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
- Supported department heads in accomplishing their goals through diligent administrative assistance such as report generation and data entry.
- Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.
- Developed comprehensive policy manuals outlining procedures and guidelines, contributing to a well-organized workplace culture.
- Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
- Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
- Resolved office disputes swiftly and equitably, maintaining harmonious workplace.
- Oversaw office budget, ensuring all expenditures were within allocated funds and identifying cost-saving opportunities.
- Coordinated with IT department to upgrade office technology, enhancing overall efficiency and data security.
- Managed scheduling and coordination of all office meetings to ensure smooth operations and minimal conflicts.
- Optimized office space utilization, leading to more efficient and productive work environment.
- Organized meetings for executives and coordinated availability of conference rooms for participants.
- Conducted ongoing reviews of program financial systems to assess cost control measures.
- Reduced overhead costs significantly through negotiation of vendor contracts for office supplies and services.
- Developed and enforced office policies that aligned with company values and regulatory requirements, maintaining compliance.
Executive Assistant to Chief Human Resource Officer
Ezemvelo KZN Wildlife
02.2014 - 12.2019
- Streamlined daily operations of the Chief Human Resources Office and its eight subdivisions, including Payroll, Benefits, Talent Management, HR Development, Employee Wellness, Health and Safety, Employment Relations, and Performance Management.
- Provided strategic, analytical, and administrative support to the Chief Human Resources Officer (CHRO) and the HR management team.
- Facilitated the development and execution of tactical plans, policies, and procedures to advance the Department’s strategic goals.
- Drove transversal business solutions and fostered effective communication across management teams to align with the Department’s strategic objectives.
- Provided comprehensive executive support to the CHRO and HR Management Team, ensuring alignment with corporate objectives.
- Managed high-level correspondence, documentation, and performance reports.
- Coordinated recruitment, policy reviews, and HR initiatives across multiple business units.
- Oversaw logistics for executive meetings, conferences, and stakeholder engagements.
- Managed sensitive information with strict confidentiality and professional discretion.
- Purpose of the job
- Coordinated executive schedules, ensuring optimal time management and efficient meeting arrangements.
- Facilitated communication between departments, enhancing collaboration and information flow.
- Managed confidential documents, maintaining security and compliance with organizational policies.
- Developed and implemented office procedures, improving operational efficiency and consistency.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Supported strategic planning sessions, providing logistical support and compiling necessary background materials.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
Personal Assistant to General Manager West Region
Ezemvelo KZN Wildlife
10.2010 - 01.2014
- Managed the GM’s diary, correspondence, and communications.
- Organized meetings, travel, and project-related logistics.
- Oversaw financial and asset management processes for the region.
- Supported governance compliance and ensured proper document management.
- Coordinated schedules and meetings for executive team, ensuring efficient time management.
- Streamlined communication between departments, facilitating timely information sharing.
- Managed travel arrangements, optimizing itineraries for cost-effectiveness and convenience.Ho
- Developed and maintained filing systems, enhancing document retrieval and organization.
- Prepared reports and presentations, ensuring clarity and alignment with organizational goals.
- Assisted in project coordination, tracking deadlines and deliverables for multiple initiatives.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Managed travel arrangements including flights, accommodations, and itineraries for smooth business trips.
- Coordinated events and functions with attention to detail ensuring successful execution.
- Accomplished project deadlines by assisting with task completion whenever required.
- Used discretion when handling confidential information.
- Facilitated smooth office operations by managing supplies inventory and overseeing maintenance requests.
- Reduced operational costs, negotiated with vendors to secure competitive rates for office supplies.
- Coordinated appointments with medical professionals.
Project Administrator
Royal Haskoning DHV
10.2006 - 05.2010
- Provided full project administrative support, including document control, scheduling, and reporting.
- Assisted with budget monitoring, stakeholder engagement, and policy compliance.
- Coordinated project documentation and maintained version control for accurate data management.
- Assisted in scheduling meetings and preparing agendas to facilitate effective communication.
- Monitored project timelines and deliverables, ensuring compliance with established milestones.
- Maintained accurate records of all project-related expenses to facilitate budget tracking and financial reporting.
- Established strong relationships with internal departments such as finance and procurement for smooth collaboration in meeting project requirements.
Education
MBA - Public Administration
MANCOSA
Durban, South Africa 04.2001 -
Bachelor of Arts - Government, Administration and Development (GAD)
UNISA
Pietermaritzburg, South Africa 04.2001 -
Senior Certificate - Grade 12
Linpark High School
Pietermaritzburg, South Africa01.1999
Skills
Executive Office Administration and Governance
Diary and Calendar Management
Strategic Planning and Coordination
Stakeholder Liaison and Communication
Board and Committee Support (Agendas, Minutes, Reports)
Performance Monitoring and Evaluation
Policy Implementation and Compliance
Project and Resource Management
Microsoft Office Suite and Digital Communication Tools
Active Listening, Critical Thinking and Problem Solving
Time and Workflow Management
Confidentiality, Professionalism and Integrity
Executive Office Management
Advanced Computer Literacy
Leadership Skills
High-Level Communication Skills
Monitoring and Evaluation Skills
Research and Data Analysis
Project Management
Strategic Planning
Report Writing
Resource Management
Planning and Organizing Skills
Performance Management
Workforce Management
Policy Implementation
Contract Management
Poised Under Pressure
Process Improvement
Problem Solving, Decision Making, Attention to Detail
Negotiation Skills and Coaching
Up-to-date Knowledge of HR Best Practices and Legislation
References
- Nhlakanipho, Nxumalo, Supervisor, Nhlakanipho.Nxumalo@kznwildlife.com, 067 027 8758
- Zandile, Luthuli, Former Ezemvelo HR Regional Manager, ZandileL@proctect.org, 072 747 3448
- Zodwa, Khumalo, Senior Colleague, Zodwa.Khumalo@kznwildlife.com, 072 327 4298
Affiliations
- South African Monitoring and Evaluation Association (SAMEA) - Membership reference number: 268810011735
- Nyukela Public Service SMS Pre-Entry Programme Certificate – 10 June 2021
Legislative Framework
- Policies and Procedures
- Skills Development Act
- Knowledge and experience in Budget Preparation and Budget Management
- Knowledge of the Public Service Act
- Knowledge of Public Service Regulations
- Knowledge of the Labor Relations Act
- Knowledge and understanding of the Public Financial Management Act
- Knowledge of the Constitution of the Republic of South Africa
- Knowledge of Treasury Regulations
- Knowledge of the Basic Conditions of Employment Act
- Supply Chain Management Practices and Procedures
- POPIA Act
- Knowledge of KZN Government Key Strategic and Social Partners
- Knowledge of corporate governance principles
- Knowledge of risk management concepts, framework, and methodology
Short Term Employment
- McCarthy Toyota Pty Ltd
- Position: Admin/Accounts Officer
- Duration: 01/11/2005 – 30/09/2006 (Permanent)
- Ezemvelo KZN Wildlife
- Position: Senior Admin Officer
- Duration: 01/06/2005 – 31/10/2005 (Contract)
- Kaymac Rotomoulders
- Position: Temp Receptionist
- Duration: 01/03/2005 – 31/05/2005 (Contract)
- Siyathuthuka Holdings
- Position: Switchboard Operator
- Duration: 01/05/2004 – 28/02/2005 (Contract)
Timeline
Office Manager: Corporate Support Services
Ezemvelo KZN Wildlife
01.2020 - Current
Executive Assistant to Chief Human Resource Officer
Ezemvelo KZN Wildlife
02.2014 - 12.2019
Personal Assistant to General Manager West Region
Ezemvelo KZN Wildlife
10.2010 - 01.2014
Project Administrator
Royal Haskoning DHV
10.2006 - 05.2010
MBA - Public Administration
MANCOSA
04.2001 -
Bachelor of Arts - Government, Administration and Development (GAD)
UNISA
04.2001 -
Senior Certificate - Grade 12
Linpark High School