Pamela Rosina Kgosimore

• Answered phone calls and addressed customer questions and concerns to promote satisfaction and continued business.
• Communicated with internal departments, vendors and contractors to discuss schedules, project requirements and upcoming appointments.
• Maintained and organized all shared drives, documents and spreadsheets in Google Workspace.
• Collaborated in cloud environments such as Trello and Google Workspace.
• Served as point of contact between clients and managerial staff.
• Used discretion when handling confidential information.
• Maintained appropriate filing of personal and professional documentation.
• Coordinated international and domestic travel logistics including flight itineraries, hotel reservations and car services.
• Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation.
• Arranged domestic and international travel plans and itineraries.
• Sourced and ordered office equipment and supplies.

To provide an effective and efficient administrative and secretarial support service to managers and a team.

Key Accountabilities:

Strategic Impact

Deals with day-to-day matters on behalf of Partners and Assistant Partner to allow their focus to be on achievement of strategic objectives
Makes judgements that relate to common queries without reference to management

Client Impact: External / Internal

Liaises with clients'/ external staff on behalf of Directors as instructed
Attends to client requests as directed by Partners
Builds rapport with client staff / external providers
Operational Effectiveness
Liaises with Directors regarding setting of meetings, prioritisation, etc.
As directed, sources documents / information required for meetings and maintains a record of these for reference
Filters general information, queries, phone calls, emails, and refers on to relevant individuals where appropriate
Responds to email / mail directly where possible and prepares correspondence for signature as needed
Maintains confidentiality of work matters
Liaises with internal staff and external providers on provision of required services on request i.e. IT, event management, marketing services, etc.
Coordinates travel bookings and itineraries, both local and international
Drafts presentations for review as directed
Development/Growth of Team
Remains updated on issues relating to the Service Area
Focuses on own development areas
Budgets / Profitability
Plans travel, events, etc. within strict guidelines of business
Drafts accurate record of invoices/PR's and submits these timeously
Effectively uses time, equipment and resources
• Manage claims
• Procure stationery

• Resolved problems, improved operations and provided exceptional service.
• Created plans and communicated deadlines to complete projects on time.
• Monitored company inventory to keep stock levels and databases updated.
• Delivered services to customer locations within specific timeframes.
• Exceeded goals through effective task prioritization and great work ethic.
• Used critical thinking to break down problems, evaluate solutions and make decisions.
• Resolved conflicts and negotiated mutually beneficial agreements between parties.
• Offered friendly and efficient service to customers, handled challenging situations with ease.
• Completed paperwork, recognizing discrepancies and promptly addressing for resolution.
• Demonstrated respect, friendliness and willingness to help wherever needed.
• Maintained energy and enthusiasm in fast-paced environment.
• Received and processed stock into inventory management system.

To support the Head of the Business unit and provide comprehensive administration and management of the office and act as the first point of contact for the Managing executive during their absence. Maintain a high degree of confidentiality at all times and to interact with stakeholders at various levels in order to deliver on the work outputs.

Accountability: Operational Process Support

I act as initial point of entry for escalated client queries.
Manage the diary of the Managing Executive, in an efficient manner by using Outlook, to set up
meetings requested by the line manager or to accept meetings requested by others where the manager’s presence is needed.

Track and monitor the acceptances and declines obtained from the relevant parties that have been invited to
the meeting. Where possible, resolve issues independently but where needed escalate any concerns and
issues to the manager.
Print all documentation relevant to the meetings and prepare daily meeting packs and give them to the
manager for their reference.
Redistribute the resolution or respond directly to the stakeholders where appropriate and report only major issues to the Managing Executive or manager/s.
Take personal accountability for resolving complaints lodged directly with the manager/s.
Coordinate the preparation of formal performance reviews conducted by the manager/s
Take charge of general office administration including ordering of stationery and groceries, restocking
printers etc.
Ensure that adequate reserve stock is ordered.
Enforce company policy in terms of procedures including travel, cell phone, expense claims etc. (i.e. responsible for controlling signatures, taking policy into account, urgency and effecting timeous
forwarding of documents).
Liaise with the in-house travel agency to make the travel bookings for any domestic and international
Trips the manager is required to make and in so doing ensure adherence to the required travel approval process.
Take minutes and ensure that the minutes are typed, approved by the meeting chair and distributed to
the relevant parties within the agreed time period.
Arrange any venues and catering for any team events, as requested by the manager, and obtain the
managers’ approval on any orders prior to placing them with the suppliers.
Where teleconferences are being held, liaise with the relevant stakeholders to secure a dial in pin for the meeting.
Communicate the pin's details to all meeting attendees in advance of the meeting.
Oversee the management of the office to ensure smooth operations and that resources are available and operating effectively.
Screen requests for meetings to be attended by the manager/s and determine which ones would be appropriate for personal attendance and which ones should be delegated to the business manager
• Liaise with relevant parties to re-schedule any meetings, based on a request from either the manager or

Duties and responsibilities

Interpretation, monitoring and responding to emails.
Responding to calls and handling enquiries
Prepare correspondence on the principal’s behalf
Liaising with staff, clients etc.
Managing electronic diary, booking of meetings
Organising travel and preparing complex travel itineraries
Writing and documenting of minutes
Planning, organising and managing events
Preparing presentations
Formulating papers for meetings
Managing and reviewing filing and office systems, sourcing and ordering stationery and office
equipment
Claiming monthly returns on cell phone, 3G, Tablet, Corporate

Credit Card management
Maintain office services
Office Management
Liaise with other agencies, organisations and groups
Update organisational memberships
Maintain office equipment
Provide on the job and other training opportunities
Maintain office records
Ensure filing systems are maintained and up to date
Maintain and replenish inventory
• Check stock to determine inventory levels
• Perform other related duties as required

Duties and responsibilities

Screening telephone calls, enquiries and requests, and handling them when appropriate
Organising and maintaining Executives’ diaries and making appointments
Organize and coordinate meetings, conferences and the logistics of work travels
Dealing with incoming correspondence & producing documents, briefing papers, reports and
presentations
Organize internal and external events;
Establish and maintain filing system;
Serves as point of contact for internal and external matters pertaining to the Executive’s diaries
Establish work procedures
Completing expense reports
Arrange meetings, conferences, teleconferences, telepresence and the logistics of work travels
Prepare presentation by collecting information and consolidate it for my manager
Ensure all errands, both of a business and personal nature are attended to
Responsible for any other ad-hoc requirements of the Executives and the team.
Managing invoices, travels, expense reports, and rent payments.
Processing outgoing shipments and handle incoming mail and packages
Following up on customer invoices.
Helping arrange lunches at the office.
Assisting with on-boarding of new hires to ensure a smooth transition.

• Proficiency in Microsof
• Familiarity with the ins and outs of a start-up environment.

Duties and responsibilities

Serves as point of contact for internal and external matters pertaining to the Executive’s diaries
Screening telephone calls, enquiries and requests, and handling them when appropriate
Organising and maintaining Executives’ diaries and making appointments
Organize and coordinate meetings, conferences and the logistics of work travels
Dealing with incoming correspondence & producing documents, briefing papers, reports and presentations
Organize internal and external events;
Establish and maintain filing system;
Establish work procedures
Completing expense reports
Keeping personal and official schedule up to date
Arrange meetings, conferences, teleconferences, telepresence and the logistics of work travels
Maintain, support and organize the schedule of calendars for department personnel
Prepare reports by collecting information
Maintain office supplies inventory by checking stock to determine inventory level; anticipate needed supplies; place and expedite orders for supplies; verify receipt of supplies
Responsible for the Medical Aid reconciliations
Ensure all errands, both of a business and personal nature are attended to
Responsible for any other ad-hoc requirements of the Executives and the team

Office Manager

Serving as the go-to person for all office needs and being the most knowledgeable person about the office.
Managing invoices, travels, expense reports, and rent payments.
Managing office equipment, kitchen and general supplies
Processing outgoing shipments and handle incoming mail and packages
Coordinating external events logistics and schedules.
Following up on customer invoices.
Helping arrange lunches at the office.
Assisting with on-boarding of new hires to ensure a smooth transition.
Interfacing with clients and all levels of staff
Excellent communication skills, both written and verbal.

• Familiarity with the ins and outs of a startup environment.
• I desire to assist others and take on additional responsibilities

Duties and responsibilities
Diary management & follow up
Organising travel requirements
Creating an organized environment
Organising meetings and agendas
Managing Managers expenses
Managing queries
Tracking outstanding tasks
Managing Stationery
Managing Petty Cash
Managing MyMarket
Managing Flights & Accommodation, etc
Managing Office Automation
Managing Office Services
Hosting and organizing functions and events
Booking Meeting rooms
Manage timeous purchase orders
Administer HR documentation
Administer Credit Note
Verify Expenses
Verify Attendance Registers
Balancing the demands of more than one Manager
Organise my manager(s) and anticipate her needs effectively.
Working as a team with my manager
Managing my manager’s time
Representing my manager(s) appropriately in a variety of situations
Maintaining confidentiality
Effective multi-tasking
Maintaining Accurate Filing System
Telephone skills & Call screening
• Written communication and email
• Effective minute taking