Hi, I’m
Penny Evans
Executive Personal Assistant / Office Manager / HR Administrator
Johannesburg
Summary
Dedicated Office Manager/ Executive Assistant Maintain professional appearance and demeanor and completes assigned tasks with focus on quality. Dependable and quick-learning team player with effective communication and organization skills. Driven and resourceful administrative professional 10+ years of experience assisting with the work of high-achieving executives. Successfully manages high-volume workloads in rapidly changing environments. Detail-oriented administrative professional with superb people-skills experience. Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals. Enthusiastic, motivated to learn, grow and excel. Eager to contribute to team success through hard work, attention to detail and excellent organizational skills. Clear understanding of duties.
Overview
20
years of professional experience
1
year of post-secondary education
2
Languages
Work History
PRIMO EXECUTIVE CARS (PTY) LTDJohannesburg
Executive Assistant to CEO, Marketing Director and Sales Manager
12.2021 - Current
Job overview
- Escalation of customer / ombudsman complaints
- Creditors preparation of monthly creditors and paying via credit card (manually)
- Creating detailed price tags and ensuring the stock have the respective dealership stickers or plates fitted
- Assisting the Director and Marketing Director with personal requests / tasks
- Submission of monthly printer readings
- Filing
- Travel arrangements
- Overseeing marketing assistant / office cleaners
- Handle Insurance claims for the company and Director
- Assist Management
- Schedule Meetings
- Personal or Business errands for Executives
- Managing the company Fuel Account
- Creating a company Organizational chart
- Creating HR Letters to New Employees and assisting HR Administration with templates
- Assist HR Administrator with HR queries relating to drafting of documents and relevant charges brought forward against employees
- Assist HR Administrator with investigation of misconduct
- Listing of available positions at the dealership and screening of candidate resumes before presenting to the Director to secure an interview
- Managing the new employee setup process i.e IT (Pc’s), email, phones, electronic signatures
- Managing the uniform requirements / ordering and ensuring compliance thereof
- Assist with event planning
- Project Management: Overseeing building renovations and ensuring constant feedback is provided in terms of the development / building
- Liaison between contractors and the Director
- Recon Department: Assisting the recon department with stock currently in recon and ensuring that the once a vehicle has been completed that the recon department sticker templates are updated accordingly and updating of a spreadsheet to monitor the progress of complete stock
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Handled confidential and sensitive information with discretion and tact.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Organized and coordinated conferences and monthly meetings.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
eMD TechnologiesJohannesburg
National Office Manager /Executive Assistant
04.2013 - 04.2021
Job overview
- Managed the Offices nationally
- Worked to maintain outstanding attendance record, consistently
- Managed building maintenance and ensured the upkeep of buildings and office premises nationally
- Managed Auxiliary staff such as Drivers, Office Cleaning Staff, Tea Ladies, Maintenance staff and Frontline staff
- Preparing Agenda’s and following up on actions from previous meetings
- Attended meetings to take minutes from Executive Level to Departmental Managers
- Drafting of board resolutions
- Procurement for all branches
- Finance Department – loaded client debit orders and managed their aging analysis
- Client Account Payment Plans
- Debtors
- Creditors
- Human Resources
- Induction and capturing new employees’ personal information
- Capturing employee benefits such as medical aid, provident fund, allowances and maternity benefits
- Prepared yearly increase schedule for approval from Executives with KPI’s
- Managed members on Discovery Health Care and Momentum Funds at work
- Checking monthly reports and accuracy of all members
- Capturing of sales commissions, reimbursements and leave
- Hosted wellness days for employees with Discovery and partners
- Captured commissions and reimbursements and leave as well as prepared employee personal files
- Handled monthly reporting of payroll from Sage run and submitted ROE to Auditors for submission
- Submitted UIF reports to the Department of Labour Department of Labour inspections
- Handled WCA submission and UIF declarations as well as managed TERS process of capturing and submission
- Handled onboarding and exiting process, termination of employees, UI 19 forms, salary schedules and certificate of Service
- Attended counseling sessions of staff members and assisted with outcomes required
- Managed grievance process, disciplinary and warnings
- Assisted Labour Law Attorney to draft relevant documents for hearings as well as CCMA representation
- Recorded and took minutes of the proceedings
- Ensured that all company policies were up to date as per requirements and legislation then submitting to Labour Attorney for review and approval
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
UPPEREDGE PRODUCTS (PTY) LTDJohannesburg
Personal Assistant to Managing Director /Finance Manager
11.2011 - 09.2012
Job overview
- Responsible for taking minutes for meetings
- Typed memos, letters, minutes, quotes and invoices
- Drew up the monthly sales reports
- Managed the diary for 3 Directors and the Finance Manager
- Managed the group sales reports for customers
- Handled debtors’ statements, reconciliations, payments and settlement discounts
- Followed up on Debtors
- Organized Director's travel arrangements
- Opened accounts on Pastel evolution
- Conducted ITC checks on new credit applications
- Allocated and reconciled bank statements
- Updated product list
- Prepared meeting packs for customers
- Served as point of contact between clients and managerial staff
- Responded to emails and other correspondence to facilitate communication and enhance business processes
- Used discretion when handling confidential information
- Maintained appropriate filing of personal and professional documentation
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Maintained confidentiality and discretion while handling sensitive information relevant to company operations.
- Contributed to a positive work environment through professional demeanor and strong interpersonal skills.
- Monitored expenses closely, maintaining an organized filing system for easy access to financial records.
- Aided executive in personal tasks such as scheduling appointments or running errands when needed.
- Maintained appropriate filing of personal and professional documentation.
- Managed travel arrangements including flights, accommodations, and itineraries for smooth business trips.
- Improved time management of the executive through effective prioritization and organization of tasks.
- Displayed absolute discretion at handling confidential information.
CMC BOKSBURG (PTY) LTDJohannesburg
Assistant to Finance Manager
11.2009 - 04.2011
Job overview
- Completed application forms for customers
- Responsible for warranties and insurance and ensuring that preparation thereof was ready for Finance and Insurance Manager at time of signing up clients
- Conducted verification of applications and documents before submitting to bank for validation
- Performed general administrative duties
- Used discretion when handling confidential information
- Contributed to a positive work environment with strong interpersonal skills and proactive teamwork attitude.
- Safeguarded sensitive information through proper documentation handling, data entry, and record maintenance procedures.
- Greeted guests in with friendliness and professionalism.
- Assisted manager in all aspects of business operations.
NedbankJohannesburg
Banking Clerk
07.2005 - 11.2009
Job overview
- Checking and analyzing documents for new accounts
- Managing application journal
- FICA Verification on all accounts
- General administrative duties
- Compiling and actioning of reports for branch manager
- Handling client queries and other client relation issues
- Capturing of claims
- Assisting all bankers when needed
- Data capturing
- Paying all debtors and closing accounts
- Level three mandate to release staff
- Enhanced customer satisfaction by efficiently processing transactions and addressing inquiries.
STANDARD BANK VEHICLE AND ASSET BASED FINANCEJohannesburg
New Business Consultant - Temp
02.2005 - 07.2005
Job overview
- Assisted clients telephonically with new applications for vehicle and asset finance
- Ensured customers submitted correct documents for the applications
- Assisted existing customers with any queries regarding their personal vehicle and asset finance
Education
ABET Part Time At Marais Viljoen in AlbertonGauteng, South Africa
High School Diploma from Matric
01.2003 - 12.2003
Skills
Executive support
Administrative Support
Human Resources Assistant
Office Management
Information confidentiality
Meticulous attention to detail
Professional and mature
Customer Service-Oriented
Self-starter
Teamwork and Collaboration
Effective Communication
Adaptability and Flexibility
Multitasking Abilities
Honest and Dependable
Interpersonal Skills
Professionalism
Ethnicity
White
Disabilities
None
Ownvehicle
True
Salaryexpectations
R28k
References
Available upon Request
Personal Information
- Notice Period: 1 month
- Date of Birth: 08/01/83
- Gender: Female
- Nationality: South African
- Driving License: True
Timeline
Executive Assistant to CEO, Marketing Director and Sales Manager
PRIMO EXECUTIVE CARS (PTY) LTD
12.2021 - Current
National Office Manager /Executive Assistant
eMD Technologies
04.2013 - 04.2021
Personal Assistant to Managing Director /Finance Manager
UPPEREDGE PRODUCTS (PTY) LTD
11.2011 - 09.2012
Assistant to Finance Manager
CMC BOKSBURG (PTY) LTD
11.2009 - 04.2011
Banking Clerk
Nedbank
07.2005 - 11.2009
New Business Consultant - Temp
STANDARD BANK VEHICLE AND ASSET BASED FINANCE
02.2005 - 07.2005
ABET Part Time At Marais Viljoen in Alberton
High School Diploma from Matric
01.2003 - 12.2003