Safiyyah Ismail

- Hosted clients onsite, ensuring they felt welcomed, comfortable, and engaged throughout their visit.
- Planned and managed client agendas, coordinating meetings, activities, and logistics for smooth execution.
- Prepared personalized welcome gifts, tailored to each client’s visit.
- Organized client dinners and offsite events, handling venue selection, menu planning, and transport arrangements.
- Coordinated daily catering, ordering lunches, snacks, and refreshments while accommodating dietary needs.
- Managed the CCO’s calendar, scheduling meetings, appointments, and travel plans.
- Arranged client travel and accommodation, ensuring seamless logistics and stress-free experiences.
- Drafted and distributed executive communications, informing teams of upcoming client visits and sharing a 3‑month forecast spreadsheet of potential visits.
- Issued access cards and Wi-Fi credentials for guests, completed building checks, and created welcome slides for new clients.
- Booked and prepared meeting rooms, ensuring equipment, catering, and printed materials were ready.
- Maintained strong communication with clients and internal teams to deliver high-quality service.
- Monitored budgets and prepared monthly expense reports related to client activities.
- Oversaw client branding and merchandise, ensuring consistency and quality across staff and events.
- Tracked project deliverables and deadlines, supporting leadership goals and client expectations.
- Recorded accurate meeting minutes, documenting key discussions and action items for distribution.
- Anticipated client needs, proactively addressing requirements to deliver seamless, high-quality experiences.

- Managed the Ops Director’s calendar, meetings, and deadlines to keep schedules running smoothly.

- Arranged travel, accommodation, and visas for local and international trips for the Managing Director and senior team.
- Prepared presentations, reports, and internal communications on behalf of leadership.
- Acted as a trusted liaison between leadership and internal/external teams, handling confidential matters with discretion.
- Assisted with financial tasks, including reviewing balance sheets, income statements, cash flow reports, and completing monthly credit card claims.
- Planned and coordinated board and shareholder meetings, preparing agendas and document packs.
- Tracked deadlines, follow-ups, and project updates to support leadership priorities.
- Handled internal concerns and supported issue resolution, maintaining a positive work environment.
- Worked closely with senior management to foster a professional and collaborative company culture.
- Organised and executed corporate events, staff functions, and executive meetings, including logistics, catering, and venue arrangements.
- Booked and prepared meeting rooms, ensuring equipment, materials, and refreshments were ready.
- Conducted weekly office walkabouts to identify maintenance issues (equipment, plumbing, lighting, safety hazards), logging findings and ensuring timely resolution.
- Raised purchase orders (POs) for office supplies, maintenance services, and equipment.
- Collaborated with finance to ensure accurate billing, approvals, and timely vendor payments.
- Coordinated site inspections with contractors, verifying completion of work before sign-off.
- Managed staff access control, issuing and deactivating access cards, and maintaining accurate records.
- Oversaw asset returns during offboarding, checking condition of laptops, headsets, and other equipment.
- Maintained inventory of facility supplies and equipment, ensuring adequate stock and responsible usage.
- Acted as primary contact for facility queries, resolving issues and coordinating with relevant teams.
- Ensured compliance with health, safety, and security protocols, participating in audits and implementing corrective actions.
- Supported space planning and office layout changes, assisting with relocations and workspace optimization.

- Answered a busy switchboard at reception, directing calls to the appropriate departments.
- Monitored Outlook correspondence and vessel company portals for incoming order requests.
- Captured orders, applied markups, and provided pricing to vessels via email and company portals.
- Created picking lists for warehouse staff to prepare and pack orders onto pallets.
- Checked and verified orders before dispatch to ensure accuracy prior to loading onto vehicles.
- Prepared sea freight documentation, confirming pallet weights and compliance with shipping requirements.
- Coordinated deliveries to Sea Point, Saldanha, and Cape Town Harbour.
- Worked under pressure to process last‑minute orders, ensuring vessels were serviced promptly during limited docking times.