Sinethemba Miranda Malindi
Randpark Ridge
Summary
Motivated and experienced Executive Assistant with a proven track record of providing high-level administrative support to senior executives. Seeking a challenging opportunity to leverage my skills and experience in a dynamic organization.
Detail-oriented and organized professional with 5 years of experience as an Executive Assistant. Proficient in calendar management, travel coordination, meeting facilitation, and project management. Skilled in handling sensitive information with discretion and confidentiality. Strong communication and interpersonal skills with the ability to work effectively in a fast-paced environment.
Overview
16
16
years of professional experience
Work History
Executive Business Assistant
VMware South Africa
11.2022 - 03.2024
- Provided business administration support for the VMware Regional Director and ad-hoc support for other members of the SSA Leadership team as necessary
- Identified and implemented process improvements, leading projects to increase productivity
- Prepared internal and external communications as required
- Managed complex diary appointments, including booking and managing domestic & international travel via an external portal system
- Arranged team meetings, managing all pre-reading, attending & taking minutes, following up on outstanding actions, budget management, and relevant PO Management
- Handled expense report submissions for the executive and checked/approved team members' reports in line with policy
- Coordinated general administrative and organizational matters, such as organizing files, setting up new starters, maintaining the team holiday tracker, and updating organization charts
- Prepared moderate to complex spreadsheets and high-level presentations using MS Excel / PowerPoint
- Composed and edited correspondence on behalf of the executives
- Gathered data from various sources for inclusion in reports and presentations
- Interpreted and relayed company policy information, keeping the executive informed of any deviations requiring personal attention and approval
- Acted as a liaison between groups under the responsibility of the executive
- Handled confidential material relevant to company operations with sensitivity
- Managed sourcing and vendor management processes
- Planned and coordinated events
- Prepared weekly reports on the state of the business
- Provided feedback on OneNote
- Updated and managed movement on Salesforce/WAVE dashboard.
- Facilitated strong working relationships among staff members by fostering open lines of communication across departments.
- Boosted company reputation with excellent customer service while addressing inquiries and resolving issues promptly.
- Safeguarded sensitive information by establishing secure document storage systems and adhering to strict confidentiality protocols.
- Built solid rapport with external vendors ensuring timely delivery of goods/services without compromising on quality.
- Streamlined office processes by implementing efficient filing systems and organizational tools.
Personal Assistant to the Sales Director / Sales Administrator
Tsebo Facilities Solutions Group
09.2018 - 10.2022
- Developed and executed lead generation strategies, resulting in a 30% increase in qualified leads within six months
- Implemented data-driven approaches to identify target markets and optimize lead conversion rates
- Collaborated with marketing and sales teams to align strategies and ensure seamless lead handoff processes
- Utilized CRM software (Salesforce) to track leads, monitor progress, and analyze performance metrics
- Conducted market research to identify emerging trends and capitalize on new business opportunities
- Oversaw and controlled TFS Sales office functions
- Prepared Forecast Reports, Exco Reports, Contract at Risk Reports, and Monthly Sales presentations
- Sourced tenders and compiled bids
- Assisted Business Development Managers and Executive Sales with compiling and submitting tender documents electronically and for delivery
- Liaised with the Bid Office
- Administered projects and programs
- Organized travel and prepared complex travel itineraries for the Sales and Solutions and Implementation Department
- Monitored Sales Department monthly expenditure of operational and travel budgets and Company cellphones
- Managed Sales Directors' email inbox
- Managed the TFS Commercial Director’s calendar
- Worked closely with Sales Director, Business Development Managers, and Executive Sales
- Performed secretarial functions
- Managed Sales Directors' diary, scheduling all appointments and meetings
- Greeted clients and visitors and responded to inquiries and requests for information
- Received payroll and leave reports from the HR department and checked the reports for the Solutions and Implementation Payroll and Leave Reports
- Managed the leave days for the Sales team
- Monitored monthly expenditure of operational and travel budgets and Company cellphones
- Managed the company's certificates i.e., BBEE, Tax Clearance, ISO certificates
- Liaised with the Finance department regarding payments to our suppliers
- Received invoices from our suppliers and issued them with a quotation
- Received, processed, and sent mail, documents, and information
- Ensured a high level of customer service is provided and maintained
- Delivered all tasks as agreed in the Performance Agreement Rating Schedule
- Liaised with representatives, clients, and management
- Ensured full administration support is given to the Sales Director (Exec Assistant), the sales team, and Solutions and Implementation Team (Department Assistant)
- Sourced and ordered stationery and office equipment
- Booked events such as SAFMA, SACSC, SAPOA
- Organized and hosted meetings
- Managed office supplies portal systems
- Managed archive
- Handled tender submissions
- Worked closely with the Marketing team to arrange events and exhibitions
- Ensured bookings for events and maintained valid memberships for SAFMA, SACSC, SAPOA
- Kept track of important submission dates
- Coordinated and helped submit monthly reports
- Updated information on our internal CRM system (Salesforce)
- Moved Opportunities to relevant stages on Salesforce
- Captured all Opportunities and pulled out Dashboard reports for the team
- Managed the sales pipeline on the CRM system
- Worked closely with the bid Centre during bid preparation
- Stood in for the CEO and FD Executive Assistance when she was not available
- Worked closely with the Ops Executives when compiling the current Contracts report, i.e., Cross-selling, Upselling, and Contract at Risk Reports
- Was part of the TFS OHS Committee (Emergency Coordinator).
- Assisted in the preparation of presentations and reports, contributing to well-informed decision making.
- Enhanced executive''s productivity by managing schedules, organizing meetings, and overseeing correspondence.
- Aided executive in personal tasks such as scheduling appointments or running errands when needed.
- Accomplished project deadlines by assisting with task completion whenever required.
- Monitored expenses closely, maintaining an organized filing system for easy access to financial records.
- Contributed to a positive work environment through professional demeanor and strong interpersonal skills.
Receptionist/PA to the General Manger
Hyprop Investment - Hyde Park Corner Shopping Centre
08.2016 - 08.2018
- Switchboard to ensure contact with security
- Assisting the Leasing Administrator and Creditors controller with TAF, Lease Agreement capture MDA FICA
- Assisting with Debt collection
- Preparing meeting presentations
- Ensure that all telephone lines are operational, communicate and follow up on line audits
- Handle petty Cash, and doing a Cash Book
- Answer phone politely, vet calls and transfer call to correct person
- Take accurate messages and distribute to the relevant person timeously
- Receive visitors and direct them to the correct meeting room
- Receive deliveries and parcels and distribute them accurately
- Organise courier service
- Take minutes of meeting and distribute them to all parties that attended
- Update telephone contact list and distribute them monthly
- Update and maintain the shopping centre operational manual
- Direct emergency calls correctly
- Manage boardroom bookings
- Remain in radio contact with maintenance staff
- Undertake customer/Tenant service duties by assisting customers/Tenants with shopping centre information
- Assist General manager and Financial Manager with Adhoc duties
- Diary management
- Assist in making and supplying refreshments for meetings and clearing away of cups and saucers after every meeting.
- Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
- Assisted in the onboarding of new employees by preparing orientation materials and providing guidance on company policies.
- Demonstrated strong multitasking abilities while managing numerous tasks simultaneously under tight deadlines.
- Cultivated positive relationships with clients through professional demeanor and excellent interpersonal skills.
Residential Sales Administrator / Property Management Assistant
Angor Property Specialists
03.2014 - 03.2016
- Maintenance of units and complexes
- System sms
- Preparing presentations
- Insurance claims
- Setting AGM and SGM meetings
- Sending letters and levy statements
- Receiving signed OTP from Sales Agents
- Draw up commission invoice
- Submitting invoices to the Finance department
- Submit Invoices to the Attorneys
- Follow up on commission payments due with the finance and with HR department
- Checking Accuracy of information received
- Manage the Sales Manager and Sales Agents’ diary
- Attending to telephonic e-mailed queries as per to the company legislations
- Ordering and issuing of stationery
- Ensuring office equipment is in good order
- Capture deposits information and Bond Information
- Verifying validity all the documentation received
- Obtaining FICA documents for record purposes
- Preparing relevant documents for Agents use
- Updating and maintaining Sales records
- Assisting and following up with stakeholders with regards to each deal
- Sending verified OTP’s to relevant stakeholders
- Recording deal on spreadsheet and sales board
- Follow up on bond grants timorously
- Served as a liaison between departments, fostering open communication channels that improved overall organizational function.
- Assisting with additional info required from buyer for bond application
- Sending information to transferring once the bond has been granted
- Send monthly reports to finance
- Capture deals on spreadsheet
- Calculate Amounts that needs to be sent to the attorneys.
- Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue resolution efforts.
Reception/Admin
Jawitz Properties
08.2013 - 02.2014
- Front line- receiving guests, maintain and book boardrooms
- Answer calls and dial international calls
- Transfer and screen calls to the Snr PA, my Chairman and CEO
- Take messages and send them to relevant parties
- Data capturing of buyers into the internal system (JAM)
- Requesting Title Deeds from the Deeds Head office and sending them to the relevant parties
- Updating the Telephone, Area List
- Monthly Telephone print out
- Maintaining the Randburg Managers diary.
- Conducted interviews with educators, administrators, students, and parents to gather diverse perspectives for well-rounded stories.
- Streamlined workflow processes between administrative staff members such as receptionists or office managers who supported overall agency operations.
Receptionist
The Communications Firm and MSG Afrika Investment Holdings
01.2012 - 07.2013
- Front Desk Operator
- Screen calls to the CEO, MD, CFO and Chairman
- Assist the Head of Communications - Filling, Faxing, Printing and Photocopying
- Arranged Domestic and international flights and Visa Applications
- Adhoc Duties
- Schedule Meetings, interviews for the Head of Communications
- Booking internal meeting rooms and setting reminders
- Assist the Senior PA with diary management for the Execs when she is not available
- Binding Tender documents
- Update Telephone list
- Handle External client professionally
- Always adhere to the company’s values and policies.
- Improved appointment scheduling system, reducing wait times and increasing client satisfaction.
- Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents.
- Collaborated with management to improve internal processes and procedures for better workflow optimization.
- Coordinated travel arrangements for executives, ensuring seamless itineraries that met all requirements.
- Managed conference room schedules to ensure efficient use of space for meetings and other events.
MTN/VODACOM SALES ASSISTANT
Foschini retail group (Foschini south gate)
01.2008 - 12.2012
- Selling Vodacom and MTN prepaid phones
- Selling Jewellery
- Selling and Dealing with Cell phone Insurance – Claims and complains
- Ordering and receive stock from MTN and Vodacom
- Dealing with Cell phone and Jewellery repairs
- Cashier and Sales associates and sales promotions.
- Boosted store revenue through upselling and cross-selling techniques.
- Trained new hires on company policies, procedures, sales tactics helping them integrate seamlessly into the team.
- Met and exceeded sales targets consistently, contributing to overall team success.
- Processed transactions accurately while maintaining a high level of customer service.
- Developed innovative ways to showcase products effectively in-store displays, increasing visibility for less-popular items.
Education
Grade 12 -
Sparrow Combined High
Diploma Graphic Design and Web Development - undefined
College Campus
Junior Business Development Certificate - undefined
The Learning Organisation
Skills
- Exceptional Organizational Skills
- Advanced Communication Skills
- Technical Proficiency
- Problem-Solving and Critical Thinking
- Interpersonal Skills and Professionalism
Further Skills
Word, Excel, PowerPoint, Internet and Email, SAP, English, Zulu, Sotho, Tswana and Xhosa
Id
8707310791084
Personal Details
code8, Excellent; non-smoker
References
- Lusanda Mkalipi, Tsebo Facilities Solutions, 063 536 3111
- Jackie McGeen, Hyde Park Corner Centre Management, 011 325 4340
- Dennis Broad (Sales Manager), Angor Property Specialist, 0860 4 26467
- Bridget Clark(HR Manager), Jawitz Properties, 011 880 3550
- Queen Serobe (Office Manager), MSG Afrika / The Communications Firm, 011 463 7550
- Veronica Shiridza / Thembi Baloyi, Foschini South Gate, 011 942 0900
Timeline
Executive Business Assistant
VMware South Africa
11.2022 - 03.2024
Personal Assistant to the Sales Director / Sales Administrator
Tsebo Facilities Solutions Group
09.2018 - 10.2022
Receptionist/PA to the General Manger
Hyprop Investment - Hyde Park Corner Shopping Centre
08.2016 - 08.2018
Residential Sales Administrator / Property Management Assistant
Angor Property Specialists
03.2014 - 03.2016
Reception/Admin
Jawitz Properties
08.2013 - 02.2014
Receptionist
The Communications Firm and MSG Afrika Investment Holdings
01.2012 - 07.2013
MTN/VODACOM SALES ASSISTANT
Foschini retail group (Foschini south gate)
01.2008 - 12.2012
Grade 12 -
Sparrow Combined High
Diploma Graphic Design and Web Development - undefined
College Campus
Junior Business Development Certificate - undefined
The Learning Organisation
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