Thabelwa Mthembu
Executive Assistant
Centurion
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
20
20
years of professional experience
1
1
year of post-secondary education
Work History
Executive Assistant to the Managing Director
Abbott Laboratories
03.2022 - Current
- Screened personal and business calls and directed to appropriate party.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Increased stakeholder satisfaction levels through timely follow-up on action items resulting from meetings or discussions with Managing Director.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Worked with senior management to initiate new projects and assist in various processes.
- Coordinated events and worked on ad hoc projects.
- Supported project management efforts by assisting development of project plans, timelines, and resource allocation documentation.
- Collaborated with cross-functional teams to execute corporate initiatives and achieve company-wide goals.
- Organized special events and conferences, coordinating logistics from venue selection to attendee registration with great attention to detail.
- Coordinated logistics for high-level meetings, ensuring a seamless experience for all attendees.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Created and managed office systems to efficiently deal with documentation.
- Led staff and vendors in providing high level of service for owner and guests.
- Facilitated training and onboarding for incoming office staff.
- Managed travel arrangements, anticipating needs and addressing potential issues proactively to ensure smooth trips for the Managing Director.
- Updated and maintained confidential databases and records.
- Filed paperwork and organized computer-based information.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Handled confidential and sensitive information with discretion and tact.
- Took notes at meetings.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Skilled at working independently and collaboratively in a team environment.
- Proven ability to learn quickly and adapt to new situations.
- Managed time efficiently in order to complete all tasks within deadlines.
- Proven ability to develop and implement creative solutions to complex problems.
Office Manager
MMVIP Security
01.2021 - 02.2022
- Assisted in organizing and overseeing assignments to drive operational excellence.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Managed compliance to keep organization operating within legal and regulatory guidelines.
- Created, maintained and updated filing systems for paper and electronic documents.
- Maintained computer and physical filing systems.
Personal Assistant
Allergan Pharmaceuticals
09.2013 - 12.2020
- Helped clients to maintain independence and quality of life.
- Used discretion when handling confidential information.
- Streamlined communication for better efficiency between executive and team members by acting as a liaison.
- Served as first point of contact for incoming visitors or phone calls, ensuring prompt responses or directing inquiries appropriately.
- Facilitated transportation to and from appointments.
- Participated in team meetings and staff training sessions.
- Liaised with key accounts to deliver targeted administrative household support.
- Answered phone calls and addressed customer questions and concerns to promote satisfaction and continued business.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation.
- Facilitated smooth office operations by managing supplies inventory and overseeing maintenance requests.
- Excellent communication skills, both verbal and written.
- Learned and adapted quickly to new technology and software applications.
- Strengthened communication skills through regular interactions with others.
- Worked well in a team setting, providing support and guidance.
Field Service Representative
Allergan Pharmaceuticals
04.2013 - 08.2013
- Delivery and collection of bread implants to and from customers
- Maintenance of Breast health foundation stock
- Follow theater and hospital protocol
- Collection of reporting/usage from sheet and replenish stock
- Frequently checking permanent consignment accounts and stock
- Liaison with customer service to place order for refreshment.
Marketing Assistant
Allergan Pharmaceuticals
05.2012 - 03.2013
- Supported the Neuroscience and PRAM marketing team
- Events coordination and adhoc requests from field service force
- Sourcing of quotes and placing order for marketing materials
- Creating pro-forma invoices to be paid
- Uploading of documents and circulating on Zinc/Veeva Vaults for approval
Benefits Claims Clerk
Bambanani Benefits Administrators
01.2012 - 04.2012
- Processing and checking of bulk retrenchments claims
- Requesting of tax directive from SARS
- Updating members details on system
- Following-up with each members for outstanding documentation
- Claim payment preparations
Receptionist
Genop Healthcare
11.2011 - 12.2011
- Corresponded with clients through email, telephone, or postal mail.
- Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.
- Routed incoming mail and messages to relevant personnel without delay.
- Organized, maintained and updated information in computer databases.
- Responded to inquiries from callers seeking information.
- Monitored and screened visitors to verify accessibility to inter-office personnel.
- Kept reception area clean and neat to give visitors positive first impression.
- Answered phone promptly and directed incoming calls to correct offices.
- Excellent communication skills, both verbal and written.
Internal Sales Administrator
Industrial Analytical (Pyt) Ltd.
02.2006 - 04.2010
- Order processing/capturing
- Updating files
- Dealing with Customer complaints and queries
- Following-up on outstanding/back orders with suppliers
- Daily invoicing of outgoing goods on PASTEL
- Printing out of safety material data sheet and certificate of analysis
Administrative Assistant
Thabondle Investment CC
11.2004 - 04.2005
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Managed filing system, entered data and completed other clerical tasks.
- Assisted coworkers and staff members with special tasks on daily basis.
Volunteer Clerical Assistant
Prince Mshiyeni Hospital
12.2003 - 10.2004
- Stock taking
- Handling hospital orders
- Daily stock reconciliation
- Data Capturing
- Filing
Education
Bachelor of Commerce - Human Resources Management
MANCOSA
Pretoria 01.2023 - Current
No Degree - Advance Office Management Certificate
UNISA
Pretoria 04.2001 -
No Degree - Human Resources Management
University of South Africa - UNISA
Pretoria 04.2001 -
No Degree - Office Management Certificate
UNISA
Pretoria, South Africa 04.2001 -
No Degree - Health Care Representative Certificate
The Smart Group
Johannesburg 04.2001 -
No Degree - Professional Office Assistant
Working World College/Stanford
Durban 04.2001 -
High School Diploma -
Isipingo Secondary School
Durban, South Africa 04.2001 -
Skills
Invoice Processing
Risk Management
Professionalism
Office Management
Administrative Oversight
Schedule Management
Time Management
Office Administration
File Maintenance
Logistics Coordination
Filing and data archiving
Business Correspondence
Conflict Management
Time management abilities
Interpersonal Skills
Calendar Management
Reliability
Effective Communication
Customer Service
Honest and Dependable
Meeting Scheduling
Travel administration
Invoice Management
Task Prioritization
Supply Ordering
Team Collaboration
Attention to Detail
Catering Coordination
Meeting Agenda Preparation
Timeline
Bachelor of Commerce - Human Resources Management
MANCOSA
01.2023 - Current
Executive Assistant to the Managing Director
Abbott Laboratories
03.2022 - Current
Office Manager
MMVIP Security
01.2021 - 02.2022
Personal Assistant
Allergan Pharmaceuticals
09.2013 - 12.2020
Field Service Representative
Allergan Pharmaceuticals
04.2013 - 08.2013
Marketing Assistant
Allergan Pharmaceuticals
05.2012 - 03.2013
Benefits Claims Clerk
Bambanani Benefits Administrators
01.2012 - 04.2012
Receptionist
Genop Healthcare
11.2011 - 12.2011
Internal Sales Administrator
Industrial Analytical (Pyt) Ltd.
02.2006 - 04.2010
Administrative Assistant
Thabondle Investment CC
11.2004 - 04.2005
Volunteer Clerical Assistant
Prince Mshiyeni Hospital
12.2003 - 10.2004
No Degree - Advance Office Management Certificate
UNISA
04.2001 -
No Degree - Human Resources Management
University of South Africa - UNISA
04.2001 -
No Degree - Office Management Certificate
UNISA
04.2001 -
No Degree - Health Care Representative Certificate
The Smart Group
04.2001 -
No Degree - Professional Office Assistant
Working World College/Stanford
04.2001 -
High School Diploma -
Isipingo Secondary School
04.2001 -