Yvonne Matjeke
Personal Assistant / Project Administrator
Meadowlands
Summary
I’m a highly motivated, confident individual with exceptional multi-tasking and organizational skills. My experience is administrations spans 20+ years. I am able to exhibit confidentiality, discretion, tact, diplomacy, and professionalism when dealing with directors or senior managers. Possessing a proven ability to help managers and teams to make the best use of their time by dealing with their secretarial and administrative tasks. Ready and qualified for the next stage in a successful career. Currently looking for a suitable PA position with an ambitious company.
Overview
27
27
years of professional experience
2016
2016
years of post-secondary education
Work History
Personal Assistant to PCB Exco Team
FIRST NATIONAL BANK
Sandton
03.2018 - Current
- Company Overview: Segment: Retail & Commercial Division: Private Core Banking (PCB)
- Provided complete administration service and support to PCB EXCO Members including their team of managers, specialists, analysts, coordinators, etc.
- Managed travel arrangements including flights, accommodations, and itineraries for smooth business trips.
- Aided executive in personal tasks such as scheduling appointments or running errands when needed.
- Maintained confidentiality and discretion while handling sensitive information relevant to company operations.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Assisted in the preparation of presentations and reports, contributing to well-informed decision making.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Administrative support
- Assist with day-to-day operational queries, arranging daily parking, booking meeting venues, coordinating daily calendars of senior management, planning appointments and events as well as and general administrative functions.
- Arrange meeting as instructed, book venue or VC, arrange catering when necessary or instructed, welcome external visitors.
- Assist with flight, accommodation and car hire bookings during roadshow period for the teams in the BU.
- Assist the on-boarding process by compiling and distributing on-board information, ordering Laptops, access cards applications, parking access, welcome packs as well as facilitating any other system access needed.
- Displays strong orientation towards ensuring client satisfaction and service delivery.
- Deal with employee queries and when required.
- Ordering of stationery.
- Market Conduct Forum Administration.
- Oversee operational guest relations by communicating and negotiating with senior stakeholders both internally and outside, welcoming and overseeing VIP visitors, and delivering services efficiently on a to guarantee adherence to company rules, procedures, and operating standards.
- Processed invoices, expenses and payments via the procurement division.
- Carry out administrative tasks necessary for creating the paperwork and correspondence, such as agendas, minutes, meeting actions, PowerPoint presentations, and other administrative procedures for meetings and other events that the executive attends.
- Keep the executive updated on a variety of activities both inside and beyond the group, by effectively networking and establishing commercial relationships.
- Respond quickly and effectively to all inquiries within predetermined time frames.
- Establish efficient communications and relationships with both internal and external contacts.
- Assist the executive in making sure that the company code of conduct, rules, and legal requirements are followed.
- Assist the Executive with all aspects of personal administration, including, prioritizing and composing (verbally or in writing) replies to letters or emails on the Executive's behalf while assessing situations or circumstances shrewdly to draw sound conclusions.
- Participate in meetings as needed, and when needed, create strategy documents, presentation materials, briefing documents, agendas, and minutes.
- Oversee the delivery and distribution of sensitive and private information to and from the executive's office, including the creation, evaluation, and distribution of high-level, sensitive information at senior levels for decision-making and action.
- Control your own growth to improve your own abilities.
- Oversee intricate calendar appointments, help the executive allocate their time effectively, and screen all calls, inquiries, and requests before appropriately answering them.
- Oversee Executive travel plans as assigned, including lodging, meals, transportation, visa applications, and travel time allotment for both domestic and foreign trips.
- Co-ordinate events and business continuity, ensuring that allocated programmes of work and responsibilities are delivered effectively to time, to standard and to budget, with both internal and external partners, and acting as a key point of contact for advice and support to others in the business.
- Manage executive staff and related functions, as required, including coordinating cover arrangements, and the production of administrative work.
- Segment: Retail & Premium Division: Premium Core Banking (RPCB)
Personal Assistant to CFO, CIO, HRD, Business Performance and Integration (BPI) Executive and Solutions Development & Marketing Executive
BARLOWORLD LOGISTICS
03.2017 - 04.2018
- Provided extensive personal and administrative support to the Executive Team.
- Manage and maintain effective diaries.
- Prepare responses to correspondence containing routine inquiries.
- Receive all incoming calls and address appropriately (Screening calls and taking messages, responding to emails).
- Ad hoc administrative duties i.e. filing, archiving, photocopying, scanning and faxing documents.
- Travel and accommodation arrangements for the executive team and support staff including CEO.
- General ad-hoc duties such as ordering stationary, tidying the office area.
- Handling confidential information in line with the company’s information security protocols.
- Schedule meetings when requested and booking meeting rooms.
- Keep track of incoming requests and communicate to managers.
- Prepare meeting packs.
- Purchase Order Creation and Payment Tracking.
- Assisting Executives in the personal capacity (e.g. Private bookings, etc.).
- Assisting the CEO during his PA’s absence.
- Managing the Corporate Calendar.
- Liaising with staff from the various units for info as well as helping when requested.
- Superb gate keeper when required.
- Meet visitors and make necessary arrangements (local and corporate).
- Assist with compiling agendas, minutes, and presentations.
- Liaise with other senior management and support staff.
- Arrange, coordinate, and manage all travel requirements for the Executive Team and Functional Team Members.
- Arrange and coordinate conferences, meetings, etc. as required.
- Supervises the maintenance of office equipment, including copier, etc.
HR Administrator
BARLOWORLD LOGISTICS
01.2017 - 02.2017
- Provides a complete HR administration service and supports the activities and projects relating to HR.
- Administrative support.
- Assist with day-to-day operational queries, basic system support, filing and general administrative functions.
- Recruitment – Co-ordinates all administrative and logistics relating to the recruitment process, which includes co-ordinating meetings with candidates, vendors, agencies, and managers and booking meeting rooms.
- Assist the HR team in the preparation of employment offers, conducting relevant pre-employment checks, compiling, and distributing on-board information and ensuring all information is captured on the relevant HR systems.
- Assist in preparing induction training packs for all new starters.
- Training – Co-ordinate all training related logistics which includes, venue bookings, venue setup, employee attendance confirmation and training administration when required.
- Co-ordinate and execute relevant activities for learnership and graduate programs.
- Payroll – Assisted HR Officer in managing administration related to payroll and employee transfers, promotions, resignations, and terminations and ensure that it is timeously communicated to the Payroll department.
- System support – For basic system support, update and maintain the related HR database and systems, ensuring complete data accuracy.
- Client satisfaction – Displays strong orientation towards ensuring client satisfaction and service delivery.
- Deal with employee benefit queries and when required, escalate these to the Payroll Department or the HR Officer.
Temporary Administrator
BARLOWORLD LOGISTICS
09.2016 - 12.2016
- Provide administration support to the unit. Duties include general secretarial procedures as well as data capturing.
Personal Assistant/Project Administrator
MARISWE (PTY) LTD
05.2014 - 01.2016
- Ensuring the efficient and effective running of projects by providing secretarial and project administrative support to the Transportation Division Head, the Bryanston Transportation Regional Manager, Engineers, Technicians as well as a Draughtsman.
- Filing, archiving, photocopying, scanning and faxing documents.
- Screening calls and taking messages.
- Creating invoices, filing receipts, and dealing with financial documentation for the unit.
- Making travel and accommodation arrangements for the team.
- General ad-hoc duties such as ordering stationary, tidying the office area.
- Preparing correspondence and documents from digital dictation.
- Handling confidential information in line with the company’s information security protocols.
- Undertake the effective filing of Project files.
- Schedule facilitate and minute Project Management Meetings.
- Keep track of incoming requests and communicate to managers.
- Obtain and distribute/file all relevant information pertaining to projects.
- Assist with presentations preparations and meeting packs.
- Purchase Order Creation and Payment Tracking.
- Coordinate preparation of tender documents distribute adverts.
- Prepare project data sheets when requested.
- Assisted with the administration of searching, identifying, and distributing tender opportunities to Divisional Head.
- Assisted with the compilation of tenders and administrative support.
- Assisted with the preparation of panel and supplier database applications.
- Attended tender briefings when requested.
- Delivered tenders and record prices at openings as required.
- Assisted with the collection of tender documents as required.
- Help prepare, source and catalogue standard information required for bid/tender submissions such as tax clearance certificates, BBBEE certificates, etc.
- Administrative assistance with the recording and maintaining of a list of all tenders submitted and follow-up on the outcomes thereof.
- Ensure compliance with the company’s Quality Management System.
- Arrange for documents to be certified.
- General documentation management assistance.
- Assisted with information research and gathering of information for proposals.
- Layout and design of tender documents including cover pages and text.
- Prepare and design flow charts, organograms, and diagrams for tenders.
- Ad hoc tasks.
Project Implementation Administrator
INDEPENDENT DEVELOPMENT TRUST
01.2011 - 04.2014
- Providing administrative support to the unit. Duties include general secretarial, receptionist and project administrative work and projecting a professional company image through in-person and phone interaction & diary management.
- Screening calls and taking messages.
- Making appointments and arranging travel and accommodation.
- Meet and greet clients and visitors.
- Create and modify documents using Microsoft Office.
- Perform general clerical duties to include but not limited to photocopying, faxing, mailing, and filing.
- Maintain hard copy and electronic filing system.
- Sign for and distribute courier packages.
- Support staff in assigned programmes by providing project administrative support.
- Ensure that all relevant information pertaining to the programmes is according to the standards as prescribed by Portfolio Management Services Office. (Check List)
- Undertake the effective filing of Programme/Project files.
- Schedule facilitate and minute Project/Programme Management Meetings and Workshops per programme/project.
- Keep track of incoming requests and communicate to programme managers.
- Obtain and distribute/file all relevant information pertaining to projects.
- Assist with portfolio presentations.
- Purchase Order and Payment Processing/Tracking.
- Ensure compliance with the company’s Quality Management System.
Personal Assistant to General Manager
INDEPENDENT DEVELOPMENT TRUST
01.2007 - 12.2011
- Provide administration support to the General Managers and a team of Programme Managers. Duties include general secretarial procedures.
- Provide general secretarial / administration support to the General Manager and his team of programme Managers.
- Organising external / internal meetings attending them and taking minutes.
- Liaising with other staff, suppliers, and clients etc.
- Responsible for answering & screening telephone calls & face to face enquiries.
- Making appointments and arranging travel and accommodation.
- Raising purchase orders, expense claims and arranging invoices.
- Maintaining and enhancing the working environment of the department.
- Carrying out routine administrative duties like photocopying and filing etc.
- Writing reporting and briefing papers and making presentations.
- Dealing with incoming emails, faxes, and post.
- Producing EXCO meeting papers, agendas, and facilities for meetings.
- Promoting a professional image of the company.
- Responsible for stationery acquisition including periodicals and subscriptions.
Private Secretary to Senior Manager
TRANSNET RAIL FREIGHT
12.2002 - 12.2006
- Provide administration support to the Strategic Planning Unit of the COALlink Division. Duties include general secretarial procedures.
- Provide general secretarial / administration support to the Senior Manager and his team of Project Managers, Junior Managers and Professional Officers.
- Organising external / internal meetings attending them and taking minutes.
- Liaising with other staff, suppliers, and clients etc.
- Responsible for answering & screening telephone calls & face to face enquiries.
- Making appointments and arranging travel and accommodation.
- Raising purchase orders, expense claims and arranging invoices.
- Maintaining and enhancing the working environment of the department.
- Carrying out routine administrative duties like photocopying and filing etc.
- Writing reporting and briefing papers and making presentations.
- Dealing with incoming emails, faxes, and post.
- Producing board meeting papers, agendas, and facilities for meetings.
- Promoting a professional image of the company.
- Responsible for stationery acquisition including periodicals and subscriptions.
- Involved in recruitment, budgets & accounts, managing junior staff & HR issues.
Data Capturer
ABSA BANK
06.2002 - 09.2002
- Provided data capturing support for the department, including following up on telephonic queries as well as liaising with the managers for information retrieval. Duties also included reliving the Senior Manager’s PA during Lunch.
Secretary / Receptionist
LEEPHY STUDIOS PTY LTD
01.2000 - 01.2002
- Provided secretarial and reception duties for the studio.
- Maintaining studio bookings.
- Organising external / internal meetings attending them and taking minutes.
- Responsible for answering & screening telephone calls & face to face enquiries.
- Raising purchase orders, expense claims and preparing SABC invoices.
- Carrying out routine administrative duties like photocopying and filing etc.
- Dealing with incoming emails, faxes, and post.
- Promoting a professional image of the studio.
- Responsible for stationery acquisition including periodicals and subscriptions.
- Responsible for Petty cash balancing.
Secretary
Capital B Management
07.1999 - 09.1999
- Provided secretarial duties until company closed due to financial difficulties.
Data Capturer
Medscheme Pty Ltd
06.1998 - 12.1998
- Provided Data capturing support. Typed letters of response to client queries and printed them on the corresponding letterhead as well as arrange for them to be signed by responsible manager. Prepared signed letters for postage.
Education
CAPM (Short Course) -
PM-Ideas
Fashion Design Short Course - undefined
Oxford Home Study College
Secretarial Diploma - undefined
Rosebank Business College
Matric - undefined
Riverlea High School
BCom (General) - undefined
Milpark Education
01.2024 - Current
Skills
Minute Taking
Diary Management
Secretarial Support
Administrative Support
Stationary Management
Event management
Computer Skills
Document Management
Organising Meetings
Superb organisational and time management skills
Very high standard of English, grammar, punctuation, and spelling
Trustworthy and able to work in highly confidential environments
Excellent telephone manner
Knowledge of office administrator responsibilities, systems, and procedures
Ability to multi-task and prioritize work
Ability to remain calm in demanding situations
Attention to detail
Problem-solving skills
Calendar management
Project coordination
Invoice processing
Professional and mature
Discretion and confidentiality
Detail-oriented mindset
Valid Driver's license
Organizing and preparing meetings
Travel arrangements
Travel planning expertise
Human resources management (HRM)
Conference planning
Fluent in multiple languages
Personal Information
- Date of Birth: 01/03/78
- Nationality: South African
- Driving License: 1
Crafts, Sewing, Crochet
In my spare time, I enjoy a range of creative hobbies including crafts, sewing, and crochet. These activities reflect my attention to detail, patience, and ability to see projects through from concept to completion. They also help me stay innovative and resourceful, skills which I bring to my professional work as well.
Timeline
BCom (General) - undefined
Milpark Education
01.2024 - Current
Personal Assistant to PCB Exco Team
FIRST NATIONAL BANK
03.2018 - Current
Personal Assistant to CFO, CIO, HRD, Business Performance and Integration (BPI) Executive and Solutions Development & Marketing Executive
BARLOWORLD LOGISTICS
03.2017 - 04.2018
HR Administrator
BARLOWORLD LOGISTICS
01.2017 - 02.2017
Temporary Administrator
BARLOWORLD LOGISTICS
09.2016 - 12.2016
Personal Assistant/Project Administrator
MARISWE (PTY) LTD
05.2014 - 01.2016
Project Implementation Administrator
INDEPENDENT DEVELOPMENT TRUST
01.2011 - 04.2014
Personal Assistant to General Manager
INDEPENDENT DEVELOPMENT TRUST
01.2007 - 12.2011
Private Secretary to Senior Manager
TRANSNET RAIL FREIGHT
12.2002 - 12.2006
Data Capturer
ABSA BANK
06.2002 - 09.2002
Secretary / Receptionist
LEEPHY STUDIOS PTY LTD
01.2000 - 01.2002
Secretary
Capital B Management
07.1999 - 09.1999
Data Capturer
Medscheme Pty Ltd
06.1998 - 12.1998
Fashion Design Short Course - undefined
Oxford Home Study College
Secretarial Diploma - undefined
Rosebank Business College
Matric - undefined
Riverlea High School
CAPM (Short Course) -
PM-Ideas