ZANELE HLATSHWAYO
Executive Assistant
Johannesburg
Summary
Strong communicator with excellent organizational and time management skills. Efficiently manages multiple projects simultaneously while adhering to strict deadlines. Possesses excellent problem-solving skills and ability to think and act quickly to find creative solutions.
Overview
12
12
years of professional experience
Work History
Divisional Admin Assistant
NFVF – National Film and Video Foundation
01.2019 - Current
- PA to HEAD OF DEPARTMENT
- Proactively managed diaries of executives, set up, accept and decline meetings as requested
- Review diary priorities with executives on weekly basis to determine which meetings should be accepted, delegated or declined
- Escalate any diary priority clashes with executives, for joint decision making as and when these occur, proactively managing any potential meeting overlaps and clashes
- Managing diaries of HODs and communicate it on daily basis with Heads of the Department
- Managing and scheduling of status meetings for HODs
- Follow up on appointments with internal and external clients
- Prepare necessary documentation for scheduled meetings
- Attend meetings with HODs when required
- Format and review presentations, spreadsheets and formats for reports and share with HODs
- Review all documents (panel meeting packs, managers project plans and implementation plans) for formatting
- Keep abreast of leave and absenteeism within our Department
- Attend to adhoc requests from HODs
- Prepare overseas and local agendas/itineraries for HOD
- Ensure HODs VISA is continuously valid and inoculations are kept up-to-date
- Subsistence and travel allowance request completed and submitted to finance
- Arrange, coordinate and manage travel logistics for departments
PA to CEO / COO
Southern Palace Group of Companies
04.2015 - 12.2018
- PA to CEO/ COO
- Proactively manage diaries of executives, set up, accept and decline meetings as requested
- Review diary priorities with executives on a weekly basis to determine which meetings should be accepted, delegated or declined
- Escalate any diary priority clashes to the executive for joint decision making as and when they occur, proactively managing any potential meeting overlaps and clashes
- Ensures sufficient travel time between meetings
- Screen requests for meetings or events to be attended by the executive and determine which ones would be appropriate for personal attendance and which ones should be delegated to other managers in the business unit
- Track and monitor the acceptances and declines obtained from parties that have been invited to the meetings requested by the executive
- Resolve attendance issues
- Liaise with relevant parties to reschedule any meetings
- On a daily basis, print meeting documents and packs and provide them to the executive for their reference, or ensure that the packs are available in electronic format if the executive uses a mobile device (such as iPad)
- Take minutes of meetings on request
- Ensure that minutes are approved by the meeting chair and distributed to relevant parties within the agreed time period
- Follow up on action items discussed in meetings upon request
- Arrange teleconferences and video conferences and liaise with internal service provides to obtain dial in details
- Arrange refreshments for meetings on request from the executive.
Receptionist / Recruitment Agent/ Office Co-Ordinator
LISOF
10.2011 - 03.2015
- Receptionist
- Typing, filling and telephone calls
- Setting up and maintaining diaries
- Setting up and maintaining administration controls for assessments tasks, i.e
- The flow of work to and from lectures and students and maintaining evidence rooms
- Setting up and maintaining administration controls to track supervision activity
- Personal work
- Typing minutes of staff meeting
- Receive and welcome parents, students, visitors and service providers
- Making telephone calls and taking accurate messages
- Setting up communicating weekly ‘sell-off’ reports on Excel Spreadsheet for incubator
- Capturing all students information for current learners repeat learners and new applications
- Capturing all marks and supplementary marks.
- Recruitment
- Place LISOF Graduates into jobs within the Fashion Apparel and Retail Industry
- Account management ensure a successful relationship is built with retail clients and students
- Business Development - Cold calling companies in the apparel and retail industry to market outstanding candidates and source new business
- Advertise vacant positions using various career portals: Pnet, Job Mail, Career Junction
- Manage recruitment candidate database using placement partner
- Counsel and brief potential candidates accurately on job specs and client information
- Motivate and coach candidates on interview skills and interview etiquette
- Typing up of accurate CVs and consultant comments.
- Event Organisation
- Organise open days at the school, decor, activities, schedule, programmed material
- Organise all relevant activities relating to Graduation, Invites, certificates, refreshments
- Organise operations for annual fashion show, +- 1200 guests attending
- Liaise with faculty on activities and events.
- Administration
- Ensure accurate management of student and recruitment database
- Registration of each student onto the academic database
- Ensure accurate invoicing of each students account
- Preparation of all orientation packs and course information packs
- Liaise with accounts to ensure correct billing of each student
- Ensure effective distribution of information to students via, sms, emails, telephone calls, memos.
- ACHIEVEMENTS:
- Started and implemented Recruitment department including all data bases, policies and procedures
- Sourced all new business
- Business to Business development
- Clients include, Edcon, Platinum Group, Busby, Makro and small to medium independent owned businesses
- Built strong business to business relationships within the retail industry
- Sourced all the job placements for retail students on the earn-and-learn programme
- This is an NQF5 level programme assisting the unemployed youth to train and secure positions in the clothing retail sector.
Education
Galileo -
Amadeus - undefined
High School Diploma -
Durban Girls High School
Durban 04.2001 -
Skills
Office Administration
undefinedInterested In
- Business Development /Marketing and Sales/Public Relations
- Recruitment / Academic Related
- Events Co-Ordinating
Candidate Details
ZANELE, HLATSHWAYO, 8101230646083, South African, Female, Black, One Month(Negotiable), English Zulu
Competencies Skills Matrix
- Word
- Excel
- Powerpoint
- Ms Office
Education Summary
- WITS TECH, Diploma: Travel & Tourism, 2002
- DURBAN GIRLS HIGH, Grade 12, 1999
Timeline
Divisional Admin Assistant
NFVF – National Film and Video Foundation
01.2019 - Current
PA to CEO / COO
Southern Palace Group of Companies
04.2015 - 12.2018
Receptionist / Recruitment Agent/ Office Co-Ordinator
LISOF
10.2011 - 03.2015
High School Diploma -
Durban Girls High School
04.2001 -
Galileo -
Amadeus - undefined
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