Swart - Skills - Highveld Techno Park, Centurion, South Africa

Maria Swart

Highveld Techno Park, Centurion, South Africa

Services

Skills

Summary:

Office Packages:
MS Word
Ms PowerPoint
MS Excel
MS Access
MS Visio
MS Projects

Operating Systems:
Windows NT, 95, 98, 2K, XP
LINUX

Graphic Design Packages:
Corel
Photoshop
Photo Impact
Harvard Graphics
Adobe

Accounting Packages:
PAD Accounting
Accpacc
Brilliant Accounting
Microsoft Money
Microsoft Works

Internet:
Netscape
Windows Explorer
Outlook Express
Lotus Notes
Vista
Windows 7

Web Design:
Dreamweaver
Frontpage
HTML
JAVA
FLASH

Roster/Scheduling:
Easy Roster


Administration:
Dictaphone
Speedwriting
Typing (100wpm)
Filing
Systems

Work History

Executive Personal Assistant to Chairman

KERR GROUP OF COMPANIES

From January 2011

screening of all telephone calls, enquiries and requests and handling them if they do not necessarily need to be passed on to the Chairman;
scheduling of appointments;
minutes of meetings Project Meetings, Design Meetings, Site Meetings, Board Meetings;
Collating board packs and keeping registers of all documents;
dealing with incoming e-mail, faxes and post;
taking dictation;
carrying out background research into subjects the Chairman is dealing with, and presenting findings in an easily digestible form;
organising meetings including catering;
managing office operations;
budget current and forecasting;
Drawing up letters and distributing on Chairman’s behalf;
Chairman’s filing - both hard and soft copy;
Presentations typing, sourcing of info etc.;
Stationery and keeping control of stationery;
Consumables for Office;
Flight bookings - handling all travel arrangements for Chairman;
Hotel/Car Arrangements;
Ensuring all office equipment is kept in order;
Arranging of conferences, events well as company functions/workshops
Liaising with Visitors;
Personal correspondence arrangements when requested by Chairman;
Driver;
Manage two support staff (Receptionist, Office Cleaner);
Editor of internal Newsletter; sourcing, preparing and proofreading of Newsletter
Assisting FD with administration of shareholders, Directors, shares, banks, filing and resolutions etc.;
Organograms;
Architecture and implementation of server;
Maintaining office network;
Preparing work flow processes, return schedules and ensuring timeous deliveries;
Design and implementation of company Pillars, Vision, Mission, Aims;
Oversee company Social Responsibility Projects;


Synopsis of position
The core of this position was to be the backbone to the Chairman in all aspects, personal and business, Kerr Group of Companies holds 7 companies. Len Sloan suffered a stroke and my role included a care role.

Executive Personal Assistant to Executive Director Information & Strategic Analysis

UNISA

October 2010 - December 2010

screening of all telephone calls, enquiries and requests and handling them if they do not necessarily need to be passed on to the ED;
scheduling of appointments;
minutes of meetings when required;
dealing with incoming e-mail, faxes and post;
taking dictation;
carrying out background research into subjects the ED is dealing with, and presenting findings in an easily digestible form;
organising meetings including catering;
managing office operations;
budget current and forecasting;
finance controlling of all invoices;
Synopsis of position
Professor Subotzky has motor neurons disease and is therefore in a wheelchair and unable to use his hands, the core of my position with him is assisting him in all matters from personal to business. Every email, letter, presentation, report and analysis is done through me with dictation.

Executive Personal Assistant to CEO

Humanity Recruitment

January 2010 - September 2010

design and set up of new office from empty shell;
design forms and letterheads;
input into development of web interface and database;
design of PowerPoint presentations;
carrying out background research into subjects the CEO is dealing with, and presenting findings in an easily digestible form;
candidate guardianship of 5000+ candidates on database;
screening of all telephone calls, enquiries and requests and handling them if they do not necessarily need to be passed on to the CEO;
scheduling of appointments;
minutes of meetings when required;
dealing with incoming e-mail, faxes and post;
taking dictation;
writing letters and reports according to instructions;
organising meetings; including catering;
personal errands;
creating candidate portfolios for clients;
assisting consultants in administrative function;
managing office operations;
petty cash;
revenue forecasting;
budget current and forecasting;
finance controlling of all invoices;
Synopsis of position
This was a startup company and allowed me the opportunity to explore my passion for processes and workflow design. Utilising MS Visio and MS Projects I was able to design and put in place and practice all policies and procedures for the company. I was involved with the layout, design and setup of the office from construction to furniture, budget to payment of all aspects. When starting this project it was with the full understanding that the position would be an AA position permanently.

Personal Assistant to Director Finance Strategy

City of Joburg

April 2009 - January 2010

PA Functions
screening of all telephone calls, enquiries and requests and handling them if they do not necessarily need to be passed on to the CEO.
organising a diary on laptop, make sure synchronized with cell phone (outlook).
scheduling of appointments;
dealing with incoming e-mail, faxes and post;
taking dictation;
writing letters and reports according instructions
carrying out background research into subjects the Director is dealing with, and presenting findings in an easily digestible form;
organising meetings; including catering
liaising with clients, suppliers and other staff;
flight bookings, trips, accommodation;
assistance with children;
assistance in office maintenance;
medical matters;
personal finance;
personal investments;
24 hour standby;
Manage and reconcile credit cards
Receive projects from Director, set up project and give feedback to Director;
Team co-ordination of tasks issued by Director
Providing operational assistance to Director
Personal errands
Register each task given by Director, give feedback according to priority ;
Committee Functions
Interacting internally (executive management team for all CoJ Departments and externally (Treasury at Provincial and national/ international delegations, business sector and community leaders) to confirm arrangements on financial aspects.
Searching for information on specific topics on behalf of the Director using electronic Internet medium, library resources, and other periodicals.
Typing and formatting documents, reports and presentations
Retrieving supporting documentation and records as per Director’s request to facilitate and support query resolution or discussion.
Communicating with various Departmental Executive Directors, Directors and establishing critical priorities for scheduling purposes.
Minutes of meetings
Organizing events (when required)
Notification, agendas and minutes for specific meetings

Personal Assistant to CEO

Rand Merchant Bank

July 2008 - January 2009

screening of all telephone calls, enquiries and requests and handling them if they do not necessarily need to be passed on to the CEO.
scheduling of appointments;
minutes of Board and Committee meetings, including packs and catering
design of PowerPoint presentations
dealing with incoming e-mail, faxes and post;
taking dictation;
writing letters and reports according to instructions
carrying out background research into subjects the CEO is dealing with, and presenting findings in an easily digestible form;
fund fact sheets, including Excel formulas of all market resources
personal errands

Synopsis of position
In this position, my work consisted of scheduling appointments for the CEO. I involved myself with the Sales Director and was given the project of design and analysis of Fund Fact Sheets, with involved drawing raw data of resources and inputting analysis into the sheets. With the merger of RMB and Momentum, Momentum placed an embargo on all new positions until the change management was processed. My contract ended.

Personal Assistant to CEO

Holdings Clydesdale

February 2007 - July 2008

The company is the holding company of several diverse businesses including: Process Authentification, Beach Resort, Residential Property Management, Outsource Management, Security Consulting, Recruitment, (A detailed description of each function for the companies can be supplied on request)

PA Function:

screening of all telephone calls, enquiries and requests and handling them if they do not necessarily need to be passed on to the CEO.
organising a diary on laptop, make sure synchronized with cell phone (outlook).
scheduling of appointments;
dealing with incoming e-mail, faxes and post;
taking dictation;
writing letters and reports according instructions
carrying out background research into subjects the CEO is dealing with, and presenting findings in an easily digestible form;
standing in for CEO in this absence;
organising meetings;
liaising with clients, suppliers and other staff;
flight bookings, trips, accommodation;
assistance with children;
assistance in house maintenance;
overseeing, housekeeper and staff;
assistance in office maintenance;
errands;
medical matters; personal finance; personal investments
24 hour standby;
Manage CEO petty cash (R10,000);
Manage and reconcile credit cards
Receive projects from CEO, set up project and give feedback to CEO;
Register each task given by CEO, give feedback according to priority ;
BEE Information Gathering;
Web creation and maintenance;
Compile Employment equity plan;
Compile Preferential procurement plan;
Development of skills development plan;
Compile and complete reports;
Design and implement Socio Economic Database;
Design and implement Crime Statistics Database;
Design and implement Recruitment Database;
Design and implement wastage controls across all companies;
Draw up Company profiles and visions across board;
Design and present Presentations;
Event co-ordination;
manage and maintain holiday properties.

Executive Personal Assistant

CTD (Corporate Training & Development)

February 2005 - December 2006

Monitoring branch and office finances.
Manage various projects.
Monthly leave audits.
PR at events and functions.
Updating of evaluation systems and development plans for staff training.
Dealing with management on all levels.
Coordinating all training.
Presentations for training modules.
Design of layout of all hardcopy modules.
Web creation and design of all electronic modules.
Compiling reports.
Planning and organizing all conferences.
Typing of general correspondence.
Setting up meetings with and liaising with corporate clients.
Customer relationship management.
Typing documents on word processing packages on request of the manager on a daily basis.
Faxing documents.
Sending e-mails on a regular basis.
Filing documents and maintaining filing systems according to the prescribed archive instructions on a weekly basis.
Answering incoming telephone calls in a professional manner on a daily basis.
Taking clear written messages.
Route telephone calls that are not relevant to the correct person.
Management of diary.
Noting all appointments in diary and on electronic calendar at the time that an appointment is made.
Managing emergency ad-hoc appointments using own discretion as the need arises and had the authority to bar persons.
Managing Meeting/ Workshop arrangements.
Making venue bookings when necessary.
Inviting delegates by telephone. e-mail or written invitation, when necessary.
Making flight and accommodation bookings.
Organizing refreshments for meetings or workshops when necessary.
Preparing the relevant documentation for meetings or workshops and circulating to relevant members.

Synopsis of position
This position was highly technical and afforded me the opportunity to explore my flair for systems and development.

PA to Sales Manageress

Max Frank (Division of Adcock Ingram)

January 2001 - October 2004

All PA duties, incl. diary management, personal claim forms, handling all personal documents, call screening, message taking, drafting of letters, minutes of meetings, dictation, speedwriting.
Coordinating nationwide routes for sales staff.
Planning and organizing all agency meetings and minutes.
Dealing with all levels of management.
Dealing with international suppliers.
Planning and organizing all conferences.
Travel arrangements incl. car hire, hotel bookings.
Designing all presentations.
Compiling monthly sales reports and target analyses.
Typing of faxes and letters.
Filing, faxing, copying.
Stationery control.
Frontline contact.

Executive Secretary to MD

MMAC (Construction)

January 1994 - November 2000

Handling all diaries and appointments.
Screening all calls.
Message receipt and transmission.
Typing of all forms.
Petty cash.
Ordering and controlling stationery.
Handling all personal documents.
Doing presentations.
Dictaphone typing.
Taking minutes of meetings.
Handling all travel arrangements.
Client liaison.
Coordinating and dealing with all sub-contractors.

Secretary to Operations Director

Rosherville Engineering

February 1993 - October 1993

Handling all Directors’ diary and appointments.
Screening all calls.
Attending to leave forms.
Handling all personal documents.
Arranging workshops and lunches.
Ordering and controlling stationery.
Checking wastage and unwarranted usage of consumables.
Message receipt and transmission.
Keeping records of incoming and outgoing calls for all departments.
Handling all managers claim forms.
Creating new filing systems.
Minutes of all safety meetings.
Keeping records for NOSA.
Dealing with stannic on lease payments for fleet management.

Administration Manageress

All Joy Foods

August 1992 - December 1992

Training all staff (nine) on PAD accounting system.
Creating new system for stock control using Q&A.
Dealing with creditors and debtors.
Handling all COD.
Paying out wages and salaries with incentives.

Administration Manageress

Inland Marketing (Division of OK Bazaars)

November 1991 - August 1992

Invoicing on computer for advertising and rebates.
Manual and computerized issue of credit notes.
Manual and computerized records for advertising, rebates and banking.
Receiving, receipting and banking of cheques.
Buying stock for kitchen from budget.
Doing weekly menus for breakfast and lunch.
Motor and medical aid claims for Director.
Client liaison telephonically and directly.
All month end duties.
Weekly reports for advertising and rebates.
Supervision of kitchen staff (two).
Arranging meetings for Directors and managers.
Supervision and training of assistant.

Bookkeeper

Macs Take Aways

March 1991 - November 1991

Create books for new business.
Clerical work.
General Accounts.
Monthly reports to trial balance.

Desktop Publishing

Aberdare Cables

June 1990 - January 1991

Layout design.
Style formatting.
Typing of manuals for machine operators.

Qualifications & Certifications

Business Administration Diploma

CTD (Corporate Training & Development)

Beckleys Secretarial College

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