Executive Assistant to the Chief Operations Director & Executive Board

• Oct 2018 - Present

Acting as the point of contact among executives, employees, clients and other external partners Managing information flow in a timely and accurate manner Managing executives’ calendars and set up meetings Organizing and Minuting Meetings and Appointments Controlling access to the Board of Directors/Executives Carrying out instruction from Executive Committee Liaising with staff, suppliers and clients Monthly reports including the compilation of Board Packs Format information for internal and external communication – memos, emails, presentations, reports, Marketing Packs Screen and direct phone calls and distribute correspondence Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.) Handle confidential documentation & Correspondence Conduct research and prepare presentations or reports as assigned Administration & Support Role for Directors Staff Functions & Events Monthly Newsletters and Website Updates Administration of Bionline Accounts Administration of Cellular Contracts Administration of LinkedIn & Facebook Profiles Performs secretarial duties for Executives. Manages queries on behalf of the Director and performs delegated tasks. Ensure Directors are equipped with the necessary documentation to proceed with meetings. Individually accountable for managing own time & assigned tasks. Collaborate with others to achieve results. Maintain professional internal and external relationships, across all levels. Build and maintain relationships with suppliers and with Members/Trustees/Directors of Schemes managed. High level of contact with external parties, stakeholders and clients/customers (Executives etc.) Call Centre HOD (Head of Department) Show less

Divisional Assistant - OK Franchise Division North

• Jul 2017 - Sep 2018

•Point of contact for internal & external clients •Completion of forms in accordance with company procedures •Compose, type & distribute meeting notes, routine correspondence & reports •Locate & attach appropriate files to incoming correspondence requiring replies •Prioritizing multiple projects simultaneously for Divisional Manager •Assistance in preparation & maintenance of legal correspondence •Open, read, route & distribute incoming mail & other material •Schedule & confirm appointments for clients & customers •Manage & run Divisional Manager diary & movements incl travel arrangements •Set up & maintain paper & electronic filing systems •Collation of business claims & disbursements for business expenditure •Coordinate conferences & meetings •Management of Trade Show event & Motoring show event involvement, including suppliers etc •Establish work procedures & schedules •Distribution of Salient Packs •Weekly sales figures & account updates •Monthly store reports & movements report for CEO report •Ongoing maintenance of New developments for CEO report •Customer complaint assistance & distribution •Quarterly Incentive reports & projections •Manage projects & communicate to Operational team. •Coordinate the flow of information both internally& externally •Full personal assistant function for Divisional Manager •Secretarial support for Regional Operations Team •Distribution of Plans for New & revamp stores •Assist with the management of company uniforms for head office & new stores •Ensure all required approvals/Order numbers/Payments are processed •Maintain & update employee leave roster for Deputy Divisional •Travel arrangements at national & international level •Project Management updates on new, revamp & possible sites •Assist in managing all legal requirements, including documentation & correspondence for Division •Compilation of Monthly store reports •Compilation of minutes for Staff Hearings, Supplier Meetings, Management meetings Show less

• Apr 2016 - May 2017

Coordinate, manage & direct multiple projects horizontally across the functional streams involved to accomplish timely delivery by overseeing multiple project activities.•High Level Planning•Create the pre-building-to-on-site deliverables plan •Create the On-site-to-opening plan together with construction Project Managers•Facilitate T-minus deliverables plan for other streams: (pre-building & On-site-to-opening)•Effectively communicate project expectations •Obtain Cross-stream agreement on plans & agree project completion criteria •Detailed Planning•Identify & manage project dependencies, critical path & project risks•Ensure step by step process flow is documented, known & understood for all deliverable tasks•Gather & agree the resources needed to achieve project •Define frequency & audience to measure the progress of the project & achievement of set goals using the Nexus planning tools & templates•Ensure step by step process flow is documented, known & understood for all deliverable tasks•After detailed planning is completed, communicate & delegate tasks, responsibilities, deadlines & timelines to team•Tracking & Implementation•Direct & manage projects from start to completion•Ensure that project tracking in all areas is done to ensure overall streams’ milestones & deliverables are achieved •Continually manage project expectations with team members & other stakeholders•Ensure site meetings are setup timeously & dates informed to him/her & minutes received •Prepare the pre-read documents for Revamp Update Meeting & follow up on agreed action plans•Prepare the pre-read documents for Cross-Stream Meeting & follow up on agreed action plans•Change of Scope, Issues Management & Stakeholder Reporting•Manage changes in project scope gathering relevant approvals•Identify potential crises & set contingency plans•Liaise with manager on an ongoing basis Show less

• Oct 2015 - Apr 2016

• Coordinate the signage process with both suppliers, advertising department and in store management to ensure all marketing elements for new store openings are secured.• Installation of all signage requirements successfully.• Serve as a liaison, problem solver and project manager for Next Generation Stores.• Weekly store visits to stores to ascertain problematic areas of concern with regards to signage or execution thereof.• Communication to stores with regards to current themes or promotions and the signage to be installed.• Connect and communicate with General Managers, Buyers, Coordinators, Regional Managers and Store Managers, Advertising, Marketing, Operations Team to ensure successful signage elements across all in store platforms & departments.• Manage photo shoots for in house events and training.• Work with vendors and Finance Team to manage related expenses.• Develop and maintain marketing processes and tools that allow department to work smarter.• Provide marketing support to stores, both new and existing.• Help to maintain and grow marketing campaigns and other brand initiatives.• Provide MC services to all stores opening.• All arrangements pertaining to store openings (invites, sound & lighting, branding etc.)• Assist with HR training of Customer Service programme for Next Gen Stores.• Correlate all figures pertaining to weekly sales turnover versus customer foot count.• Weekly presentations on all in store promotional activities as decided by the HOD Merchandise.• Monthly promotions and Events coordination for Region.• Implementation and running of Christmas Villages on a National Basis.• Negotiations with vendors regarding costs and logistics for all promotions and Christmas Villages.• Relationship Building with Mall Management for Centre related events Show less

• Apr 2003 - Sep 2015

•To create, plan and execute Events, Conferences & Promotions.•Provide senior level support to HOD of Events and Marketing•Establish 6 month events & promotions plan for Inland region.•Manage & motivate all regional events.•Identify, negotiate & manage partnerships & relationships.•Work with regional HOD & Marketing Manager as well as company marketing director in creation of marketing material for regional events. •Establish & manage budgets & track spending for regional events. •Build working relationships with the Store, Regional & Regional General Management.•Support special projects as required with Corporate Marketing.•Maintain a strong professional network within the Inland Region.•Participate in meetings & special events as required. •Completion of all events & promotions on time & on budget.•Establish and manage service agreements with outside companies for completion of projects.•Liaise & manage relationship with vendors, including printers, ad agencies etc.•Maintain identity guidelines & company communication standards.•Communicating effectively with colleagues.•Ensuring events relate to other activity on the IMC.•Responsible for setting the cost & monitoring budgets for each event & generate income for stores.•Work closely with Finance to ensure accurate & up to date financial information for each event.•Successful marketing & evaluation of the program of events.•Process enquiries & bookings relating to the event & to manage events via Progress Show less

PA to CEO

• 1999 - 2000

•Confidential executive secretarial and administrative duties. •Timely, effective diary management •Prioritizing and organizing meetings with internal and external stakeholders •Resolve conflicting demands •Coordinate the submission of key documents •Administrative and clerical support services, •Compilation of manuals and reports •Review and record all incoming email & other correspondence •Outgoing correspondence, reports, submissions and briefings •Overseeing movement of files & documents (both electronic & hard copy) to and from the CEO’s office. •Prepare all Power Point presentations. •Coordinate domestic and overseas conference travel and accommodation arrangements •Coordinate Au-Pair & Housekeeper duties •Payment of Private employee salaries (Housekeeper & Au-Pair) •Organize meetings, workshops, seminars and related functions. •Provide timely, efficient secretarial services Minute taking, and related administrative support •Meetings, workshops, seminars and related forums Show less