Candidate Profile

Roo5392

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About

As a dedicated Executive Assistant, I provide comprehensive administrative support that empowers executives to prioritise strategic decision-making. I have a proven track record in managing complex schedules, facilitating seamless communication, coordinating highstakes meetings, and organising intricate travel arrangements. My strong organisational skills enable me to prioritise tasks efficiently and consistently meet deadlines. I excel in practical communication, fostering robust relationships with stakeholders at all levels. My in-depth industry knowledge allows me to anticipate the needs of the executives I support, enhancing productivity and operational effectiveness. My achievements in streamlining processes have resulted in a measurable increase in efficiency, demonstrating my ability to contribute meaningfully to the organisations I serve. I am proud to be an active member of OPSA, EA, How To, Office Dynamics International, and ASAP, which reflects my commitment to professional growth and excellence. As a second-year student in the Bachelor of Business Administration program at Regenesys Business School, I am deepening my business acumen and acquiring practical skills that enhance my support to leadership. With over ten years of experience as an Executive Assistant to C-level leaders, I have significantly contributed to senior leadership across diverse sectors, including healthcare, pharmaceuticals, financial services, and real estate. This role has allowed me to build regional and global relationships with stakeholders, engaging with professionals from Namibia, Zimbabwe, Zambia, Kenya, Tanzania, the UAE, India, North America, the UK, Europe, and the US. I have leveraged strong interpersonal skills throughout my career to manage various administrative and secretarial tasks, enhancing organisational productivity. I have also improved operational efficiency by taking a proactive approach to daily operations, financial management, and complex travel arrangements and successfully met and exceeded business objectives.

Proficient in

Advanced Organisational skills for executive environmentsEffective time management for high-paced schedulesExcellent verbal and written communicationProficient in Microsoft Office Suite and Google WorkspaceFamiliarity with CRM software (SalesforceHubSpot)Expertise in planning and coordinating executive meetingsExpert travel planning and international and domestic travel managementincluding complex itinerariesDiary managementEvent managementOffice managementExpense claim managementReport writingCompilation of presentationsProject managementMinute-takingResearch AssistanceSupport for new employee onboardingDatabase managementExcellent communication skillsboth written and verbalEffective time and workflow managementPrioritisation abilitiesStrong interpersonal skillsTeam player and collaboratorResourceful and proactive problem solverCommitted to ongoing learning and personal/professional developmentEnergetic and motivatedMindful and kindEmpathetic in interactionsStrategic partnerExecutive supportBoard-level experienceC-suite supportCorporateStartupScaleupRemote-firstAgileDiscreetTrustedChange ManagementOperations supportExperiencedProactive Problem-solverGatekeeper and GatewayCalm under pressureInvestor relationsStakeholder managementInbox zeroMicrosoft 365 expertHybrid workingHigh EQ

International

Yes

Availability

Part-time or Full-time

Experience

25 years

Previous Roles

Work History

and Chief Operating Officer

Chief Financial Officer

Executive Assistant to the Chief Executive Officer

Executive Assistant to the Chief Executive Officer and Chief Human Resource Officer

Executive Assistant to the Chief Financial Officer

Key Responsibilities in Most Recent Role

Job Title: Executive Assistant to the Chief Financial Officer

26 years

As the Executive Assistant to the CFO, I provide essential administrative and operational support that ensures the smooth functioning of the CFO’s office. My role includes a variety of responsibilities such as managing daily activities, maintaining confidentiality, and facilitating effective communication within the organisation and with external stakeholders.
I am a crucial link between the CFO and other executives, departments, and clients. I prioritise tasks effectively and manage complex schedules with great attention to detail. Streamlining processes and encouraging collaboration enable the CFO to concentrate on strategic goals while ensuring an organised and efficient workplace.
Calendar and schedule management: Coordinate and maintain the CFO’s complex calendar, including scheduling meetings, appointments, and travel arrangements. Prioritise meetings and ensure time-sensitive tasks are highlighted.
Manage meeting preparation by organising agendas, securing necessary materials, and handling post-meeting follow-ups.
Communication and correspondence, serving as the primary point of contact for the CFO, managing calls, emails, and other communications. Drafting, proofreading, and sending correspondence on behalf of the CFO and handling confidential and sensitive information with discretion and professionalism.
Travel Coordination, arranging domestic, regional and international travel, including flights, hotel accommodations, ground transportation, itineraries, passports, and visa applications, ensuring travel logistics align with the CFO’s business priorities and company policies
Document Management, organising and maintaining filing systems for physical and digital documents and preparing and submitting reports, presentations, and financial records for meetings.
Meeting and Event Coordination, planning and coordinating events, conferences, and corporate meetings. Ensuring logistics, including venue, catering, and presentation materials, are in place for events hosted by or involving the CFO.
Project management and special assignments, assisting in managing ongoing projects, tracking progress, and following up on deliverables, as well as providing research support and data gathering for various financial and business initiatives as requested by the CFO.
Confidentiality and Discretion were handled with sensitive financial data, strategic decisions, and company information with confidentiality and professionalism. Sound judgment was exercised when making decisions or managing high-pressure situations.
Minute taking and Secretarial Support, taking meeting minutes for the Finance Committee, preparing agendas, and creating reports and presentations. Ensure the meeting pack for the Finance Committee is distributed five days before the committee meeting.
Minutes taken of meetings that are aligned with the CFO’s deliverables. Preparing meeting agendas and minutes, action item lists, follow-up reminders and post-meeting status updates.
Document preparation, preparing presentations, working with data, writing reports, drafting internal and external communication, proofreading all documentation, and preparing and drafting correspondence.
Task and deadline management, monitoring and ensuring tasks are completed on time, following up with team members, and addressing potential delays, Task lists and progress trackers, reminders, deadline alerts and issue resolution reports
Budget and Resource Management: assisting with budget tracking and ensuring the project stays within financial constraints, including budget tracking reports, resource allocation and usage reports, and vendor and contractor management.
Final Deliverables and Project Close-out: Ensure all project deliverables are completed and properly handed over, and complete project close-out documentation: Finalise project reports and documents, approval and post-project evaluations, lessons learned, and closure.

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