Philadelphia Sekhoane

Philadelphia is seeking a new, exciting opportunity where she can utilise her refined interpersonal intelligence and perceptive people management skills to add value to executive business administration and office support. She aspires to transition into a leadership / management capacity, where she can proactively contribute to the attainment of operational / business objectives. 

1. Royal Bafokeng Administration                                                                            January 2009 to Date

Executive Personal Assistant to Kgosi                                                                          January 2009 to Date

Core Overview:

• Executes strategic secretarial and administrative duties on a global scale | Oversees executive diary and correspondence management, inclusive of scheduling appointments; organising meetings; and preparing presentations / reports for the King. 
• Ensures the smooth running of day-to-day operations within the King’s office | Manages the King’s personal demands, where necessary and appropriate.

Key Roles & Accountabilities:

• Represents and supports the King with the execution and delivery of special, ad-hoc projects. 
• Investigates various business-related issues, strategic initiatives, and developments. 
• Manages and attends meetings, events, and initiatives on behalf of the King. 
• Arranges travel and sets up itineraries.
• Responds to project enquiries, business issues, and client requests to mitigate any potential negative impact on the business and escalates unresolved issues, where appropriate.
• Gathers the required resources / information to prepare the first drafts of reports, with little to no guidance. 
• Includes all relevant topics in the meeting agenda to be discussed during board / Exco meetings. 
• Provides the King with the relevant documentation to lead meetings. 
• Builds and maintains trusted, long-term relationships with executives / senior management; as well as national / international external parties, stakeholders, and clients. 

HR Manager [Seconded] (Royal Bafokeng Sports / CPT)                                      January 2013 to June 2014

Core Overview:

• Formulated and implemented legislative-compliant HR strategies and initiatives in accordance with the overall business strategy and company values to instil a cohesive working environment and ensure continued business success. 

Key Roles & Accountabilities:

• Led the HR team in the delivery of a comprehensive HR service to the company.
• Sourced and onboarded top, suitable talent to effectively execute business objectives. 
• Provided strategic guidance in the application of HR metrics to facilitate business-critical decisions. 
• Introduced a career management model, including workforce plans, performance management, succession plans, progressive reward schemes, and a comprehensive staff learning and development framework to retain top talent and reduce employee turnover. 
• Addressed employee demands, grievances, and issues to maintain a high level of employee satisfaction | Ensured the timely resolution of disciplinary matters in accordance with the LRA.
• Assessed employee satisfaction and identified areas of improvement. 
• Recommended strategies to boost organisational efficiency. 
• Oversaw the upskilling of Managers to ensure they remained up to date on best practices. 

PRIOR TENURES 

1. Freetel Capital (Pty) Ltd                                                                     February 2008 to December 2008

Office Manager

Core Overview:

• Carried out an array of administrative, financial, and managerial tasks to ensure the smooth running of day-to-day operations within the Business Unit, in accordance with internal SOPs. 

Key Roles & Accountabilities:

General Office & Facilities Management:

• Established and continuously reviewed Office and Facilities guidelines to maintain alignment with best practices. 
• Oversaw the maintenance of equipment and facilities within the allocated budget | Liaised with the Building Manager to address and resolve on-site issues | Conducted weekly inspections of the offices and facilities.
• Controlled and authorised the distribution of access cards.
• Managed general housekeeping duties, such as overseeing the cleaning of the building / furniture / carpets and watering of plants. 
• Ensured the availability of parking bays for permanent staff by allocating parking bays. 
• Addressed and resolved daily staff enquiries | Main point of contact for after-hours emergencies. 

Moveable Assets Management:

• Reviewed the moveable assets policy, processes, and procedures and ensured the staff adhered to the established SOPs. 
• Maintained an updated moveable asset register by ensuring all assets were barcoded and accurately recorded. 
• Assigned communication equipment, such as telephones and cell phones, to staff and ensured all new assets were signed for and recorded in the register prior to dispatch. 
• Conducted routine physical stock takes to confirm the existence and condition of moveable assets.
• Scheduled the servicing, repair, replacement, and upgrade of assets as required.
• Recommended the acquisition and / or replacement of moveable assets. 

Fleet Management:

• Reviewed the company vehicle policy, processes, and procedures and ensured the staff adhered to the established SOPs.
• Verified the completeness of trip authority forms and the vehicle logbook as per policy; and recorded the daily mileage of each vehicle. 
• Scheduled routine maintenance and repairs for all company vehicles. 
• Performed daily condition inspections of the vehicles.
• Liaised with the tracking company to accurately manage and monitor the usage of fleet cards | Ensured monthly variances were paid off by the relevant driver(s). 

Leases & Insurance Management:

• Ensured all assets were adequately insured | Managed insurance claims of loss / theft / damage to company assets.
• Negotiated and finalised all leases and carried out periodic reviews of all existing leases. 
• Ensured suppliers adhered to the lease agreements. 

Service Providers Engagement:

• Built and maintained long-term relationships and routinely liaised with the service providers. 
• Negotiated mutually beneficial contracts and ensured service providers delivered against all SLAs. 
• Assessed service provider performance, in terms of service delivery and value for money.
• Obtained the CEO’s approval and sign-off on invoices prior to payment. 

Health, Safety & Security Compliance:

• Developed and implemented the health & safety and security policies, processes, and procedures in accordance with relevant legislation to promote a safe working environment | Ensured staff / visitor compliance with the established internal controls.
• Trained and mentored the Health & Safety Representatives.
• Liaised with the Department of Labour to address health and safety concerns. 
• Established the Health & Safety Committee, selected the members, and attended the meetings.

Recruitment & Personnel Management:

• Integrated legislative-compliant recruitment and selection policies | Implemented contemporary recruitment methods to attract top talent.
• Refined the existing systems to create HR tools aimed at improving efficiency and uniformity across the organisation, such as clearly defined job descriptions, competency profiles, and appointment letters.
• Supervised the day-to-day operations of staff and led informal / formal discussions. 
• Introduced a performance management system to monitor staff KPIs. 
• Identified staff training and development requirements and instilled an environment conducive to ongoing professional development.

Financial & Unit Budget Management:

• Supervised the preparation of the Office & Facilities budget and administered the budget accordingly | Tracked budget spend monthly and quarterly. 
• Wrote accounting procedures, records, and controls; as well as fiscal control policies and methods. 
• Reviewed financial statements to advise the Director on the availability of funds. 
• Oversaw accounts and records management | Maintained an updated record of office supplies / equipment purchases and services. 
• Prepared creditors’ payments weekly – unless urgently requested. 
• Submitted invoices and copies of cheques issued to Hartshone weekly. 
• Generated and submitted invoices to debtors. 
• Compiled monthly Business Unit expenditure reports for review by the COO and CEO.

1. Shell Energy South Africa (Pty) Ltd                                                            June 2007 to January 2008

Executive Personal Assistant to the Country Chair

Core Overview:

• Provisioned expert administrative and organisational support to the Country Chair | Managed the Country Chair’s schedule / diary and correspondence. 

Key Roles & Accountabilities:

• Worked closely with the relevant parties, as required, to develop and maintain the annual event and business process planner. 
• Processed invoices and accruals and ensured the timely reimbursement of expense claims.
• Built and maintained trusted, long-term relationships with stakeholders.
• Planned and organised teleconferences, business meetings, conferences, seminars, workshops, and away days | Researched potential venues, negotiated pricing / SLAs, and managed event budgets. 
• Coordinated senior business visits, nationally and internationally | Oversaw travel arrangements, reserved hotel accommodation, acquired visas; and prepared trip itineraries. 
• Controlled the inventory of office supplies; replenished low / depleted stock; and ensured equipment remained in proper working condition. 
• Maintained an updated record of staff leave requests and authorisations. 
• Organised induction programmes for newly recruited PA staff to upskill their operational efficiency. 
• Created a secondment schedule to provide relief and support to the Country Chair. 

1. The South African Reserve Bank                                                                   September 2005 to May 2007

Personal Assistant to the Deputy Governor: Managed the Deputy Governor’s diary / calendar; scheduled appointments / meetings and coordinated travel as authorised through the requisition process | Produced reports, correspondence, and presentations for the Deputy Governor and Executive team | Equipped the Deputy Governor with the necessary documentation for meetings | Planned and presented the weekly programme to the Deputy Governor and security team | Established and maintained an updated filing / records management system to ensure the smooth running of day-to-day office operations.

1.  
2. Financial and Fiscal Commission                                                                       May 2005 to August 2005

Personal Assistant to the Chairman: Delivered comprehensive administrative support to the Chairman; scheduled meetings, managed the calendar / diary, and arranged travel as authorised through the requisition process | Maintained an updated filing / records management system to ensure the smooth running of operations in the Chairman’s office | Prepared reports and presentations for the Chairman and Executive team | Managed the Chairman and Executive team’s correspondence by fielding, prioritising, and distributing incoming paper / electronic communications | Finalised and distributed the Commission meeting agenda; transcribed meeting minutes; distributed minutes to the relevant stakeholders; and followed up on the implementation of resolutions | Scheduled the Chairperson’s appointments.

1. PetroSA                                                                                                               August 2002 to April 2005

Business Process Improvement Coordinator [January 2005 to April 2005]: Performed an in-depth review of business needs / objectives / goals and identified trends / opportunities to recommend optimisation strategies | Provided ad-hoc administrative support to deftly manage multiple concurrent improvement initiatives and ensure the projects contributed to the attainment of operational objectives | Established the company’s change management framework; standardised document management system; and governance policies for the Information Index | Implemented 2 change management projects to create updated business strategies in line with the IS strategies and improvement initiatives | Facilitated the compilation of a system reports register | Supported the Managers in creating a standardised template for the reporting and improvements functions. 

Executive Assistant to the GM: Corporate Services [August 2002 to December 2004]: Diary and correspondence management; prioritised and distributed incoming communication to the relevant Manager; and screened incoming / outgoing telephone calls | Liaised with the Divisional Managers, Chief Executive, Directors, Minister, DME, national / international dignitaries, General Managers, and their secretaries | Wrote the GMs speeches; produced presentations and monthly Exco reports; and briefed the GM on divisional projects’ progress | Finalised and distributed the divisional meeting agenda; transcribed meeting minutes; distributed the minutes to the relevant stakeholders; and followed up on the implementation of resolutions | Planned and organised the department’s events / conferences / corporate functions, including reserving venues and creating guest lists | Created the annual financial plan | Trained and mentored divisional secretaries | Provisioned a comprehensive support service to international guests, such as accompanying visitors upon request; arranging travel; and making dinner / entertainment reservations | Arranged national / international travel, including reserving accommodation and exchanging currency | Maintained an updated filing system and client / institution telephone directory | Managed the corporate gifts register. 

1. Central Energy Fund                                                                                        August 1999 to August 2002

Administrator to the Minister of Minerals and Energy’s Restructuring Task Team [March 2001 to August 2002]: Accountable for the smooth execution of the restructuring process | Managed the team’s calendar | Finalised and distributed the restructuring meeting agenda; scheduled the meetings; sat in on the meetings to transcribe the minutes; and circulated the reports to the relevant stakeholders | Coordinated national / international travel, including arranging accommodation and foreign currency.

Senior Secretary to the Communications and Public Affairs Manager and Relieving the PA to the CEO [August 1999 to August 2002]: Managed the Corporate Social Investment Programme | Researched public perception of the company by reviewing news reports | Full oversight of public relations, including preparing advertisements and tenders for circulation; organising conferences / corporate events; compiling guest; and securing venues | Oversaw the preparation of the annual report; created the department’s annual financial plan; and distributed the information to Exco / Manco members | Produced presentations and wrote speeches for the CEO | Scheduled the Manager’s appointments | Finalised and distributed the meeting agenda; transcribed the minutes; circulated the minutes to relevant parties; followed up on the implementation of resolutions; and briefed staff after the Exco / Manco meetings | Prepared and presented monthly activity reports during Manco meetings | Screened outgoing / incoming telephone calls | Arranged national / international travel, including booking accommodation and exchanging currency | Distributed internal mail | Maintained an updated filing system and client / institution directory | Produced the annual Christmas card and calendar; and sourced corporate gifts. 

1. Anglo American Corporation                                                                         September 1996 to July 1999

Secretary to the Senior Manager: (Anglo American Plc) (Small, Medium & Micro Enterprise and Six Business Consultants) [January 1997 to July 1999]: Facilitated meetings, including preparing and distributing the meeting agenda; transcribing meeting minutes; dispatching meeting minutes to the relevant parties; and following up on the implementation of resolutions | Planned and organised the Managers’ calendar and scheduled meetings | Screened incoming / outgoing telephone calls | Arranged national / international travel, including reserving accommodation and exchanging currency | Maintained an updated filing system, telephone directory of client / institution details; and register of seconded staff | Received and distributed internal mail | Reconciled payments to mitigate duplication errors.

Secretarial Internship [September 1996 to December 1996]: Managed the reception desk, including operating the switchboard and screening outgoing / incoming telephone calls | Reserved boardrooms, and the necessary equipment / refreshments, for meetings | Controlled the office supplies and issued stationery to departments upon request | Scheduled travel arrangements | Typed documents, letters, and memoranda | Operated the Telex machine | Generated cheque requisitions | Maintained an updated drawing register, utilising IDMS, and submitted drawings to the relevant mines.

1. SM Dodo Boutique                                                                                                                   1990 to 1995

Buyers Clerk: Maintained the filing system | Managed correspondence, including receiving and distributing mail; fielding incoming / outgoing telephone calls; releasing Telex documents; and generating statements | Prepared and submitted purchase orders; received and distributed stock; and performed stock takes.

1. Spectrum Electronics                                                                                                               1989 to 1990

Store Assistant: Oversaw records management, inclusive of maintaining an efficient, updated filing system | Received, processed, and organised shipments / deliveries | Pulled and packed electrical components based on orders | Verified the accuracy of the selected stock prior to dispatch | Performed housekeeping duties, such preparing beverages and maintaining a clean and organised store. 

QUALIFICATIONS

Master of Commerce; MANCOSA, 2022

Bachelor of Commerce (Honours) in Business Management; UNISA, 2019

Bachelor of Commerce in Human Resources; UNISA, 2016

Programme in Applied Organisational Development; UNISA, 2015

Basic Principles of Public Relations; Damelin Management College, 2000

Secretarial Diploma; Keyboards Secretarial College, 1996

Business Administration and Management; Eden Management College, 1989

Certificate in Business Studies; National University of Lesotho, 1988

Senior Certificate / Matric; Thutolore High School, 1984 [Rewrote Matric in 1991]

COURSES & TRAINING

Business Process Reengineering Essentials; Astro Tech Projects & Systems Engineering, 2004

IT Services Management Awareness; Optimising IT Forster Melliar, 2004

Project Management Diploma [One week course]; Stellenbosch University, 2003

Modern Business Writing Skills; Linda Coetzee & Associates, 2000

Finance and Budget for Secretaries & PA’s; IIR Training, 2000