Summary
Overview
Work History
Education
Skills
Timeline
Generic

Ngiphiwe Buthelezi

Johannesburg

Summary

Dedicated and organized administrative professional with five(plus) years of experience in secretarial, administrative, team assisting office management; With a proven track record of providing exceptional support to leadership teams, ensuring efficient office administration, and maintaining accurate records.

Overview

8
8
years of professional experience

Work History

Administrative Assistant

Inkserv (PtY) Ltd
04.2023 - Current
  • Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
  • Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
  • Ensured accurate record-keeping with diligent data entry and database management for vital company information.
  • Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
  • Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
  • Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
  • Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
  • Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
  • Supported recruitment processes, scheduling interviews and communicating with applicants to improve hiring timelines.
  • Developed filing system for historical documents, preserving important company records and improving access to information.
  • Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
  • Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
  • Opened and properly distributed incoming mail to promote quicker response to client inquiries.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
  • Transcribed and organized information to assist in preparing speeches and presentations.

Secretary

Road Traffic Management Corporation
05.2021 - 12.2022
  • Responsible for the preparation and dispatch of agenda and minutes of several committees of the CEO and ad hoc working groups, ensuring that they are in line with good practice and comply with the provisions of the company mandate and regulations.
  • Communicating with the Company Secretary and Committee Chairpersons to establish items for inclusion on the agenda and the submission of investigation/comments/general reports and proposals supporting agenda items.
  • Performing specific secretarial service at meetings with regards to circulation and completion of attendance registers, recording details of proceedings/discussions proposals and recommendations, and making available of copies of correspondence referred to in discussions to members.
  • Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
  • Answered multi-line phone system and enthusiastically greeted callers.
  • Maintained daily report documents, memos and invoices.
  • Scheduled appointments and conducted follow-up calls to clients.
  • Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
  • Maintained electronic filing systems and categorized documents.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Provided clerical support to company employees by copying, faxing, and filing documents.
  • Managed executive calendars, scheduling appointments and meetings to optimize time management.
  • Provided exceptional customer service by promptly addressing inquiries and resolving issues professionally.
  • Contributed to a positive work environment by providing support to colleagues when needed in various tasks or projects.
  • Promoted a positive image of the organization through clear communication both internally with colleagues and externally with clients.
  • Coordinated travel arrangements for senior staff, ensuring smooth business trips with minimal disruptions.
  • Maintained executive appointment schedules by planning and scheduling meetings, conferences, and teleconferences.
  • Assisted in preparing detailed reports for management, enabling informed decision-making.
  • Enhanced meeting efficiency by preparing agendas and minutes, ensuring all participants were well-informed.
  • Established administrative work procedures to track staff's daily tasks.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
  • Transcribed and organized information to assist in preparing speeches and presentations.

Secretary Intern

Road Traffic Management Corporation
03.2020 - 04.2021
  • Managing calendars: schedule meetings, teleconferences, and videoconferences.
  • Responded to inquiries from callers seeking information.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Communicated with customers via phone and email to confirm deliveries and respond to inquiries.
  • Prepared mail and packages for shipment, pickup, and courier services to expedite delivery.
  • Streamlined communication channels by coordinating meetings and conference calls for cross-functional teams and external clients.
  • Liaised between departments to facilitate effective communication lines necessary for smooth workflow processes.
  • Contributed to a positive work environment through exceptional customer service skills when interacting with staff and visitors.
  • Supported event planning efforts by assisting with logistics coordination, guest registration, and promotional material creation.
  • Promoted an inclusive workplace culture by greeting visitors warmly upon arrival at the reception desk or over the phone.
  • Demonstrated strong attention to detail while maintaining confidential information securely within company databases.
  • Managed inventory of office supplies, reducing costs through strategic purchasing decisions while consistently meeting internal needs.
  • Participated in ongoing training opportunities to continuously improve administrative skillset and stay up-to-date on industry trends.
  • Enhanced office efficiency by organizing and filing documents, managing appointment calendars, and processing incoming correspondence.
  • Supported executive staff with timely transcription of meeting notes, ensuring accurate record-keeping and follow-up on action items.
  • Proofread essential documents before distribution to maintain professionalism and accuracy throughout the organization.
  • Assisted coworkers and staff members with special tasks on daily basis.
  • Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.

Administrator

SGX Logistics
11.2016 - 12.2017
  • Organized files, developed spreadsheets, faxed reports, and scanned documents.
  • Managed update office calendars- coordinating itinerary and scheduled appointments with precise accuracy.
  • Analyzed departmental documents for appropriate distribution and filing; Writing, filing, and sharing reports and memos.
  • Perform data entry tasks.
  • Enhanced internal communication by creating a centralized information hub accessible to all staff members.
  • Oversaw maintenance of office equipment, minimizing downtime due to malfunctions or repairs.
  • Facilitated communication between departments, ensuring smooth operation and timely completion of projects.
  • Optimized supply chain logistics for office supplies, avoiding stockouts and excess inventory.
  • Implemented customer feedback system, leading to improved service delivery and customer satisfaction.
  • Gathered, organized and input information into digital database.
  • Maintained database systems to track and analyze operational data.
  • Optimized customer experience by delivering superior services and effectively troubleshooting issues.

Education

Business Communication Report Writing Certificate

CTU Training Solutions
Pretoria
03-2021

Bachelor of Arts - Honours: Public Management And Governance

University of Johannesburg
Johannesburg
04-2019

Bachelor of Arts - Humanities

University of Johannesburg
Johannesburg
04-2016

Social Research Certificate

University of Johannesburg
Johannesburg
10-2015

Matric

Pinetown Girls' High School
Durban
12-2012

Skills

    Proficient in managing multiple calendars and meeting booking systems

    Excellent written and verbal communications skills; including dealing with customer complaints and giving formal presentations to executives

    Reading and writing comprehension skills to ensure that all messages are taken correctly and passed on to the correct individual in a way that is understandable

    Proficient in Microsoft Office applications -Word, Excel and PowerPoint, Outlook and Teams

    Skilled in planning, coordinating, and facilitating physical meetings and remote video conferences

    Exceptional organizational skills to guarantee that all files, documents, and confidential information is taken care of appropriately

    Telephone Etiquette- Excellent Call Management Skills

    Able to type 50 Words Per Minute (WPM)

    Confident and articulate communicator - verbal and written

    Professional and courteous-Able to cultivate relationships at all levels

    Ability to manage recurring/repetitive tasks

    Well-developed time management skills

Timeline

Administrative Assistant

Inkserv (PtY) Ltd
04.2023 - Current

Secretary

Road Traffic Management Corporation
05.2021 - 12.2022

Secretary Intern

Road Traffic Management Corporation
03.2020 - 04.2021

Administrator

SGX Logistics
11.2016 - 12.2017

Business Communication Report Writing Certificate

CTU Training Solutions

Bachelor of Arts - Honours: Public Management And Governance

University of Johannesburg

Bachelor of Arts - Humanities

University of Johannesburg

Social Research Certificate

University of Johannesburg

Matric

Pinetown Girls' High School

Similar Profiles

CREATE PROFILE
Ngiphiwe Buthelezi