Shona Rae Email & Phone Number

Brisbane, Queensland, Australia

Brisbane, Queensland, Australia

Assistant duties:• Extensive management of the CEO/MD and his Executive team's calendars• Managing logistics for internal and external meetings• Preparing Board meeting packs via Diligent, including agendas, minutes etc. • Extensive domestic and international travel management for the CEO/MD and his Executive team• Preparation of travel itineraries, ensuring airline and country pre-entry requirements are met prior to travelling• Global travel coordinator. Arranging travel for the SolGold team, including sourcing various quotations, approvals, arranging flights, accommodation, visas and ensuring airline and country pre-entry requirements are met.• Collation and submission of credit card statement details• Maintaining all stakeholder relationships with other departments, external and internal parties• Office management duties.

Cape Town

Reported to the Deputy Managing Director.Assistant duties:• Extensive management of the Deputy MD and his teams' calendars• Managing logistics for internal and external meetings• Planning and scheduling of weekly and monthly meetings and inviting key presenters• Preparing meeting packs including agendas, minutes and presentations • Extensive domestic and international travel management for the Deputy MD and his team• Preparation of the Deputy MD, team and key presenter itineraries when they travelled abroad• Collation and submission of credit card statement details• Managing all documentation and creating a systematic filing system• Maintaining all stakeholder relationships with other departments, external and internal partiesEvent coordination duties:• Managing the logistical arrangements for the teams' small events (60 events per year / max 100 pax) including budget management, preparation and distribution of invitations, inviting key presenters to the events, sourcing and booking of conference and workshop venues for meetings and events, preparing menus, arranging hampers, finalising the details of the event to ensure that it was a success• During Covid-19, I ensured that the teams' clients could join our virtual events via Zoom and Microsoft Teams and arranged the necessary invitations with links to register as well as assisted to host the virtual events on the day• Overseeing all the logistical arrangements for the annual client group conference where 85 members would travel, meet and socialise at the conference

Reported to the HR Business Partner, Sub-Saharan Africa.

I provided HR operational support for 150+ local and expat staff for the Cape Town office as well as for our African countries who we supported, Ethiopia, Gabon, Madagascar and Namibia.

The support I offered covered the following: supported the HR Advisor with the recruitment process(junior levels), conducted inductions for new employees, coordinated training logistics, assisted with the performance management process and provided training to employees on the performance management tool.

I assisted expatriates relocate to the office in Cape Town by assisting them with immigration queries, orientations, lease negotiations and arranging travel and temporary accommodation.

I assisted the Business Partner in arranging team building events, executive events (board of directors from head office) and assisted him with his administrative requests.

Cape Town Area, South Africa

Reported to the HR Business PartnerI provided administration assistance to the HR Business Partner and to the HR Advisor.My responsibilities included assisting the HR Advisor with various recruitment initiatives, coordinating training logistics and arranging team building sessions. I also arranged various Wellness Days for the employees.I ensured that employee files were maintained and that a high level of data integrity was maintained within our HR systems. I worked with Country Managers across our Tullow offices during this data process.I coordinated the relocation process for various expatriates, i.e. assisted with immigration queries, arranged orientations, lease negotiations, travel and temporary living coordinations.I updated the monthly payroll schedule and assisted employees with general queries.

Cape Town Area, South Africa

Reported to the General Manager.I assisted the General Manager by coordinating the office move from one building to another. The role entailed meeting with various project managers and third party suppliers to ensure that the move was successful from the beginning of the project until the move had taken placeThis role entailed participating in meetings for the design of the office, meeting with senior managers to ensure that various teams areas / storage areas were allocated correctly.Once the move had taken place, I assisted the General Manager by ensuring all snags were attended to and any facility queries were taken care of.I also assisted the Finance Team with their administration.

Chiswick, London, United Kingdom

Reported to the Office Manager.As the corporate team assistant I provided administrative support to the corporate management team (four directors and one senior legal manager).I arranged meetings, lunches and dinners on behalf of the team. I collated and prepared the documentation for the executive board meetings. I arranged travel for the corporate team.I assisted the Officer Manager / Executive Assistant to the Chief Executive Officer on various occasions by preparing letters, managing the petty cash, arranging meetings and attending to facility queries.I also assisted the Office Manager during the office refurbishment by meeting with third party suppliers etc.

London, United Kingdom

Reported to the Clinical DirectorI assisted the Clinical Director in managing his diary and taking minutes at various meetings with his medical staff.I prepared letters and typed medical reports.I was the Lead Administrator for the Ethnic Health Centre / Refugee Clinic and assisted the Clinical Director and Practice Manager to open the Centre. My role entailed answering phone calls, arranging appointments, typing medical letters, updating client information.

United Kingdom

Reported to the Chief Executive Officer.My role entailed meeting and greeting visitors, screening calls to the CEO, preparing letters and managing the diary of the CEO.

Johannesburg Area, South Africa

Reported to the Engineering Loss AdjusterExtensive audio typing of underwriting reports on behalf of the Loss Adjuster.I managed the diary of the Loss Adjuster and arranged his travel.I often relieved the receptionist of her switchboard duties, greeted international clients and screened calls to the Managing Director of the firm.

Legal Secretarial Diploma, Legal Administrative Assistant/Secretary

Legal Secretarial Diploma

High School, Matric (Grade 12)

Senior Certificate (Matric)

Certificate In Human Resource Management, Human Resources Management/Personnel Administration

12 week online course covering Strategic Human Resources Management