Executive Assistant

xecutive Assistant (11 years)
Apart from other responsibilities , I acted EA for Counsellor and for Ambassador (Relieved duty if the EA of the Ambassador is on leave)
Responsible for complex calendar management, organizing meetings, liaise with function heads , Embassy counterparts from Government Sector to Business stakeholders
Arrange extensive and complex business and personal travels, (hotels, visa , ground and air transports)
Claim travel and business expenses and coordinated to the Accounting Departments
MS Outlook, Microsoft office, Google Workplace
Responsible for filing and organizing confidential documents
Taking minutes of the meeting and screening phone calls

Office Management
VIP Corporate / Embassy Event planning
Negotiate office supplier contracts and ensure its within the budget
Organize all administrative activities to ensure smooth running of office (pantry supplies, office supplies, utilities)
Act as Library Custodian of the Embassy Stocktaking, providing library information service

Visa Section and Consular Section
Assist the Consul and Consular Clerk in receiving of incoming Visa applications
Filing and organizing of Visa Documents
Encoding of Visa Application and Passport details in the systems
Evaluation and do interviews for the applicants and endorse to the Consul
Releasing of Visa Approved to clients
Dispatching and prepare documents for Diplomatic bag to be send off to HQ i.e. unbridged Birth Certificate and Passport renewal of South African Nationals with review and approval of the consul.