Experience

KidsCan Charitable Trust

• New Zealand
• Non-profit Organizations
• 1 - 100 Employee

• Personal Assistant To Chief Executive Officer

  • Aug 2017 - Oct 2020

  Albany Providing assistance to the CEO and Board.



Microsoft

• United States
• Software Development
• 700 & Above Employee

• Executive Assistant

  • Jun 2016 - Aug 2017

  Auckland, New Zealand Providing professional and high quality assistance to the Directors of 3 areas within the business. • Extensive diary management, book, move and organise internal and external meetings. • Travel arrangements includes booking of national and international flights, accommodation, car hire, airport transfers and creating travel agendas. • Management of executive overseas visitor’s agendas includes setting up of customer meetings, creation and management of briefing documents, and… Show more Providing professional and high quality assistance to the Directors of 3 areas within the business. • Extensive diary management, book, move and organise internal and external meetings. • Travel arrangements includes booking of national and international flights, accommodation, car hire, airport transfers and creating travel agendas. • Management of executive overseas visitor’s agendas includes setting up of customer meetings, creation and management of briefing documents, and transport in country. • Minute taking and distribution for internal and external meetings. • Typing of documentation and emails. • Reconcile expenses for 3 directors and interim approver of all direct reports expense claims • Arrange events for GM or team when required. • Events organisation internal and external. • Provide general support as required to the wider team. • Financial administration – raise purchase orders and management of invoice payment. • Assistance and training with online tools including MSExpense, MSInvoice, MyOrder, CIM and Concur (MS Travel tool). Show less



FUJIFILM Business Innovation Asia Pacific

• Singapore
• IT Services and IT Consulting
• 700 & Above Employee

• Personal Assistant

  • Sep 2013 - May 2016

  Auckland, New Zealand Provide professional high quality personal assistance to the General Manager and provide support to the Solutions & Services Team & BSG Team as and when required. • Extensive diary & email management – priorities, book and organise internal and external meetings, priorities important emails and have the initiative to forward or reply when necessary. • Arrange travel and travel itinerary’s for GM and team. • Screen phone calls and take messages. • Preparing presentations to a high… Show more Provide professional high quality personal assistance to the General Manager and provide support to the Solutions & Services Team & BSG Team as and when required. • Extensive diary & email management – priorities, book and organise internal and external meetings, priorities important emails and have the initiative to forward or reply when necessary. • Arrange travel and travel itinerary’s for GM and team. • Screen phone calls and take messages. • Preparing presentations to a high standard. • Typing of documentation and emails. • Coding of invoices prior to going to accounts for payment. • Reconcile expenses for GM and the Solutions & Services team. • Arrange events for GM or team when required. • Maintain attendance register for wider team. • Assist with office based projects. • Provide general support as required by the Solutions & Services team. Recommendation from Manager below: "Sarah is an asset to any team, she is a dedicated and dependable employee who always gave 100 percent and more. Always looking for ways to add value and learn, a great team player and I would recommend without hesitation." Show less



Smartsalary

• Australia
• Financial Services
• 1 - 100 Employee

• Executive Assistant

  • May 2012 - Sep 2013

  Sydney, Australia • Extensive diary and email management, organising & moving internal and external meetings, workshops and business lunches. • Coordinating all travel and accommodation arrangements for my direct managers and their direct reports, creating agendas for business meetings while out of office. • Monthly expenses for managers for both business and personal. • Set up and also attend team meetings to take minutes and organise actions. • Assist with office Management of Sydney Office… Show more • Extensive diary and email management, organising & moving internal and external meetings, workshops and business lunches. • Coordinating all travel and accommodation arrangements for my direct managers and their direct reports, creating agendas for business meetings while out of office. • Monthly expenses for managers for both business and personal. • Set up and also attend team meetings to take minutes and organise actions. • Assist with office Management of Sydney Office • Assist other members of the Executive team or Senior Management team when required – organised meeting minutes and actions for Managers meetings, arranged team and office meetings when applicable. • Events management – organised and saw through 5 client breakfasts in different states each with around 50 – 80 in attendance. Organise internal team events as and when nessessary. • 6S for office - safety & tidy environment scheme – Created and implemented a new procedure and set up a team of staff to carry out weekly audits. I manage this team and ensure all is running smoothly. Once audits are complete I compile results and share with the office. Create posters and rosters for the office and ensure office as a whole is compliant. • Production of monthly office videos – liaise with film crew to put together monthly videos on what is happening in the business. • Set up and take minutes in weekly management meetings, chase any actions that arise. • Responsible for 2 receptionists • Office – take care of any problems; liaise with building management as and when needed. Show less



HSBC

• United Kingdom
• Financial Services
• 700 & Above Employee

• Executive Assistant to Head of Marketing - Maternity cover contract

  • Aug 2011 - Apr 2012

  Sydney, Australia Provide professional high quality personal assistance to the Head of Marketing. Provide support to Marketing Team as and when required. • Extensive diary & email management – responsible for manager’s diary and emails - required to book and organise meetings, priorities important emails and have the initiative to forward to other managers when necessary. • Liaise with external clients in booking meetings and client/customer events • Manage expenses for Manager and his direct… Show more Provide professional high quality personal assistance to the Head of Marketing. Provide support to Marketing Team as and when required. • Extensive diary & email management – responsible for manager’s diary and emails - required to book and organise meetings, priorities important emails and have the initiative to forward to other managers when necessary. • Liaise with external clients in booking meetings and client/customer events • Manage expenses for Manager and his direct reports. • Typing of correspondence, creating spreadsheets, org charts and powerpoint presentations. • Booking travel, hotels and hire cars, creating itineraries and agendas for business trips. • Maintain daily attendance register for team • Stationary & Promotional stock ordering – use online ordering system to order office stationary and to purchase promotional goods for bank. • Events & Sponsorship – Help with pre organising events and run sheets, gathering attendee information and uploading to excel spreadsheets. Attending events to help run smoothly. Post event clear up and debrief. • Writing up marketing briefs for agency’s as and when required. • Responsible for setting up new starters liaising with both IT and HR. I am the IT point of contact for the department and deal with any IT issues/upgrades or transfers as and when required. • Inputting invoices into account database for head of department to sign off on. • Organise team meetings, direct report meetings & external client meetings for the Head of Marketing and his team. • Screen phone calls and take messages.

• Legal Assistant - Maternity cover contract

  • Aug 2010 - Aug 2011

  Sydney, Australia Providing secretarial and administrative support to the Legal team and general administrative support to the wider legal and compliance team as required • Typing and formatting correspondence and documentation • Diary Management and organising meetings with multiple attendees throughout the business. • Management of filing and archiving database for the Legal team • Booking of team travel and expense reclaims for travel • Preparation of expense claim forms for the payment of… Show more Providing secretarial and administrative support to the Legal team and general administrative support to the wider legal and compliance team as required • Typing and formatting correspondence and documentation • Diary Management and organising meetings with multiple attendees throughout the business. • Management of filing and archiving database for the Legal team • Booking of team travel and expense reclaims for travel • Preparation of expense claim forms for the payment of all external and own account legal bills including responsibility for following up paperwork from the business and ensuring that the account tracking system and expense schedule is kept up-to-date. • Regular review of monthly panel firm debtors and follow-up of outstanding accounts where necessary to ensure duplicate paperwork is provided to the relevant business representative to facilitate prompt payment. • Liaise with contacts at external law panel firms • Upload billings data to panel firm spend spreadsheet • Admin and IT for new starters to and departures from Legal • Maintain a schedule of professional memberships for the Legal team • Maintain daily attendance register for team • Ensure loose-leaf publications are kept up-to-date • Keeping intranet forms/templates up to date • Responsibility for monitoring and ordering department stationery supplies



Transport for London

• United Kingdom
• Non-profit Organizations
• 700 & Above Employee

• Personal Assistant & Team Administrator

  • Jun 2009 - Dec 2009

  London, United Kingdom My role was to work directly for one of the managers in the department and also to help out any of his direct reports when needed. The role was new in this area so it also involved setting up new process for both team and manager. Key Responsibilities: - Diary & email management – was responsible for my managers diary and emails this required me to book and organise meetings, priorities important emails and have the initiative to forward others to other managers when… Show more My role was to work directly for one of the managers in the department and also to help out any of his direct reports when needed. The role was new in this area so it also involved setting up new process for both team and manager. Key Responsibilities: - Diary & email management – was responsible for my managers diary and emails this required me to book and organise meetings, priorities important emails and have the initiative to forward others to other managers when necessary. - Help design a powerpoint presentation for the maintenance directorate this involved getting data from different sources within the company and compiling it into a presentation. - Help implement the 5S scheme which is a safety & tidy environment scheme into the maintenance and training directorate and continue to work with this and follow through with any problems. This involved doing weekly audits of the office and creating spreadsheets weekly. I also covered this for our Acton Training Department and followed through with and queries problems that could arise. - Create organizational charts using visio for the Maintenance Directorate. - Dealing with invoices for the area and organizing purchase orders and payment. Dealing with any problem invoices that might come up. - Manage the general administrative requirements of the section by updating the attendance daily and following up on sickness & leave and getting correct documentation to HR. Taking and producing the minutes and agendas. Arranging training, booking travel and accommodation, security passes for new staff. - Organisation and Preparation of any ad-hoc Presentations & Reports Show less



Anderselite

• United Kingdom
• Staffing and Recruiting
• 100 - 200 Employee

• Managing Team Organiser

  • Jun 2005 - Jun 2009

  London, England - Previously responsible for overseeing the general administration and organisation of six recruitment consultants and the Technical Director, I now am part of a team of administrators and we look after a team of 30 consultants and resourcers. - Administration – Formatting and typing CVs, Producing all Candidate/Client correspondence (interviews & contracts), reports, processing expense claims, updating & adding candidate/Client records on the database, organising candidate… Show more - Previously responsible for overseeing the general administration and organisation of six recruitment consultants and the Technical Director, I now am part of a team of administrators and we look after a team of 30 consultants and resourcers. - Administration – Formatting and typing CVs, Producing all Candidate/Client correspondence (interviews & contracts), reports, processing expense claims, updating & adding candidate/Client records on the database, organising candidate starter-packs, processing advertising orders - Liaising with candidates on daily basis. - Preparing candidate spec outs and mail shots, Preparing contracts and timesheets - Previously responsible for four Team Administrators in my office, this involved holding team meetings and one to ones with each administrator and helping with day to day activities. - Interviewing and Training of new Administrators - Looking after our Area Manager - dealing with all administration and upkeep of all office financial spreadsheets. - Closing off the office end of month accounts - Responding to emails and postal queries - Working to procedures based on quality assurance, ensuring files, references, visa details etc are accurately recorded and maintained - Spreadsheets – Recording CV location & graphical representation of scores/targets using excel - Diary Management – for all team members, including arranging meetings, booking rooms - Team Work - Motivation and organisation of the team - Reception/Telephone – pro rota reception cover as and when required - General Ad-hoc duties and upkeep of office - Health & Safety co-ordinator for City Office - Facilities Management & IT support for the City Office - Successfully organised and saw through the relocation of 3 offices - Successfully organised office and contractor functions for 100 or more people Show less



Fairfax Media

• Australia
• Online Media
• 700 & Above Employee

• Receptionist/Administrative Assistant/Subscriptions

  • Sep 2003 - Apr 2005

  Cuisine Magazine - Auckland New Zealand - Assisting Editor and Deputy Editor when needed - Assisted with the organisation of Cuisine Wine Country, Restaurant of the Year and the Awards of Innovation and excellence - Maintain the customer database - Assisted with the organization of wine tastings - Data entry into subscriptions database - Organise all Point of Sale material - Creating spreadsheets using excel - Copying and filing for Office Manager & Editors - Keeping the office clean and tidy -… Show more - Assisting Editor and Deputy Editor when needed - Assisted with the organisation of Cuisine Wine Country, Restaurant of the Year and the Awards of Innovation and excellence - Maintain the customer database - Assisted with the organization of wine tastings - Data entry into subscriptions database - Organise all Point of Sale material - Creating spreadsheets using excel - Copying and filing for Office Manager & Editors - Keeping the office clean and tidy - Enveloping, labeling - Meeting and greeting Clients - Answering Phones and dealing with customer queries - Ordering stationery - Opening and sending out mail - Typing letters - Computer work - Petty cash Show less