Organisation: Canberra Hospital and Health Services
Job Title: Executive Assistant
Word Limit: 250 words per criterion
Location: New York
Relevant experience in managing the office of a Senior Executive (minimum 5 years).
With over ten years of experience in providing superior executive assistance and support to senior level Executives and Managers, I have the relevant skills to undertake the role of Executive Assistant. Having worked in both Australia and Dubai, I have knowledge of international markets and extensive experience in corporate level administrative support, as well as entrepreneurial experience in handling all aspects of office management.
In my most recent role as Executive Assistant to the Managing Director (MD) of Central Systems, I was required to manage a demanding schedule for the MD and two Senior Managers. I successfully managed a large number of emails on a daily basis and ensured that all emails were read, prioritised and responded to accordingly. In addition to the emails, I was also responsible for managing and reviewing incoming correspondence that was marked to the MD’s attention. My role involved the regular scheduling of board meetings and video conferences which I would attend in order to take minutes. I was also responsible for organising domestic and international travel and accommodation on a weekly basis for the MD and Senior Site Managers.
I am experienced in managing monthly expenses for Senior Executives, including producing expense reports. I also have experience with developing presentations, flow-charts and spreadsheets for corporate management teams. Throughout my career I have developed the relevant experience required for working in high pressure environments while ensuring the timely and effective completion of tasks.
Excellent communication skills in English, both oral and written. This includes the ability to liaise with both internal and external parties (using multiple channels – in person, e mail, video conferences, phone, etc.) as well as experience in preparation of presentations, correspondence and consolidation of reports. Proficiency with Microsoft office required (Word, Excel, PowerPoint, etc.).
Adept at communicating to multi-tiered internal and external parties, I have developed outstanding communication skills in both written and verbal contexts which I demonstrate in a highly professional manner. In previous roles, I have acted as the first point of contact for internal colleagues and external clients, including via telephone, email and face-to-face. Whilst working as the Executive Assistant for the Chairman of Emaar in Dubai, I would regularly liaise with Senior Management, Government Departments such as the office of the Prime Minister, Dubai Municipality and other important delegates.
I have a strong background in administration and I am extremely proficient in the use of all Mac and Microsoft products, including Word, Excel, PowerPoint and Microsoft Outlook. As a professional administrative assistant, I am well versed in the provision of superior administrative support to senior managers, including writing and formatting correspondence, memorandums, legal documents and reports. Demonstrating efficient and accurate typing skills, I always ensure that my work is error free. I am highly proficient in word processing, including the collation of official company documents such as annual reports, prospectuses as well as executive summaries and contracts. I regularly monitor existing documents to ensure that they remain thorough, accurate and up-to-date.
My experience also includes the development, formatting and maintenance of databases and while working for S&N Civil Constructions as the Executive Assistant to the Managing Director, I was responsible for the creation and design of their Integrated Management System consisting of the company’s entire database of policies and procedures.
Strong organisational, analytical and quantitative skills including the ability to work under pressure and manage a range of priorities to meet competing deadlines.
Demonstrating a high level of personal drive and integrity, I successfully balance work with the ability to multi-task and remain focused to meet competing deadlines. I take great pride in the quality of work I produce and strive to deliver on intended results at all times. I am reliable and methodical with a strong aptitude for handling multiple tasks efficiently and accurately. Throughout my career I have demonstrated my ability to work under pressure as well as my ability to handle data and use numerical evidence systematically.
Recently, I was successful in negotiating the re-prioritisation of the Chief Financial Officer’s diary in order to meet the demands of the executives while minimising impact on other business practices. On occasion, I have negotiated deadlines for Board members and Executives to re-prioritise times and dates when resources are limited, and when staff are on leave or unavailable due to other deadline commitments or conflicting calendars. The approach I use when negotiating is dependent on the urgency required however, all negotiations are carried out in a professional and diplomatic manner as expected when dealing with senior level executives. When negotiating on urgent matters, I am assertive in my approach to ensure necessary requirements are met. In all instances, the outcome of these negotiations have been successful for all parties involved where suitable and agreeable timeframes have been negotiated in order to complete necessary tasks. I have often been commended by my managers for my sensitive handling and prompt resolution of these challenges.
Ability to work independently and as part of a team.
Supporting productive working relationships, I have demonstrated myself to be an active team member with a proven track history of cultivating relationships in order to build trust and enhance productivity.
While working for Dubai Aerospace Enterprise I was involved in a team that organised the successful schedule and set-up for the Dubai Airshow. The Airshow ran for 4 consecutive days and guests included world media, government dignitaries, royalty and VIP’s. Our team was responsible for organising meetings with the press and other companies from across the globe for the reporting and promotion of the event. We were also responsible for designing a series of presentations that were shown throughout the pavilion. The team organised the catering for the four day event and were tasked with meeting and greeting the guests as they came in to liaise with the Management team. Effective team communication and support led to the success of this even and our team was rewarded with a certificate for our efforts.
I have worked without direct supervision, organising my day and my tasks independently while remaining flexible and adaptable. This has been clearly demonstrated in my role as Executive assistant with Central Systems. Often, the Managing Director (MD) would not be in the office due to travel and it was my responsibility to take control of his incoming emails and respond on his behalf using my own discretion. During this time, I was also made responsible for all personal finance and business matters on his behalf.
Exhibit a personal record of achieving results.
As a self motivated and achievement orientated individual, I take responsibility for achieving outcomes, meeting targets, leading by example and devising methods of improving workplace procedures. I have consistently exhibited a personal record of achieving results.
While working for S&N Civil Construction as an Executive Assistant, I worked on creating and updating the Integrated Management System which was a database consisting of the policies and procedures and certification for the company. I worked independently on this project for approximately 8 months, including the full design and implementation. As a result of this the company was able to use the system as a tool to obtain accurate information from the offices around the country and allowed the company to increase their efficiency and productivity levels in this area.
In my role as Business Development and Administration Manager with Conext, I was asked to fly from Australia to Dubai to set up a new office for the company. I successfully achieved this through meeting with local sponsors, real estate agents and businesses in order to find a suitable location and recruit local staff. I was also responsible for organising the set up of the office with furniture, telecommunications and IT equipment. As a result of my hard work and dedication the office was opened within two weeks which exceeded the original expectations and I was commended for achieving this result.
I use my professional expertise to solve complex problems usually on my own accord and as a result produce excellent results.
Ability to maintain confidentiality and use discretion in diverse situations.
In previous positions I have been required to demonstrate tact, discretion, sensitivity and confidentiality in diverse situations and I am recognized as a colleague who maintains excellent communication and customer service in these areas.
I have a demonstrated track record of confidentiality and discretion and consistently follow best practice guidelines as follows:
- Demonstrating a clear and consistent work ethic that respects inherently confidential records, including financial records, demographic information and otherwise personal information whereby I am legally bound to not disseminate such information to another party, including work colleagues and external organisations.
- Understanding access obligations and restrictions in relation to systems, electronic records in line with staff access levels and appropriate delegations.
- Maintain paperwork, departmental records and correspondence consistent with departmental protocols.
- Practical understanding of legislation and statutory guidelines e.g. Privacy Act and Code of Conduct.
- Adhere to departmental guidelines regarding confidential information.
An example of where I have demonstrated confidentiality and discretion was my role of Personal Assistant with Emarr when I managed information pertaining to the Chairman. In this situation, confidentiality was absolutely paramount as he would often meet with the Ruler of Dubai within our office and staff was not permitted to discuss his arrival or any business they discussed.
My roles have included access to HR records and salary information of employees and I have also managed both personal and business bank accounts and financial investments of my seniors which has required strict levels of confidentially and discretion.
If you wish you may provide some brief additional information in support of your application here.
I have a keen interest in supporting Australia’s trade and investment development and am excited about the opportunity to network with people from all over the world while providing comprehensive support to ensure the organised and efficient running of the Senior Trade and Investment Commissioner’s office. Having an understanding of and commitment to the company goals of helping Australian businesses and institutions make the most of international business opportunities, I am prepared to work collaboratively within the Austrade network to contribute to service delivery and achieve desired outcomes.
With 15 years of relevant experience in Executive Assistant roles, I have the skills and experience that demonstrate professionalism and integrity and support me as a suitable candidate for this role. I see this is a an opportunity to establish a lifelong career for myself where I can provide superior levels of administrative support and customer service to the New York office while representing the Australian Trade Commission in a highly professional manner.
