Kathryn Doel
9 Benfield Parade, Panania,NSW
Summary
Organized and efficient Executive Assistant with 12 years supporting top-tier executives in finance, Health and Child Protection. Proven abilities to manage complex functions demanding honed multi-tasking skills. Dependable and quick-learning team player with effective communication skills, goal-oriented toward meeting long-term goals through daily organisation being dedicated to excellent customer service, client satisfaction and team communication.
Overview
11
11
years of professional experience
1
1
Certification
Work History
Executive Assistant
Department Of Communities And Justice
Liverpool, NSW
03.2016 - 08.2021
- Provided quality and efficient executive administration support to the Executive District Director.
- Drafted reports, executive summaries and newsletters.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Updated executives on changing business needs by thoroughly documenting internal meetings.
- Coordinated travel arrangements by booking airfare, hotel and ground transportation and Processed travel expenses and reimbursements for executive team and senior management group.
- Responded to emails and other correspondence to facilitate
- Communication and enhance business processes.
- Organized and coordinated conferences and monthly meetings, and implemented a new minute template document for monthly District Executive Meeting and monthly Executive Assistant team meeting which resulted in positive feedback advising minutes are more concise and easier to read and understand what actions are allocated.
- Managed and trained collaborative team of five Business Support Officers in correct procedures and reporting requirements upon their commencement.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes and answered high volume of phone calls
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Coordinated events and handled logistics, catering, agendas and travel arrangements for meeting and event planning for Executive District Director
- Wrote and enforced administrative procedure plans to reduce errors and prevent process delays.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Developed and deepened relationships with key stakeholders.
- Organized new employee orientation schedules for new hires and initial training for new employees.
- Processed documentation for employee actions such as new hires, grievance resolutions and terminations.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Managed and reviewed filing and office systems.
- Drafted reports, executive summaries and newsletters.
- Performed duties in accordance with applicable standards, policies and regulatory guidelines to promote safe working environment.
- Displayed absolute discretion at handling confidential information.
Project Officer
Department Of Communities And Justice
Ashfield, NSW
02.2017 - 06.2017
- Closely collaborated with project members to identify and quickly address problems.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Prepared documents, reports and presentations for executives.
- Developed and deepened relationships with key stakeholders.
- Drafted, prepared and collated minutes, agendas and complete secretariat duties. Coordinated all aspects of information gathering to prepare and distribute agendas, attachments, handouts, and other relevant material to ensure effective utilization of Directors time.
- Organized scope, schedule and assignments for entire team.
- Adhered to budget requirements with excellent planning and consistent expense monitoring.
- Maintained open communication by presenting regular updates on project status to manager.
- Monitored project schedules and deadlines for each project task while reporting potential delays to project manager.
- Developed and maintained courteous and effective working relationships.
- Participated in team-building activities to enhance working relationships.
- Prepared a variety of different written communications, reports and documents to ensure smooth operations.
- Organized new employee orientation schedules for new hires and initial training for new employees.
- Processed documentation for employee actions such as new hires, grievance resolutions and terminations.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Answered high volume of phone calls and email inquiries.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Updated executives on changing business needs by thoroughly documenting internal meetings.
- Sourced and ordered office equipment and supplies.
- Displayed absolute discretion at handling confidential information.
- Performed duties in accordance with applicable standards, policies and regulatory guidelines to promote safe working environment.
Executive Assistant
NSW Health
Liverpool, NSW
01.2013 - 08.2016
- Provided quality and efficient executive administration support to the District Director of Finance.
- Drafted reports, executive summaries and newsletters.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Adhered to budget requirements with excellent planning and consistent expense monitoring.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Updated executives on changing business needs by thoroughly documenting internal meetings.
- Coordinated travel arrangements by booking airfare, hotel and ground transportation and Processed travel expenses and reimbursements for executive team and senior management group.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Drafted, prepared and collated minutes, agendas and complete secretariat duties. Coordinated all aspects of information gathering to prepare and distribute agendas, attachments, handouts, and other relevant material to ensure effective utilization of the Directors time.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes and answered high volume of phone calls
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Developed and deepened relationships with key stakeholders.
- Organized new employee orientation schedules for new hires and initial training for new employees.
- Processed documentation for employee actions such as new hires, grievance resolutions and terminations.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Managed and reviewed filing and office systems.
- Drafted reports, executive summaries and newsletters.
- Sourced and ordered office equipment and supplies.
- Displayed absolute discretion at handling confidential information.
- Performed duties in accordance with applicable standards, policies and regulatory guidelines to promote safe working environment.
Personal Assistant
SEALS Pathology NSW Health
Randwick, NSW
09.2012 - 12.2012
- Provided first point of contact for the Director, analyzed and prioritized sensitive and complex matters, and initiated appropriate action to facilitate optimal use of the Director’s time
- Answered phone calls and messages, scheduling appointments and handling inquiries.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Drafted, prepared and collated minutes, agendas and complete secretariat duties. Coordinated all aspects of information gathering to prepare and distribute agendas, attachments, handouts, and other relevant material to ensure effective utilization of the Directors time.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Updated executives on changing business needs by thoroughly documenting internal meetings.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Sourced and ordered office equipment and supplies.
- Worked flexible hours as required
- Received, recorded and addressed incoming and outgoing communication via telephone and email.
- Developed policies and procedures for effective management.
- Processed documentation for employee actions such as new hires, grievance resolutions and terminations.
Personal Assistant Director of Emergency Dept
NSW Health, Prince Of Wales Hospital
Randwick, NSW
12.2011 - 12.2012
- Provided first point of contact for Director, analyzed and prioritized sensitive and complex matters, and initiated appropriate action to facilitate optimal use of Director’s time
- Provided quality and efficient executive administration support to Director of Emergency
- Drafted reports, executive summaries and newsletters.
- Answered phone calls and messages, scheduling appointments and handling inquiries.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Drafted, prepared and collated minutes, agendas and complete secretariat duties. Coordinated all aspects of information gathering to prepare and distribute agendas, attachments, handouts, and other relevant material to ensure effective utilization of Directors time.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Updated executives on changing business needs by thoroughly documenting internal meetings.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Sourced and ordered office equipment and supplies.
- Worked flexible hours
- Received, recorded and addressed incoming and outgoing communication via telephone and email.
- Used Microsoft Word and other software tools to create documents and other communications.
- Developed policies and procedures for effective management.
- Processed documentation for employee actions such as new hires, grievance resolutions and terminations.
Skills
- Catering Coordination
- Video Conferencing Software
- Executive Presentations
- Meeting Agenda Preparation
- Time Management
- Microsoft Office
- Workflow Improvements
- Honest and Ethical
- Meeting Scheduling
- Reliable and Responsible
- Executive Schedule Management
- Verbal and Written Communication
- Meeting Minutes
Accomplishments
- Successfully managed Business Support Officers.
- Nominated as the only Executive Assistant within the South West Sydney District office that managed the secretariat duties for a Finance Board Committee.
- Assisted the SWSLHD Finance Department with the successful transition from TRIM to HP Records Manager.
- Engaged the South West Sydney District administration team and worked with each member to build a great team environment.
Certification
- TAFE NSW - Business Administration IV
- TAFE NSW - Business Administration II and III
- TAFE NSW - Customer Service III
Timeline
Project Officer
Department Of Communities And Justice
02.2017 - 06.2017
Executive Assistant
Department Of Communities And Justice
03.2016 - 08.2021
Executive Assistant
NSW Health
01.2013 - 08.2016
Personal Assistant
SEALS Pathology NSW Health
09.2012 - 12.2012
Personal Assistant Director of Emergency Dept
NSW Health, Prince Of Wales Hospital
12.2011 - 12.2012
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