Amanda Ferguson
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills. A highly organized and friendly employee, bringing energy and a positive attitude to motivate team members to achieve goals and meet deadlines.
Overview
13
13
years of professional experience
Work History
Executive Assistant to Executive Director, Multicultural Affairs, Youth and Equality, Fairer Victoria Engagement and Coordination
Department of Families, Fairness and Housing
08.2022 - Current
- Executive administrative support to Executive Director
- Diary and meeting management, stakeholder engagement, correspondence, email and project administration
- Liaise with three Directors across multiple branches within the Executive Directors portfolio
- Liaise with Ministers offices as well as Deputy Secretary, Associate Secretary and Secretary offices for workflow continuity as well as weekly, fortnightly and monthly stakeholder meetings in which they are to be pre-briefed, prior to Minister meetings
- Ensure all papers are with Executive for relevant meetings
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Facilitated training and onboarding for incoming office staff.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Developed and maintained automated alert systems for important deadlines.
- Created and managed office systems to efficiently deal with documentation.
Team Leader, Logistics Lead and Operations Manager for the Emergency Management State Operations Centre (EMSOC) - 2022 Flood Management
Department of Families, Fairness and Housing
10.2022 - 01.2023
- Lead and manage an operational team that processes applications for the Personal Hardship Assistance Program
- Support the team to plan and process applications, identify any potential cases of fraud, and act as an escalation point in relation to applications, when required
- Assess and plan workflow, and actively manage priorities and tasks for the team
- Attend meetings as needed
- Oversees onboarding and training of new staff, ensuring staff have the skills and capabilities to effectively undertake these roles
- High-level problem solving and issues management and inform and escalate matters to PHAP Operations Lead as required
- Ensure records and information comply with DFFH policy and procedures and relevant Acts
- Monitored team performance and provided constructive feedback to increase productivity and maintain quality standards.
- Supervised team members to confirm compliance with set procedures and quality requirements.
- Established open and professional relationships with team members to achieve quick resolutions for various issues.
Executive Assistant and Branch Coordinator, Office for the Prevention of Family Violence
Department of Families, Fairness and Housing
02.2021 - 08.2022
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Facilitated training and onboarding for incoming office staff.
- Created and managed office systems to efficiently deal with documentation.
- Promoted team productivity by keeping supplies organized and well-stocked.
Executive Assistant, Social Policy Group
Department of Premier and Cabinet
01.2016 - 01.2021
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Answered high volume of phone calls and email inquiries.
- Facilitated training and onboarding for incoming office staff.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Developed and maintained automated alert systems for important deadlines.
- Filed paperwork and organized computer-based information.
- Updated and maintained confidential databases and records.
- Worked with senior management to initiate new projects and assist in various processes.
Project Officer
Moreland City Council
01.2015 - 01.2016
- Developed and deepened relationships with key stakeholders.
- Partnered with project team members to identify and quickly address problems.
- Kept senior management well-informed by preparing and presenting project status reports.
- Identified and resolved project issues and mitigated risks, reducing challenges and improving project results.
- Gathered and organized supporting materials for meetings and project updates.
- Monitored deadlines and milestones to keep team on track with project schedule.
- Worked closely with organizations, individual businesses and government agencies to foster welcoming climate for business.
- Updated customers and senior leaders on progress and roadblocks.
Occupational Health and Safety Project Officer - People and Culture Division
Department of Environment and Primary Industries (DEPI) - Victorian Government
01.2011 - 01.2014
- Identified and resolved project issues and mitigated risks, reducing challenges and improving project results.
- Developed and deepened relationships with key stakeholders.
- Monitored deadlines and milestones to keep team on track with project schedule.
- Kept senior management well-informed by preparing and presenting project status reports.
- Gathered and organized supporting materials for meetings and project updates.
- Partnered with project team members to identify and quickly address problems.
- Monitored project progress, identified risks and took corrective action as needed.
- Tracked project and team member performance closely to quickly intervene in mistakes or delays.
- Reported regularly to managers on project budget, progress and technical problems.
Skills
- Microsoft Office Suite
- Record management systems
- Quality Assurance
- Stakeholder Engagement
- Staff Management
- Scheduling
- Database Management
- Technical Support
- Travel Administration
- Customer Service
- Administrative Support
- Meeting Planning
Websites
Professional Developments
- Certificate IV Project Management - Swinburne University (current)
- Project Management Essentials Swinburne University (11/2022)
- Procurement and Finance Management (2020)
- Occupational Health and Safety (OHS) training (ongoing)
- Safe Work Procedures (SWP) training 2011-12
Recent Achievements
- 2022, Assist with the Emergency Management division Personal Hardship Assistance Program (PHAP) with processing applications during Victorian Floods emergency., Became Team Leader for separate teams of processors for payments which schedule would change daily., Moved into Emergency Management State Operation Centre, twin Lead for Logistics cell, then moved into PHAP Operations Manager of Systems role.
- 2020 - 2021, Successfully managed a full life cycle of recruitment, including creation of job description, organising telephone and online interviews for 150 candidates, reference checking and onboarding for 24 new starters across two divisions., Provided project support to other Emergency Management teams within the department to help with Covid-19 surge, which received a highly admired commendation, by the Secretary., Key liaison for the branch in Machinery of Government ensuring smooth transition for over twenty staff, from Department of Premier and Cabinet to Department of Families, Fairness and Housing
References
Referees available upon request.
Timeline
Team Leader, Logistics Lead and Operations Manager for the Emergency Management State Operations Centre (EMSOC) - 2022 Flood Management
Department of Families, Fairness and Housing
10.2022 - 01.2023
Executive Assistant to Executive Director, Multicultural Affairs, Youth and Equality, Fairer Victoria Engagement and Coordination
Department of Families, Fairness and Housing
08.2022 - Current
Executive Assistant and Branch Coordinator, Office for the Prevention of Family Violence
Department of Families, Fairness and Housing
02.2021 - 08.2022
Executive Assistant, Social Policy Group
Department of Premier and Cabinet
01.2016 - 01.2021
Project Officer
Moreland City Council
01.2015 - 01.2016
Occupational Health and Safety Project Officer - People and Culture Division
Department of Environment and Primary Industries (DEPI) - Victorian Government
01.2011 - 01.2014
Similar Profiles
Mercy MushokeMercy Mushoke
Child Protection Officer at Department of Families, Fairness and HousingChild Protection Officer at Department of Families, Fairness and Housing
Yennie WilkieYennie Wilkie
Case Practice Support Worker at Department of Families, Fairness and HousingCase Practice Support Worker at Department of Families, Fairness and Housing
Danielle GilmourDanielle Gilmour
Reception Service Officer at Department Of Families, Fairness And HousingReception Service Officer at Department Of Families, Fairness And Housing
Deanna HawkerDeanna Hawker
Acting MACNI Coordinator at Department of Families, Fairness and HousingActing MACNI Coordinator at Department of Families, Fairness and Housing
Miriam TorresMiriam Torres
Executive Assistant to V.P. Legal Affairs & General Counsel and to Director of Risk Management at RWJ Barnabas Health/Trinitas Regional Medical CenterExecutive Assistant to V.P. Legal Affairs & General Counsel and to Director of Risk Management at RWJ Barnabas Health/Trinitas Regional Medical Center