Amy Roberts
Brisbane,QLD
Summary
Highly organised Executive Assistant with notable experience in managing complex calendars, coordinating international travel, and overseeing high-level meeting preparation. Strong administrative skills including proficiency in MS Office Suite and EDRM systems. Proven ability to handle sensitive information with discretion and maintain confidentiality. Demonstrated success in improving organizational processes, enhancing productivity, and implementing strategic solutions for efficiency. Efficient executive assistant with experience in both public and private sector. Skilled in managing complex schedules, coordinating executive meetings, and improving office workflows to enhance productivity. Successful in implementing new filing and organisational systems that increase efficiency in document management. Known for maintaining discretion with confidential information and effectively supporting senior executives by reducing their administrative burden. Big picture thinker whilst skilled in detail.
Overview
9
9
years of professional experience
1
1
Certification
Work History
Executive Support Officer
Commissioners Office - Queensland Building and Construction Commission
Brisbane, Queensland
11.2024 - Current
- Applied a high level of accuracy while formatting the organisation's new policy templates in Word.
- Regular consultations with senior staff regarding policy templates.
- Discussion and daily communication (phone calls and emails) with senior staff members.
- Contributed to the overall user testing program for new template
- Applied a high level of accuracy while formatting the organisation's new policy templates.
- Fostered a positive and inclusive team culture.
- Applied a high level of accuracy while formatting the organization's new policy templates in Word.
- Maintained positive working relationships with fellow staff and management.
- Coordinated with IT department to resolve technical issues
- Assisted staff members in learning the organisations new templates.
Administrative Officer
Investment & Partnerships - Department of Families, Seniors, Disability Services and Child Safety
Brisbane, Queensland
10.2023 - 06.2024
- Managed corporate card payments and completed monthly reconciliation of finances
- Developed and maintained effective administrative systems, recordkeeping and business reporting including organisation of meetings, correspondence, minute taking, appointments, petty cash, accommodation and travel arrangements
- Administered financial processes including ordering, payments of accounts, petty cash, monthly monitoring and reconciliation in accordance with current legislative and departmental accounting practices
- Provided a high standard of skills in a range of software packages and databases in the administration of services provided by the region
- Investigated financial enquiries ensuring timely, accurate solutions are reached
- Contributed to effective teamwork by developing an understanding of the roles and duties of other team members and working collaboratively to deliver services to the region
- Liaised with departmental officers and other Government and non-Government organisations as required.
Project Support Officer
Research & Analytics - Queensland Police Service
Brisbane, Queensland
07.2023 - 10.2023
- Organised and coordinated travel itineraries, flights and car hire requirements for the Project Manager and Manager, Data Services
- Facilitated and coordinated the onboarding of contractors and temporary staff members
- Accurate and detailed recording of Minutes for the Data Analytics Project Board Meeting
- Managed and coordinated board meeting and general meetings for Project Manager and Data Services Manager with board members
- Created board meeting Minutes and Agenda templates
- Provide high level professional administrative support for DAPTIV database
- Accurately amended Purchase Orders as requested by Managers and Director
- Strict adherence to privacy and confidentiality policies and procedures at all times (with regards to financial and operational aspects of the project)
- Liaised with other Executive Assistants on behalf of Executive staff and Project Manager for correspondence for board meetings
- Accurate updating of Project Managers Engagement Tracker
- Logging of ITC requests and follow through to completion
- Monthly reconciliation of BTA Connect travel documentation in a timely manner
- Creating floor plans and office layouts using Visio.
- Identified project needs by reviewing project objectives and schedules.
- Provided administrative support to ensure successful delivery of projects.
Executive Assistant
Research & Analytics - Queensland Police Service
Brisbane, Queensland
10.2022 - 07.2023
- Organised and coordinated travel itineraries, flights and car hire requirements for the Director, managers and senior staff for interstate presentations with the Police Commissioner
- Monthly reconciliation of BTA Connect travel documentation in a timely manner
- Facilitated and coordinated the onboarding of contractors and temporary staff members
- Compiled and amended staff rosters ensuring Enterprise Bargaining Agreement equity requirements and rostering guidelines are reflected with 100% accuracy
- Managed corporate card payments and completed monthly reconciliation of finances
- Managed, coordinated appointments and booked meeting rooms and conference facilities
- Created transcriptions from audio files with proficient keyboard skills, comprising of a high standard of speed and accuracy
- Accurate and detailed recording of Minutes for the Directors weekly management meetings
- Provided high level professional administrative support including human resource and payroll matters and liaison with PSBA HR and QSS Payroll
- Quality Assurance and extraction of data for the national Homicide Monitoring Program on behalf of the Analytics team
- Classified, registered and recorded information pertaining to Analytics team, Director’s correspondence, Minutes, HR and finance documents into Electronic Document Records Management System (Objective) in line with Queensland Police Service (QPS)-wide policies, procedures and standards
- Account reconciliation using the SAP system and preparation of financial documentation (GPEV’s & Manual Purchase Requisitions)
- Accurately amended Purchase Orders as requested by Managers and Director
- Creation of Annual Research & Analytics ICT Asset Register
- Accurately amended and maintained Research & Analytics ORG CHART using Visio
- Coordination of Building Access Cards for new and current cards, including amending new cards details on behalf of Managers
- Arranging and Coordinating of all social events such as Christmas lunches and dinners, morning teas and staff birthday celebrations.
Personal Assistant
Office of the CEO - Queensland Lutheran Early Childhood Services
Brisbane, Queensland
05.2022 - 10.2022
- Provide administrative support to the CEO as required, including preparation of correspondence, maintaining diary, appointment schedules and calendars, arranging meetings and appointments and responding to correspondence on their behalf when appropriate
- Manage the information flow in a timely and accurate manner by receiving and screening communications to the Executive Office, including telephone calls and e-mail messages if required and providing assistance using independent judgment to determine those requiring priority attention
- Act as the point of contact among executives, employees, clients and other external partners
- Coordinate meetings / conferences attended by / called by the CEO, in relation to preparing agendas, programs, venue, attendance, papers, minutes and follow-up correspondence
- Bring to the CEO’s attention; matters and/or issues that might impact on QLECS, including office performance and customer satisfaction
- Manage the filing, storage, and archiving of documents for the CEO
- Set up systems to ensure efficient information retrieval for the CEO
- Minute secretary for QLECS Council board, QLECS Finance Committee and QLECS Operations Team
- Maintain a database of QLECS Council board and QLECS Finance Sub-Committee membership, submitting appropriate documentation for appointments and re-appointments for those groups to CLEQ
- Maintain appropriate resolution registers from QLECS Council and QLECS Finance Sub-Committee and DCC resolutions affecting QLECS
- Receive and distribute incoming mail
- Prepare newsletters and other publications on a weekly and monthly basis
- Produce electronic communications efficiently and effectively
- Act as the point of contact for QLECS website
- Manage Blue Card requirements across the organisation
- Type, format and rebrand QLECS Policies and assist with the development of QLECS forms as required
- Coordinate the administrative, reception and customer service functions of the office, develop and recommend office procedures and systems to ensure smooth office operations including the development of an office procedures manual to ensure consistent performance of routines
- Order stationery and office supplies as required
- Undertake occasional travel and attendance at meetings and events outside usual hours
- Participate in professional development/training schemes as required
- Adhere to all company policies, procedures and rules including health and safety responsibilities
- Any other duties as reasonably directed.
Administrative Officer
Aus-Meat Limited
Brisbane, Queensland
11.2021 - 04.2022
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Handled incoming calls and directed callers to the appropriate department or employee.
- Assisted with processing Freshcare and HARPS audit reports relating to the Freshcare Audit Program during peak period over summer.
- Processing data from main mail inbox into internal databases.
- Processing audit reports for the Freshcare and HARPS program within the internal database in a timely manner to adhere to KPIs’.
- Updating existing client and audit information in internal database to ensure accuracy
- Provided high quality customer service to farmers and agents on the phone.
- Ensured all reception incoming phone calls were attended to in a prompt and courteous manner.
- Receiving visitors at reception by warmly greeting, welcoming, directing, and announcing them appropriately.
- Maintained a safe and clean reception area by complying with procedures, rules, and regulations.
Executive Assistant
Human Resources - St Vincents Care Services
Brisbane, Queensland
09.2021 - 10.2021
- Managed, coordinated appointments and booked meeting rooms and conference facilities.
- Developed and sustained a level of professionalism among managerial staff.
- Requested and coordinated information for the collation of monthly reports from direct reports for a meeting with the GM, HR.
- Coordinated and managed the workload priorities of the General Manager, HR, through diary and correspondence.
- Arranged for invoice payments.
- Developed and distributed the Board agenda and pre-reading material in a timely manner.
- Requested and coordinated information for the collation of monthly reports from direct reports for various reporting: vaccinations, WH&S, position vacancies, attrition, etc.
- Assisted in general administrative functions for the rostering team.
- Strict adherence to privacy and confidentiality policies and procedures at all times.
Executive Assistant
Research & Analytics, Queensland Police Service
Brisbane, Queensland
07.2019 - 09.2021
- Organised and coordinated travel itineraries, flights and car hire requirements for the Director, managers and senior staff for interstate presentations with the Commissioner
- Facilitated and coordinated the onboarding of contractors and temporary staff members
- Compiled and amend staff rosters ensuring Enterprise Bargaining Agreement equity requirements and rostering guidelines are reflected with 100% accuracy
- Managed corporate card payments and complete monthly reconciliation of finances
- Managing, coordinating appointments and booking meeting rooms and conference facilities
- Create transcriptions from audio files with proficient keyboard skills, comprising of a high standard of speed and accuracy
- Accurate and detailed recording of Minutes for the Directors weekly management meetings
- Provide high level professional administrative support including human resource and payroll matters and liaison with PSBA HR and QSS Payroll
- Quality Assurance and extraction of data for the national Homicide Monitoring Program on behalf of the Analytics team
- Classify and register recorded information pertaining to Analytics team, Director’s correspondence, Minutes, HR and finance documents into Electronic Document Records Management System (Objective) in line with Queensland Police Service (QPS)-wide policies, procedures and standards
- Account reconciliation using the SAP system and preparation of financial documentation (GPEV’s & Manual Purchase Requisitions)
Course Coordinator
Operational Policing and Leadership - Queensland Police Service
Brisbane, Queensland
01.2019 - 06.2019
- Involved at every stage of the operation of a course, from advertising and registration to measuring progress, to awarding qualifications and collating feedback
- Providing administrative support to course facilitators and students associated with regards to the Queensland Police Service’s Intelligence Practices course
- Effectively dealt with email enquiries
- Managed diary, coordinating appointments and booking meeting rooms and conference facilities
- Provided assistance with the designing and creation of Sway Pages and Forms in Office 365
- Processing invoices and purchasing resources as per the requirement
- Arranging, coordinating and booking travel for students
- Ensuring all facilitator expenses are reimbursed through the utilisation of SAP in a timely manner
- Built positive relationships with course facilitators and students
- Collaborated with facilitators to design and produce new online course brochure
- Complete data entry, word processing, account reconciliation, preparation of financial documentation tasks at request of Senior Sergeant.
Executive Assistant
Network Management Centre - Queensland Police Service
Brisbane, Queensland
01.2016 - 01.2019
- Provided confidential administrative and executive support to the Managers and Directors
- Coordinated the provision of administrative and executive support to conferences and meetings, including organising room bookings
- Collaborated with team members to create a user-friendly electronic filing system, creating an easier retrieval process for team members
- Consistently met deadlines for Directors and Managers across Frontline and Digital Services so they could accomplish goals
- Monitored and screened incoming telephone calls and correspondence to the office and where necessary direct these to the appropriate areas
- Composed and edited correspondence in preparation for executive signature
- Prepared and coordinated the submission of financial documentation and Payroll forms
- Created Expression of Interest for advertising on Smart Jobs and the internal portal
- Assisted with onboarding procedures in a timely manner to meet strict time-sensitive deadlines
- Arranged and coordinated travel for senior staff and Directors
- As required using the CTM system.
Education
Novel & Script Writing - Creative Writing
Writers Studio
Sydney, NSW10-2024
QPS Prioritizing Time Using Outlook -
Queensland Police Service
01-2019
Diploma in Photo Imaging - Photography
Photography
Brisbane, QLD01-2013
Skills
- Strong organization
- Meeting facilitation
- Business process support
- Documentation skills
- Travel arrangements
- Scheduling
- Meeting planning
- Travel administration
- Calendar management
- Business correspondence
- Office management
- Administrative support
- Business writing
- Software knowledge
- Invoice processing
- Task delegation
- Phone etiquette
- Business administration
- Executive support
- Strong problem solver
- Schedule & calendar planning
- Email management
- Meticulous attention to detail
- Advanced MS office suite
- Report writing
- Proofreading
- MS word, excel, and outlook (Advanced Word)
- Excellent people skills
- Excellent team building skills
- Strong organizational skills
- Outstanding time management skills
- Strong interpersonal skills
Keyhighlights
- Warm and friendly professional
- Skilled time manager
- Strong understanding of confidentiality and sensitive documentation
- Expert in meeting tight deadlines
- Respected for interpersonal, organisational skills and dedication to work.
- Experienced and skilled Business Administration Specialist and Executive Assistant.
- Solid experience of managing the day to day working lives of C-Suite, Executive and Senior staff at various well-reputed organisations in Australia.
- Excellent understanding of the government administrative processes with strong communication skills.
- Ability to form long-term sustainable relationships with stakeholders.
- Professional traits include proactivity, organisation, task execution, implementation and coordination.
References
Sharon Burton
Director Office of the Commissioner
Office of the Commissioner, Queensland Building and Construction Commission (QBCC)
M 0425 069 089
Yvette Chapman
Principal Executive Officer
Office of the Commissioner, QBCC
M 0437 214 321
Aimee Turner
Senior Data Analyst
Research & Analytics, Queensland Police Service
M 0410 687 654
Certification
- Diploma of Photo Imaging
- Certificate of Massage Therapy
Accomplishments
- Raised over $800 for National Breast Cancer Foundation in the Triathlon Pink mini triathlon in September 2023
- Raised $300 for Mission Australia
- Won two awards in the landscape category for the Australian Institute of Photography national competition in 2015
Timeline
Executive Support Officer
Commissioners Office - Queensland Building and Construction Commission
11.2024 - Current
Administrative Officer
Investment & Partnerships - Department of Families, Seniors, Disability Services and Child Safety
10.2023 - 06.2024
Project Support Officer
Research & Analytics - Queensland Police Service
07.2023 - 10.2023
Executive Assistant
Research & Analytics - Queensland Police Service
10.2022 - 07.2023
Personal Assistant
Office of the CEO - Queensland Lutheran Early Childhood Services
05.2022 - 10.2022
Administrative Officer
Aus-Meat Limited
11.2021 - 04.2022
Executive Assistant
Human Resources - St Vincents Care Services
09.2021 - 10.2021
Executive Assistant
Research & Analytics, Queensland Police Service
07.2019 - 09.2021
Course Coordinator
Operational Policing and Leadership - Queensland Police Service
01.2019 - 06.2019
Executive Assistant
Network Management Centre - Queensland Police Service
01.2016 - 01.2019
Novel & Script Writing - Creative Writing
Writers Studio
QPS Prioritizing Time Using Outlook -
Queensland Police Service
Diploma in Photo Imaging - Photography
Photography
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