Anita Vella
Hunter Valley
Overview
26
26
years of professional experience
Work History
Executive Assistant: Equity Capital Markets (ECM)
J.P. Morgan Australia
06.2014 - Current
- Full executive support to the Co-Heads of Equity Capital Markets and ECM team consisting of 8 bankers
- Extensive complex diary management across different time zones
- Screen incoming calls and determine the level of priority, while using caution in dispensing information
- Manage the coordination and logistics for both internal and external meetings, including booking meeting rooms
- Arranging and coordinating complicated domestic and international travel as well as relevant visa's
- Arranging team-building events and off-site events
- Process invoices and T&E expense claims for all team members
- Ensure all policies are followed and items are processed within provided guidelines
- Acted as a subject matter expert for polices and procedures
- Production of high quality emails and messages to individuals at all levels of the organisation
- Maintaining of current organisational charts and Executive Bio's
- Handling of regular activities without being prompted, and able to work with minimal supervision
- Assisted in printing and binding of materials for client meetings
- Lead and coordinator on many ad-hoc projects and department-wide events
Executive Assistant to Managing Director and Finance Director
Wesfarmers Insurance
12.2012 - 05.2014
- Full executive support to both the Managing Director and Finance Director
- Extensive diary management
- Email inbox management and actioning / replying to all emails
- Meeting and appointment coordination, including meeting room bookings
- Complex international travel arrangements and meeting schedules
- Arranging events such as Board dinners, client events and team building activities
- Responsible for all expense claims for the MD & FD as well as approvals for their direct reports
- Assisting with company-wide announcements from the Managing Director and ensuring that these are issued within a strict deadline
- Management and oversight of Board and Management meetings as well as assisting with preparing the papers for these
- Working with confidential and sensitive information and maintaining the highest level of confidentiality and discretion
- Provide excellent customer service to internal and external customers of the company
Executive Assistant / Business Manager - Global Markets and Research Technology
Bank of America Merrill Lynch - Australia
04.2010 - 12.2012
- Supporting the Chief Technology Officer (CTO) with complete administration support
- Meeting and appointment coordination, including meeting room bookings
- Complex international travel arrangements/bookings for CTO and entire technology department (team of 45)
- Responsible for all expense claims for the CTO and technology department
- Responsible for ordering all hardware & software requirements for the department
- Responsible for hosting all international staff visiting the Sydney & Melbourne offices - visitor security passes, desk arrangements, meeting room bookings, diary management
- Manage new starter process - account setup, security passes and point of contact for new hire
- Point of contact for requests from the technology department in the Asia Pac region, including ad-hoc project work coming from the technology departments in the region as well as adhering to the global & regional practises
- Associate engagement - organising team events for both Sydney & Melbourne teams
- Processing of all invoices for the department
- Financial Management - forecasting/budgeting, cost control
- Resource Management - assist with hiring requirements, maintaining cost centre records
- Communications - responsible for compiling of monthly newsletter
- Training - maintaining a staff training log for Compliance purposes
Executive Assistant - NSW National & Strategic Accounts
Telstra Corporation Ltd - Australia
11.2008 - 04.2010
- Supporting 3 Group Managers within the NSW Sales Team with complete administration support
- Diary Management including meeting and appointment coordination
- Monitoring of emails and delegating incoming requests to ensure completion
- Preparing customer correspondence such as letters and newsletters
- Responsible for all expense claims, travel and accommodation bookings
- Manage new starter process - Account setup, security passes and point of contact for new hire
- Maintaining asset registers and leave charts across the 3 teams
- Responsible for all document management for staff and customer records
- Organising team offsite events
- Processing of invoices in a timely manner
- Ordering of all PC hardware, software and general stationary items for the department
- Ad-hoc project work & general administration duties
Senior Administrator/Assistant - Technology Division
Lloyd's Register - London, England
04.2008 - 10.2008
- Assistant to two Senior Engineers - ensuring accurate Microsoft Outlook and Calendar management including meeting/appointment co-ordination
- Responsible for all expense claims, travel and accommodation bookings
- Complete Administration support to two teams of Engineers - total of approximately 30 staff
- Responsible for all document management and allocation of requests from clients to the engineers via the Siebel system and ensuring these were completed in a timely manner
- Administration support to the Department Management - compiling reports, retrieving client data, analysing and reporting on team performance
- Composing all client correspondence on behalf of the engineers - letters, faxes and emails to clients
- Mentoring and coaching new administration staff that were employed in the role
- General Admin duties - faxing, scanning, photocopying, answering client phone calls, organising meetings and team offsite events
Senior Administrator - Technology Division
Goldman Sachs - London, England
09.2007 - 03.2008
- Manage the employee administration of all new hires, transfers, terminations using internal systems and procedures
- Manage new starter process - Account setup, security passes and point of contact for new hire
- Maintain department headcount and liaise with New York to ensure this is accurate
- Main point of contact for time tracking system - staff holidays, sick leave, other leave
- Administration of security requests - pass/access requests, quarterly report updates and tracking of access
- Ensure organisational charts are kept up to date and posted to web on regular basis
- Managing the Moves and Changes process for the department to include reporting on Occupancy and Space costs
- Responsible for booking travel for Senior Managers and/or department
- Process invoices in a timely manner
- Processing Travel and Expense claims for Managers
- Ordering of all PC hardware, software and general stationary items for the department
- Ad-hoc project work
- General administration duties - queries, first point of contact for visitors, room and taxi bookings, photocopying, filing and faxing
Administrator - Structured Products Middle Office
Goldman Sachs - London, England
05.2007 - 08.2007
- Logging all incoming invoices into control systems and validating
- Reconciling billed amounts to original provision taken for a trade
- Liaising with internal Middle Office's structuring teams to agree additional provisions where required
- Investigating invoice discrepancies
- Liaising with senior Middle Office and Business Managers to complete the approval process
- Liaising with Service Providers to agree outstanding populations and invoice details
- Dealing with Service Provider requests
- Reconciling custody records, administrator records, and the internal General Ledger
Sales Associate / Team Assistant
Telstra Business - Sydney, Australia
11.2005 - 02.2007
- Associate to the Sales Manager and supporting a team of 10 Account Executives with pre and post sales activity within business customer portfolios
- Resolution of issues and management of escalation for customers within my account team to achieve a high level of customer satisfaction
- Drafting and preparing correspondence
- Organising team meetings including booking rooms and catering using Microsoft Outlook
- Organise team lunches and events for the Account Executives
- Liaising with clients when required
- Updating and maintaining spreadsheets
- Attending meetings and preparing minutes
- Inputting Account Executive's KPI details into spreadsheets for Management to review
- Data entry and tracking information for the Sales Manager
- Co-ordinating resources for sales opportunities (information, materials and equipment)
- General administration duties including photocopying, faxing and filing
- Integral part in retaining and winning back business in each sales opportunity
- Achieving and exceeding set KPI's and finding additional revenue within the customer portfolios via thorough account audits
Consultant - Corporate Mobiles Specialist
Telstra Corporation Ltd
06.2000 - 11.2005
- Attending customer meetings, both internal and external to maintain the business relationship and ensure customer satisfaction
- Inbound sales and service enquiries relating specifically to mobiles - via phone, email and fax
- Compiling written correspondence to clients
- Resolved issues and managed escalations with customers mobiles billing issues and disputes
- Completing in-depth analysis for mobile offerings and contracts and options available
- Achieved 1st place position for three successive years in the Telstra National League Ladder for mobiles with the highest level of customer satisfaction within my portfolio
Team Leader - Telstra Mobile Net
Telstra Corporation Ltd
02.2000 - 06.2000
- Management of a team of 10 staff members in the call centre for Telstra Mobile Net
- Providing on-going coaching, guidance and motivation to the team
- Organising team briefs, meetings and monthly reviews
- Manage the resources of a team including staff rosters
- Report to Management on a daily basis regarding team performance and workload
Customer Service Consultant
Telstra Corporation Ltd
02.1999 - 02.2000
- Providing premium customer service via an inbound call centre to Telstra MobileNet customers
- Providing customers with information, advice and assistance on mobile networks and products
- Resolving customer complaints by investigating and resolving issues
Skills
- Windows
- Internet Explorer
- Chrome
- Microsoft Office
- Outlook
- Excel
- Word
- Powerpoint
- Concur expense and travel
- Professional appearance
- Phone manner
- Self motivated
- Team player
- Interpersonal skills
- Human relation skills
- Time management
- Organisation skills
- Ability to work to a deadline
- Ability to work under pressure
- Listening skills
- Problem-solving skills
- Commitment to improvement
- Self development
- Ability to learn new procedures
- Ability to learn new concepts
- Ownership
- Responsibility
References
Available upon request
Timeline
Executive Assistant: Equity Capital Markets (ECM)
J.P. Morgan Australia
06.2014 - Current
Executive Assistant to Managing Director and Finance Director
Wesfarmers Insurance
12.2012 - 05.2014
Executive Assistant / Business Manager - Global Markets and Research Technology
Bank of America Merrill Lynch - Australia
04.2010 - 12.2012
Executive Assistant - NSW National & Strategic Accounts
Telstra Corporation Ltd - Australia
11.2008 - 04.2010
Senior Administrator/Assistant - Technology Division
Lloyd's Register - London, England
04.2008 - 10.2008
Senior Administrator - Technology Division
Goldman Sachs - London, England
09.2007 - 03.2008
Administrator - Structured Products Middle Office
Goldman Sachs - London, England
05.2007 - 08.2007
Sales Associate / Team Assistant
Telstra Business - Sydney, Australia
11.2005 - 02.2007
Consultant - Corporate Mobiles Specialist
Telstra Corporation Ltd
06.2000 - 11.2005
Team Leader - Telstra Mobile Net
Telstra Corporation Ltd
02.2000 - 06.2000
Customer Service Consultant
Telstra Corporation Ltd
02.1999 - 02.2000
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