Summary
Overview
Work History
Education
Skills
Accomplishments
Timeline
Generic

Caitlin Aubrey-Reilly

Melbourne,Victoria

Summary

Meticulous, task-driven administrative professional with 15+ years’ experience in financial and government sectors. Equipped with exceptional ability to facilitate all aspects of internal and external communications, and support day-to-day administrative, financial, and operational functions by working collaboratively with C-suite executives. Proven talent for aligning business objectives with comprehensive administrative knowledge to achieve maximum operational impacts’, conserve time, and boost efficiency. Providing a variety of Board Secretariat and Executive Administrative support aligned with organisational objectives. Possess a genuine passion for delivering, is exceptionally organised and focused, and adept at managing multiple responsibilities in a fast-paced and high-stressing environment.

Overview

15
15
years of professional experience

Work History

Executive Assistant

Future Fund
05.2015 - Current
  • Developed knowledge and appreciation of critical relationships and stakeholders in the business whilst maintaining effective relationships by ensuring proactive communication is precise and comprehensive details are taken and delivered
  • Handled confidential and sensitive information with discretion and tact
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimise time
  • Streamlined operations and prioritised tasks, allowing senior staff to increase productivity
  • Prepared and concisely edited correspondence, presentations, reports, and documents, ensuring consistency with the organisational branding framework
  • Support the FOI Coordinator with all Freedom of Information requests; including processes and compliance reports, retention and filing of electronic records, arranging meetings, and letters, managing calendar deadlines, maintaining registers, and reviewing and processing annual and quarterly statistical reporting.
  • Support the broader Risk & Compliance, Legal and Board Secretariat teams to ensure the ongoing efficient operation of the units.

Board Secretariat Assistant

Future Fund
05.2015 - 10.2022
  • High-level executive support to the Board of Guardians ( equivalent of a Board of Directors) and contact point for Executive support within the Agency
  • Updated relevant Board and Committee charters, Board Governance policies, uploading to relevant portals, Board member appointments, and scheduling of induction processes
  • Prepared corporate governance documentation, including agendas, meeting running sheets, draft minutes, and board resolutions and delegations
  • Prepared draft deeds of indemnity and access, and D&O Cover for Board members (reviewed by Board Secretary and Legal)
  • Coordinated the review, updates, and distribution of Board, Board Sub-Committees (x4 Committees), and wholly-owned Subsidiaries (x7 Companies) meeting papers within deadlines set
  • Proactively planned, coordinated, and managed logistics for running all Board, Board Sub-Committees, and Subsidiary meetings held in-person, hybrid, or via MS Teams/Zoom
  • Collaborated with internal stakeholders in the coordination of Board events and functions
  • Organised internal training on Board processes with the Executive Support team and other staff
  • Developed and maintained monitoring of the annual compliance calendar, manuals, procedures, processes, and templates
  • Assisted in the implementation (2016) of the Board's digital platform (Diligent Boards) for meeting papers and resources and continued the maintenance and training on this platform
  • Compliance with all Corporations Act and ASIC regulatory obligations in respect of the wholly-owned subsidiaries, and ongoing maintenance of registers and records management.

Area Manager

WFI Insurance Ltd, IAG
04.2014 - 04.2015
  • Developed and maintained relationships with clients and external stakeholders by applying sales methodologies in facilitating customised insurance solutions, optimised to the client's requirements, in strict accordance with the Underwriting Guidelines and rating principles.
  • Identified opportunities to grow the portfolio profitably and improve sales performance by developing and implementing an annual Sales Plan.
  • Tracking and monitoring performance KPIs via weekly/monthly reporting.
  • Represented WFI at Field days and Trade show activations and liaised between Sales Associates and Agents for all sponsorships, commission, and marketing initiatives.

Regional Assistant

WFI Insurance, Wesfarmers General Insurance Limited
03.2012 - 04.2014
  • Eastern Victoria And Tasmania
  • Provided support to the Regional Manager, 13 Area Managers and the Client Service Team for Eastern Victoria & Tasmania, including travel logistics, expense claims and reconciliation of credit cards
  • Coordinated regional events, conferences, team meetings, retirement/milestone functions, End of Year events and Field days, including Gippsland, Launceston, and Hobart Agricultural Shows
  • Liaising with the company's marketing team, assisting with marketing campaigns
  • Documented meeting agendas/minutes, the collation, creation and prompt distribution of reports, management, and maintenance of the internal database.
  • Evaluated customer needs and feedback to drive product and service improvements.
  • Devised and implemented processes and procedures to streamline operations.
  • Collected, arranged, and input information into database system.
  • Conducted regular reviews of operations and identified areas for improvement.

Education

ASIC RG146 Tier 2, General Insurance Compliance/General & Personal Advice -

The Institute

Certificate II Hospitality (Operations) -

Holmesglen Institute of TAFE

Skills

  • Advanced MS Office Suite
  • Adobe Acrobat Pro
  • Objective / Objective Connect
  • Diligent Board Books
  • Business Administration
  • Travel Planning
  • Information Protection
  • Records management
  • Organisation Skills
  • Correspondence Distribution
  • Verbal and Written Communication
  • Strategic Planning

Accomplishments

  • Assisted the in-house lawyers and Board Secretary to implement two new wholly-owned subsidiaries, including the maintenance, internal record management and obligations with ASIC and the Corporations Act.
  • Prepared and implemented ‘Diligent Boards’ for all Board, Board Sub‑Committee and Subsidiary meeting papers and resources to replace a paper-based system, resulting in a savings cost and improved information security, becoming the SME for Diligent Boards portal.
  • Successfully audited, in line with the Corporations Act all Board, Sub-Committees and Subsidiary records in hardcopy and digital forms, including minute books, resolutions, and other resources.
  • Created Board Secretariat manual and corresponding procedures relevant to the Board Secretariat providing an accurate and relevant source of information.
  • Collaborated with the Executive Support team to create a new simplified manual and guide.
  • Creation of compliance calendar for the Board Secretary and Agency Legal Counsel to ensure the efficient and accurate timely manner of regulatory obligations.
  • Completed an accurate and reliable filing system within the Agency’s EDRMs (Objective) for Board Secretariat, Legal and Risk structures.
  • Created a comprehensive tracking spreadsheet for Legal contracts and Freedom of Information using Smartsheets.
  • Collaborated and contributed to the coordination and support for the organisation's Risk Governance Review project.

Timeline

Executive Assistant

Future Fund
05.2015 - Current

Board Secretariat Assistant

Future Fund
05.2015 - 10.2022

Area Manager

WFI Insurance Ltd, IAG
04.2014 - 04.2015

Regional Assistant

WFI Insurance, Wesfarmers General Insurance Limited
03.2012 - 04.2014

ASIC RG146 Tier 2, General Insurance Compliance/General & Personal Advice -

The Institute

Certificate II Hospitality (Operations) -

Holmesglen Institute of TAFE

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Caitlin Aubrey-Reilly