Claudia Maria Cirillo

Acting APS 5 September (2023 - current)

• Executive Assistant to Trademarks and Design Group and Finance and People Service Division and Support Assistant to the acting EA for Director General and Deputy Director General
• 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.
• Supported business and hospitality needs of corporate partners and staff during meetings and company events.
• Transcribed meeting minutes to support sales, business development and senior management teams.
• Filed paperwork and organized computer-based information.
• Updated and maintained confidential databases and records.
• Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
• Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
• Created and managed office systems to efficiently deal with documentation.
• Coordinated events and worked on ad hoc projects.
• Took notes and dictation at meetings.

• Executive Assistant to Band 1 for Finance and People Service Division from August 2023
• Executive Assistant to Band 1 for Trademarks and designs group from March 2023
• Diary management
• Inbox management
• Organising all staff message and presentations
• Drafting emails for all staff distribution
• Booking Travel
• Creating travel briefs
• Training up new EAs and assisting Executives until they are full equipped
• Writing up and drafting GM newsletters
• Ordering stationery, Trademarks and Design Group and Finance and People Service Division, to band 1 for Finance and People Service Division from
• Diary management
• Inbox management
• Organising all staff message and presentations
• Drafting emails for all staff distribution
• Booking Travel
• Creating travel briefs
• Training up new EAs and assisting Executives until they are full equipped
• Writing up and drafting GM newsletters
• Ordering stationery

Acting APS 5 (March - June 2023)

• Executive assistant to Band 2 Customer Service Division and Band 1 to Trademark and Design Group as of May 2023
• Diary management
• 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.
• Organized and coordinated conferences and monthly meetings.
• Facilitated training and onboarding for incoming office staff.
• Inbox management
• Organising all staff message and presentations
• Drafting emails for all staff distribution
• Booking Travel
• Creating travel briefs

• Policy and Corporate Division and Customer Service Division, Assisting and supporting many executives from band 1 - 3
• Managing diaries of many executives
• Working closely with Executive assistants
• Booking travel for all teams
• Inbox and diary management
• EA task coordination
• Supporting supervisor with managing executives
• Ordering stationery

• Executive’s Staff (SES) diary’s
• Arranging meetings/workshops
• Prioritising work and tasking
• Worked closely with management to provide effective assistance for specific aspects of business operations.
• Assisted manager in all aspects of business operations.
• Answered incoming phone calls to process requests, transfer calls, or relay messages to appropriate personnel.
• Monitored and ordered supplies and materials to keep office well stocked.
• Offered technical support and troubleshot issues to enhance office productivity.
• Ordering stationery
• Managing numerous inboxes, including SES
• Manage phone list and organizational charts
• In charge of onboarding and recruitment process
• Managed HR and staff reporting lines using SAP
• Supporting and helping all staff members
• Answering phone calls and redirecting them
• Booking meetings for staff members
• Training new Executive Assistant’s
• Working with stakeholders to work out seating arrangements
• Assisting other Executive Assistant’s with credit card payments/ reconciliations
• Developing internal and external stakeholder relationships
• Assisting with surge work COVID - 19 payments and flood Disaster payments
• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
• Handled confidential and sensitive information with discretion and tact.
• Organized and coordinated conferences and monthly meetings.

• Answering and re-directing phone calls
• Arranging Travel
• Arranging meetings/functions, including meeting rooms/car parks
• Managing Senior Executive diaries
• Prioritising work when required
• Ensuring my Senior Executive are equipped for each meeting
• Ordering stationary for the branch
• Attending internal and external Executive Assistant conferences
• Records Management
• Manage Internal and External Stakeholder relationships
• Experience in using Tower Records Information Management (TRIM)

• Records Management
• Answering and re-directing phone calls
• Managing Office Cheques
• Manage Internal and External Stakeholder relationships
• Booking meetings/meeting rooms
• Creating new files for new clients
• Assisting Lawyers and other staff with daily tasks
• Sorting mail/Franking
• Arranging Tea/Coffee supplies for office staff
• Faxing
• Arranging first and full files for new clients in the Legal Practice Management Software (LEAP) system
• Ordering stationery for the teams

• Records Management/Filing
• Entering invoices into the system
• Totally up invoices for client
• Processing orders via phone and email
• Answering and re-directing phone calls
• Faxing
• Managing various Hazard Analysis and Critical Control Points (HACCP) certifications
• Following up account payments with clients
• Action credit request from suppliers via phone, email and fax
• Reporting to senior management
• Manage Internal and External Stakeholder relationships