Grace Rackley
Southbank,VIC
Summary
Skilled, driven and resourceful administrative professional with 5+ years of experience assisting with work of high-achieving executives.
Expert in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments using exceptional communication and organizational skills.
Detail-oriented team player that handles multiple projects simultaneously with a high degree of accuracy.
Overview
3
3
years of professional experience
Work History
Executive Assistant
Electoral Commission
06.2023 - 03.2024
- In this role I supported two Directors full time, the Director of Enrolment and the Director of Strategic Engagement & Partnerships by:
- Managing their executive calendars, scheduling meetings and appointments and coordinating travel arrangements for optimal convenience.
- Handled confidential and sensitive information with discretion and professionalism
- Processed travel expenses and reimbursements for executive operations team.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Streamlined executive communication by managing emails, diary's, and scheduling appointments and meetings.
- Served as liaison between stakeholders to facilitate effective communication throughout organisation.
- Organized and coordinated conferences and daily/weekly/monthly meetings.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives.
Executive Assistant
Electoral Commission
08.2022 - 05.2023
- In this role I supported the Operations Manager (tier 3) directly, and later when the internal structure changed, I directly supported both the Director of Enrolment and Director of Strategic Engagement & Partnerships
- Managing their executive calendars, scheduling meetings and appointments and coordinating travel arrangements for optimal convenience.
- Handled confidential and sensitive information with discretion and professionalism
- Processed travel expenses and reimbursements for executive operations team.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Streamlined executive communication by managing emails, diary's, and scheduling appointments and meetings.
Democratic Services Administrator
Lower Hutt City Council
04.2022 - 06.2022
- In this role I managed the Elected Members Requests
- The Elected Members included the Mayor of Lower Hutt, Councillor's and Chairpersons
- I managed these requests by sending them to appropriate Officer(s) and following up for their answer
- Once I have the answer it is formatted and sent out to various Elected Members
- Other duties included tracking and filing of emails + documentation in Excel, Word, Infocouncil and Diligent
- Entered and maintained departmental records in company database.
- Served as a liaison between departments, fostering open communication channels that improved overall organizational function.
- Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
- Maintained personnel records and updated internal databases to support document management
- Organising and setting up catering and other facilities as well as prepping council Chambers for meetings.
- Preparing District Licensing applications in Adobe and ensuring documents are signed by appropriate persons and meeting deadlines each week, then filing information to correct platform.
RBP Helpdesk Support
Ministry of Business, Innovation and Employment
07.2021 - 03.2022
- Same role as below, the RBP program moved to the Ministry of Business Innovation & Employment from New Zealand Trade and Enterprise. The job title changed when the move happened.
RBP Programme Coordinator
New Zealand Trade & Enterprise
09.2020 - 06.2021
- Coordinated, liaised and facilitated the Regional Business Partner Network by providing excellent communication, teamwork, fast problem solving, customer service and administrative duties
- Starting as a 3-month contract to help with volume due to Covid-19, was extended to 1.5 years
- My role was to help facilitate the network where SME owners access Government support to help grow their business
- This dynamic role supported business owners, service providers and growth advisors with their range of queries and requests.
- Set priorities and problem-solved workflow issues to maintain rapport with customers and managers, enabling me to perform well under pressure during challenging times.
- Enhanced customer satisfaction by responding promptly to inquiries and addressing concerns professionally.
- Being friendly, personable, empathetic and knowledgeable has aided in my success with building customer relationships and providing reassuring and excellent support.
- Improved team productivity with regular communication and progress updates, fostering a collaborative work environment.
- Enhanced operational workflows by maintaining well-organized documentation systems and updating records accurately as needed.
- Gathered and organized materials to support operations.
- Managed project timelines for successful completion, ensuring milestones were met and deadlines were adhered to.
- Tracked records, filed documents and maintained communication between clients to manage office activities.
- Increased efficiency by streamlining coordination processes and implementing new organizational systems.
- Streamlined vendor management processes, facilitating improved relationships and timely service deliveries.
- Managed high-stress situations effectively, maintaining professionalism under pressure while resolving disputes or conflicts.
- Actively listened to customers, handled concerns quickly and escalated major issues to supervisor.
- Resolved customer complaints with empathy, resulting in increased loyalty and repeat business.
- Updated account information to maintain customer records.
- Handled escalated calls efficiently, finding satisfactory resolutions for both customers and companies alike.
Education
Bachelor of Arts - Media Communications & Sociology
University of Canterbury
Christchurch, New Zealand04.2019
Skills
- Excellent written and oral communication
- Fast, keen learner with the ability to think on my feet
- Very adaptable
- High level planning and organisation
- Excellent relationship management and people skills
- Efficient
- Attention to detail
- Analytical thinker
- Excellent time management and ability to prioritise
- Problem solver
- Computer & typing skills
- Multitasker
- Team player and ability to work independently
- Customer service
- AdobePro, MiEmail, Phancybox, Infocouncil, Diligent, Tandem, Tableau, Survey Monkey
- Executive Support
- Administrative Support
- Strong Problem Solver
- Calendar Management
- Interpersonal Communication
- Travel Coordination
- Proofreading
- Advanced MS Office Suite
- Document Preparation
- Excel spreadsheets
References
- Ross McPherson – Director of Enrolment (Electoral Commission)
- Shane Whitfield – Director of Strategic Engagement & Partnerships (Electoral Commission)
Timeline
Executive Assistant
Electoral Commission
06.2023 - 03.2024
Executive Assistant
Electoral Commission
08.2022 - 05.2023
Democratic Services Administrator
Lower Hutt City Council
04.2022 - 06.2022
RBP Helpdesk Support
Ministry of Business, Innovation and Employment
07.2021 - 03.2022
RBP Programme Coordinator
New Zealand Trade & Enterprise
09.2020 - 06.2021
Bachelor of Arts - Media Communications & Sociology
University of Canterbury
Similar Profiles
Debbie PetrieDebbie Petrie
Senior Business Analyst at Electoral CommissionSenior Business Analyst at Electoral Commission
Bhuvaneshwari MoorthyBhuvaneshwari Moorthy
Ordinary Vote Issuing Officer at Electoral CommissionOrdinary Vote Issuing Officer at Electoral Commission
Melania KotoMelania Koto
Batching Officer at Electoral CommissionBatching Officer at Electoral Commission