Summary
Overview
Work History
Skills
References
KEY STRENGTHS
Timeline
Generic

Julie Lewis

Melbourne,VIC

Summary

Professional Administration Assistant with over 20 years of experience supporting high-level executives and teams. I excel in managing complex calendars, coordinating meetings, and managing multiple priorities with efficiency and discretion. I communicate effectively with stakeholders at all levels and am proactive in anticipating needs and resolving issues. Known for my adaptability, I thrive in fast-paced environments and excel at managing changing priorities. My attention to detail ensures accuracy in scheduling, travel, expense reporting, and documentation, while my tech-savvy approach with Microsoft Office Suite helps streamline processes and improve productivity.

Overview

24
24
years of professional experience

Work History

EXECUTIVE ASSISTANT TO OPERATIONS LEADERS

Reece Group
09.2024 - Current
  • Supported Operations Leaders and their Global leadership teams.
  • Collaborated with a team of three assistants within the Operations department, providing comprehensive support and ensuring seamless coverage as operational demands necessitated.
  • Extensive Diary management and enhanced scheduling for meetings and commitments in various time zones.
  • Prepared and organised briefing materials, agendas, minute taking, logistics and catering. Also managed monthly Steering Committee meetings, ensuring effective coordination and communication among stakeholders.
  • Supported with onboarding new staff members and IT requests.
  • Managed Microsoft teams and SharePoint files including confidentiality of documents and highly sensitive information.
  • Coordinated travel bookings, logistics & itineraries.
  • Processing of Purchase orders and monthly credit card expenses within timeframe.
  • Managed the Corporate AFL Membership with distributing weekly tickets to AFL games to enhance customer relationships.
  • Worked together with the Reece EA network within A&NZ to improve team effectiveness and collaboration between business units.
  • Presentation preparation with a strong PowerPoint focus.
  • Worked closely with the communications team to develop and support business communications.
  • Organised large events with customers and suppliers including Christmas celebrations and Road shows for various teams.

SALES TEAM COORDINATOR

Asahi Beverages / Carlton & United Breweries
11.2021 - 08.2024
  • Supported VIC/TAS Sales Managers and National & Field Sales teams by providing administrative assistance, coordinating sales activities, and ensuring seamless communication and collaboration across all levels.
  • Diary management and meetings for the sales managers along with preparing pre-read documents, distributing agenda and minutes.
  • Travel coordination & logistics for the Team.
  • Coordinated monthly Business review meetings, blitz days, and sales events to increase sales.
  • Managed campaign materials, SharePoint updates, and sales portal uploads.
  • Handled vendor account setup, contract loading, and onboarding of customers.
  • Processed purchase orders, invoices, and monthly expense reconciliations.
  • Provided Tool of Trade support -fleet and IT support, including phones, laptops, vehicles, and telematics.
  • Ensured Tool of Trade Support and health and safety compliance for the field team.
  • Organised logistics for client and team events including annual Roadshow.

RECEPTION & OFFICE FACILITIES COORDINATOR

Asahi Beverages / Carlton & United Breweries
02.2017 - 11.2021
  • Provided administrative support to the Facilities Leaders and various Executive teams.
  • Handled correspondence across multiple communication channels along with managing confidential and sensitive information always using discretion and sound judgement.
  • Reception duties including answering phones, mail, couriers, building access support.
  • Supported EA and broader team with event coordination and office functions.
  • Managed monthly purchase card reconciliation via Flexi Purchase.
  • Prepared and edited presentations, reports and letters.
  • Arranged flights, accommodation and travel logistics.
  • Meeting room support and ordering of catering.

EXECUTIVE ASSISTANT TO GM OF RETAIL & SALES

Vodafone / Crazy Johns
01.2009 - 11.2014
  • Provided executive support to the General Manager and Senior Leadership team.
  • Managed a complex and dynamic calendar, coordinating appointments, travel arrangements and key meetings.
  • Maintained email inbox, drafting correspondence and ensured timely follow-ups on outstanding matters.
  • Prepared high-quality reports, presentations and business documentation.
  • Coordinated an overseas Sales Incentive conference for up to 100 retail attendees. Provided complete event management and coordination for this, along with managing the budget, airfares, accommodation, visas, meals, team building activities and planning & identifying marketing, themes & any other special requirements & awards.
  • Organised Leadership team domestic and international travel, overseeing all online and manual bookings to ensure all within policy along with maintaining the relationship with travel vendors.
  • Reconciled monthly expenses, reimbursements and raised Purchase orders for the retail team.
  • Provided administrative support to senior management during closure of Crazy John's brand and retail locations following company acquisition by Vodafone.
  • Coordinated cross-functional teams to manage logistics, inventory and customer communications during the rebranding process.
  • Scheduled and organised meetings with stakeholders to discuss closure strategies and progress updates.
  • Managed correspondence and documentation related to the acquisition, ensuring timely and accurate communication.
  • Maintained confidentiality and handled sensitive information with discretion throughout the process, ensuring compliance with corporate policies and enhancing trust among stakeholders.

EXECUTIVE ASSISTANT

Servcorp Serviced Offices
01.2002 - 01.2009
  • Provided diary management and scheduling to various businesses.
  • Event management and coordination of office functions.
  • Coordination of travel, accommodation and logistics.
  • Provided general administrative support including data entry, filing, document preparation and formatting.
  • Answered incoming calls and redirected inquiries as appropriate.
  • Printing and preparing documents.
  • Supported the team with any ad hoc administrative tasks and projects.

Skills

  • SharePoint (Expert)
  • Microsoft Suite (Expert)
  • Outlook (Expert)
  • SAP (Skilful)
  • Salesforce (Skilful)
  • CRM (Skilful)
  • FOLIO Contract Management (Skilful)

References

Available upon request

KEY STRENGTHS

  • Calendar, travel, and meeting coordination
  • Strong written and verbal communication
  • High diligence and accuracy
  • Excellent time management and prioritisation
  • Discreet and professional with confidential matters
  • Initiative-taking and solutions-focused
  • Adaptable in demanding environments
  • Advanced Microsoft Office skills
  • Positive, collaborative, and energetic attitude
  • Strong analytical and problem-solving and decision-making skills
  • Continuous Improvement mindset

Timeline

EXECUTIVE ASSISTANT TO OPERATIONS LEADERS

Reece Group
09.2024 - Current

SALES TEAM COORDINATOR

Asahi Beverages / Carlton & United Breweries
11.2021 - 08.2024

RECEPTION & OFFICE FACILITIES COORDINATOR

Asahi Beverages / Carlton & United Breweries
02.2017 - 11.2021

EXECUTIVE ASSISTANT TO GM OF RETAIL & SALES

Vodafone / Crazy Johns
01.2009 - 11.2014

EXECUTIVE ASSISTANT

Servcorp Serviced Offices
01.2002 - 01.2009

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Julie Lewis