Kaitlyn Klaaysen

The key responsibilities of this position include:

• Supporting the Submission Manager with coordination of the end-to-end submission process.
• Collating and editing submission content.
• Assist with the format and delivery of final documentation to deadline.
• Assist with the preparation of internal and external bid workshops.
• Coordinate marketing materials for internal and external purposes.
• Maintain document and image libraries.
• Assist with the procurement of materials required for submissions.
• Assist with presentations for client interactive workshops and post-tender interviews.
• Prepare and distribute project status reports to clients and stakeholders.
• Manage communication channels between project team members, subcontractors, and clients.
• Address and resolve administrative issues that arise during the projec

• Company Overview: A global leader in renewable energy and infrastructure solutions
• Website: https://www.acciona.com.au/
• As the Executive Assistant for Acciona, I provide confidential and comprehensive administrative and Executive Assistant support to the Executive General Manager (EGM)
• This support also extends to the senior management team
• I am responsible for managing all administrative activities and functions of the office alongside the Executive General Manager
• Support the Executive General Manager and senior management team on a daily basis, undertaking the required tasks, while identifying priorities and the level of urgency
• Use discretion in the EGM’s absence to refer urgent matters to the appropriate member/s of the senior management team
• Manage international and local travel and accommodation for the EGM, senior management and other staff as required
• Provide general administrative support to the EGM and senior management team
• Prepare meeting agendas
• Book and attend meetings, and take and distribute accurate minutes
• Produce, compile and/or coordinate general correspondence through to confidential reports
• Send emails on behalf of the Executive General Manager and senior management team
• Organise and manage corporate events including quarterly company events (300+ people)
• Prepare confidential documents on behalf of the Executive General Manager and senior management
• Prepare, coordinate and modify documents including general correspondence, reports, drafts, memos, submissions and emails
• Provide ad hoc assistance to our submissions team with various proposals and tenders
• Coordinate the Executive General Manager’s annual performance reviews
• Maintain Company IMS specific filing systems and disciplines
• A global leader in renewable energy and infrastructure solutions
• Website: https://www.acciona.com.au/

• Company Overview: Oral and Maxillofacial Surgeons
• Website: https://omfs.com.au/
• At OMFS, the primary function of my role of Personal Assistant was to provide administrative support to an oral & maxillofacial surgeon
• OMFS is a large, fast paced practice, so my ability and desire to work within a team environment is also tantamount to the team’s success
• Being part of a team means I supported the other surgeons when required
• Manage patient calls, enquiries and bookings including Zoom consultations
• Manage patient records
• Personal Assistant duties to a surgical professor
• General administration (scanning, filing)
• Provide administrative and secretarial support to the surgeons and management staff
• Schedule appointments, surgeries and theatre hospital bookings
• Maintain surgeon appointment books
• Prepare medical reports, letters, and general correspondence on behalf of my surgeon
• Oral and Maxillofacial Surgeons
• Website: https://omfs.com.au/

• Company Overview: Website: https://vofs.com.au/about-us/our-oral-maxillofacial-team-melbourne/
• At VOFS, my primary focus was to ensure an optimal customer experience – essentially, making sure that we always treated clients/patients with care and consideration
• My role as Receptionist/Secretary involved creating a working environment that inspires positive action and by ensuring a seamless end-to-end patient service journey from their first contact as well as supporting the surgeons and management with general secretarial work
• Personal Assistant duties to surgeons
• Organising surgeries and managing hospital bookings
• Watching surgery’s and assisting when required during procedures
• Provide administrative and secretarial support to the surgeons and management staff
• Schedule appointments and theatre bookings
• Liaise with new, existing and potential patients/referrers
• Maintain surgeon appointment books
• Work with Medicare and various health funds
• Processing payments via EFTPOST and cash
• Patient Record filing
• Website: https://vofs.com.au/about-us/our-oral-maxillofacial-team-melbourne/

• Customer service- first point of contact on the phone
• Complaint handling- Difficult enquiries
• Phone calls
• Meeting KPI’s MTD/WTD