Karen Cassar

• Provided high quality executive and administration support with accurate advice and necessary information to Directors, Management and team that are in line with expectations, and consistency.
• Provided advice and updates to the team with DPC practices, procedures, policies and protocols.
• Prioritise and address incoming issues for actioning, including following up on progress and outcome.
• Tackled and addressed high-priority issues with professional administrative discretion.
• Maintained department confidence by keeping sensitive information confidential.
• Provided high level administrative and executive support to Directors including email and calendar management, arranging and scheduling appointments, meetings and other administrative support.
• Provided effective, executive support functions, including accurately managing the office 's events, providing quality support to committees, working groups and meetings. This includes preparing necessary papers, documents, preparing reports and correspondence.
• Organise event logistics for Directors, Managers and staff and Stakeholders.
• Scheduled and arranged travel and hotel reservations for meetings, conferences and working groups across the State.
• Coordinated meeting and work schedules.
• Opened, read, co-drafted and replied to certain emails, letters and correspondence on behalf of executives.
• Coordinated and managed timelines for incoming briefs and correspondence.
• Managed team record keeping in accordance to DPC document control guidelines, using systems such as CabNet, ABC, CBM, Content Manager.
• Provided daily ABC reports to branch to ensure all Ministerial briefs and correspondence was responded to by due dates as well as flagging with staff items that were close to due date and asking if they required extensions.
• Processed all branch invoices for payment as well as raised purchase orders through FinCloud system.
• Managed and tracked expenses to meet budget requirements
• Performed business administration tasks including budget management, purchasing, processing invoices for payment and HR
• Followed finance procedures to support department requirements.
• Set up Grant payments in Salesforce system, this included quality assurance checking on all signed contracts and ensuring information was correct and accurate.
• Processed grant payments in Salesforce system as well as ensuring all milestone payments where meet for payment to proceed.
• Facilitated board meeting agendas, papers and distributed support materials in advance for successful sessions.
• Made travel arrangements to provide executives seamless and travel policy-approved trips.
• Implemented branch leave process, where I maintained and managed the branch leave calendar to coordinate staff leave which allowed for sufficient coverage within the branch.
• Processed staff leave submission in eduPay.
• Reviewed payroll certification in eduPay and raised any discrepancies with payroll prior to executive validation.
• Prepared meeting agendas and supportive materials ahead of meetings.
• Prepared minutes from meetings.
• Supervised executive and management calendars and delegating meetings where necessary to manager to attend on Directors behalf.
• Developed and maintained networks both internally and with external stakeholders, this included providing up-to-date information through emails, phone calls and in-person interactions.
• Participated in frequent communication with other administrative team members, human resources and finance department on certain projects and events.
• Managed Graduate on rotation working on mini projects and providing support.
• Developed and implemented streamline processes for the team.
• Created, implemented and maintain branch guide, which is a document with key items that allow the branch to work in a consist, efficient manner as well as providing guidance and work examples to new starters
• responded to Diversity on Board recruitment enquires on behalf of the group.
• Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.

• Provide high level support services to ensure the efficient processing, quality assurance and reporting on ministerial, executive, and business unit correspondence and briefings.

• Manage and prepare reports relating to correspondence and briefings to ensure adherence to critical timelines.

• Review and edit correspondence and briefings to ensure that they are of high quality, timely, and meet departmental language and style requirements.

• Prepare responses to correspondence upon request, while applying a high level of quality assurance, timeliness and confidentiality.

• Apply stakeholder management skills to develop and maintain strong working relationships with key stakeholders including the Deputy Secretary, CALGDS executives, Minister’s office, managers and department staff.

• Provide information, support and advice regarding the correspondence and briefings process and requirements.

• Undertake project work or other duties in the Office of the Deputy Secretary.

• Extensive electronic diary management – managing hectic General Manager diaries using initiative & judgement to resolve conflicting meetings.
• Management of emails.
• Organise and coordinate meetings, department training, workshops, conferences, functions and events. Managing invites, attendance, preparing documentation required. Preparations of room set up and booking of locations and catering, maximising cost reduction opportunities where I am able to.
• Forecast and prepare required information and documentation to facilitate meetings, events and General Managers meetings.
• Follow up with relevant parties meeting minute actions items which require completion.
• Preparation and editing of Word, PowerPoint and Excel documents.
• rrange travel coordination, planning and itineraries.
• repare board, Executive and Committee meeting papers.
• Organise meetings with internal and external stakeholders.
• ssistance with delivery of staff reward program.
• upporting the team when required in administrative requirements.
• econcile expenses and process invoices for payment.
• Administration & reporting for team members.
• uild substantial networks & relationships with internal as well as external clients & assistants.
• roof read, format and deliver Site Risk Survey reports to clients.
• roject research work.
• Input into creating mapping processes.
• Maintained company confidence and protected business operations by keeping sensitive information confidential.

• Full management of electronic diary and calendar
• Expense reconciliation
• Appointment coordination
• First point of contact for incoming phone calls for those whom I supported
• Email management, including preparation of correspondence
• Organise responses to incoming email’s, letter’s and external meeting requests
• Communicate effectively at all levels and rapidly establish and maintain quality relationships.
• Organisation of on boarding new staff.
• Set up new CEO office, including hardware, software and passes.
• Develop induction pack for all new employees.
• Collate, reconcile and process expenses.
• Create purchase orders.
• Process timesheets, billing and expenses.
• First point of contact for Infrastructure Victoria incoming enquires phone line, acting as a gatekeeper and ensuring appropriate action is taken.
• Co-ordinate meetings with Key Stakeholders and other Government departments.
• Assist in setting up workshops and briefs to update and capture Infrastructure Victoria’s current position to Key Stakeholders.
• Prepare Board meetings, including Board papers.
• Collaborate, manage and plan various events and functions.
• Successfully co-ordinated, liaised and arranged 70+ interview's with 4 panel member’s due to restructure which ran smoothly, in a timely manner and whilst maintaining confidentiality and sensitivity due to current employees being effected by restructure.

• Support Directors and Executives with correspondence, contracts, statutory and standard forms, creation of budgets and reconciliation of outgoings in accordance with legislation.
• Coordinate and organise meetings, functions, conferences and events including venue booking and catering.
• Plan, co-ordinate and implement events as required. This included Team offsite planning days, team building events, EOFY events.
• Assist with building and office and property viewings. This included representing Property Manager when they were not available.
• Process all departments invoicing, assist with budget preparation.
• Prepare and deliver real estate portfolio reports for property owners and tenants.
• Update property websites with events of the month (this included maintenance, accident reports).
• Manage and process department’s accounts receivable and payables. Monitored costs against budgets.
• Develop and foster relationships with Government personal, various companies, industries, contractors and consultants.
• Prepare and book publications for newspaper advertising, signboards, brochures and property websites.
• Manage property Bank Guarantees, communicating with clients to attain current valid guarantees are held at all times.
• Collate, maintain and comply various reports such as weekly forecasting, budgets, monthly property owner financial reports, proposals, property submissions, tenders and presentations whilst adhering to strict tight deadlines and at times in short notice,
• Proofread and edit detailed reports regarding submissions and tenders created by Head Of Department.
• Create presentations for internal and external use (Word, Excel and PowerPoint).
• Create and prepare a range of presentations, tenders and documents for delivery.
• Organise tenant and client arrear letters. Communicate and follow up to ensure payments are made in a timely manner.
• Organise and distribute incoming and outgoing mail.

• Provide high-level, personal assistance and comprehensive administrative support to 7 Wealth Executives and their panels of staff which they managed. First point of contact for all enquires Executives and their staff have, need managed and resolved at a Head Office level.
• Administer of multiple calendars, anticipating and resolving conflicts and communicating potential problems promptly.
• Manage all travel and accommodation bookings for 7 Executives whom travel across the State as well as Interstate regularly.
• Autonomously work efficiently and effectively in an environment where my Executives are only in the office 1 day a week.
• Arrange a mass number of travel requirements for VIC/TAS Seminars being held both in Melbourne and Interstate.
• Coordinate the seamless departure of employees.
• Liaise with Branch and Business Banking Mangers regarding Financial Planning staff located at their site.
• Coordinate and organise the transition of inducting new employees. This includes payroll, organising location space, hardware and software that is required. This also includes compliance training and relevant on boarding documents and certificates required.