Kate Cubitt
North Willoughby,Australia
Summary
Well-organized Executive Assistant bringing over 15 years managing and overseeing multiple tasks in busy offices. Commended for consistently driving team success through company procedures enforcement and personnel training. Proficient in various software and database management.
Overview
23
23
years of professional experience
Work History
Director of Administration
Cubitt's Builders
01.2019 - 01.2024
- Daily support of Board members and responsible for Board papers and minutes
- First point of call for professional services partners (accounting, legal, insurance, ATO etc)
- Daily checking of Xero
- Facilities Management - 4 locations across NSW
- Financial reporting commentary including P&L, Payroll, BAS, FBT
- Management of expenses - Leadership team of 6 executives
- Travel Management - leadership team of 6 executives
- Diary Management - Board of Directors and Leadership Team
- Maintain Asset Registers and maintenance/insurance bookings for fleet of 40 vehicles
- Maintain HR and Policy Documents in Sharepoint and Employment Hero
- Daily handling of confidential and privileged information
- Data reporting from CRM (Hubspot) and Social Media accounts (Instagram, Facebook, Google Business) for Executives
- Liaise with insurance partners of workers comp matters
- Management and mentoring of up to 3 administration team members.
- Standardized office structures and processes to promote collaboration and increased performance.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Screened and transferred incoming calls, took down messages, and transmitted information and documents to internal personnel.
- Streamlined administrative processes by implementing new software and organizational systems.
- Supported timely and accurate administrative task completion.
- Set priorities and problem-solved workflow issues to maintain rapport with customers and managers.
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel.
General Manager
Bloomsbury Publishing - Sydney
01.2012 - 01.2019
- Daily reporting and diary management on different time zones to all executive team (based in London and New York)
- Management and mentoring of 6 office-based staff
- Travel booking and co-ordination of travelling authors such as Elizabeth Gilbert (Eat, Pray, Love), Anthony Bourdain (Kitchen Confidential), Sarah J Maas (Throne of Glass) and Booker Prize Winner Margaret Atwood (The Handmaid's Tale) among many others
- First point of contacts for outsourced IT support, office cleaners, security, vehicle maintenance, catering, HR consultant, accountant etc
- Responsible for upkeep and adherence to HR policies and procedures on a day-to-day basis for 6 staff, including OHS
- Document control and upkeep for all executive and board documents, including confidential and privileged information
- Daily banking and invoice checking, including expense reconciliation, release of payments daily through CommBiz.
Account Manager
Simon & Schuster Australia
01.2008 - 01.2012
- Reporting of sales targets and territory performance
- B2B sales to bookshops nationally via in person sales appointments and telephonic sales
- Creating data submissions to major retailers in Excel spreadsheets, PowerPoint and via email
- Maintaining book catalogue data for national retailers such as Big W, Kmart, Target and Amazon.com.au
- Management and mentoring of team of 4 salespeople.
- Increased client satisfaction by building strong relationships and addressing their needs promptly.
- Managed diverse portfolio of accounts, ensuring timely communication and effective problem resolution.
- Evaluated client needs and developed tailored solutions to increase positive customer ratings.
- Conducted regular account reviews to identify areas for improvement and ensure continued success.
Account Manager
Murdoch Books Australia
01.2006 - 01.2008
- Daily reporting and diary management on different time zones to all executive team (based in London and New York)
- Management and mentoring of 6 office-based staff
- Travel booking and co-ordination of travelling authors such as Elizabeth Gilbert (Eat, Pray, Love), Anthony Bourdain (Kitchen Confidential), Sarah J Maas (Throne of Glass) and Booker Prize Winner Margaret Atwood (The Handmaid's Tale) among many others
- First point of contacts for outsourced IT support, office cleaners, security, vehicle maintenance, catering, HR consultant, accountant etc
- Responsible for upkeep and adherence to HR policies and procedures on a day-to-day basis for 6 staff, including OHS
- Document control and upkeep for all executive and board documents, including confidential and privileged information
- Daily banking and invoice checking, including expense reconciliation, release of payments daily through CommBiz.
Buyer - Children's Books
Dymocks Booksellers
01.2005 - 01.2006
- Built long-term supplier relationships with vendors to establish quality and competitive pricing.
- Collaborated with internal departments to better understand needs and determine purchasing requirements.
- Reduced procurement costs through strategic sourcing, competitive bidding, and effective negotiations.
- Developed strong relationships with suppliers to secure favorable pricing terms and conditions for the company''s benefit.
Executive Assistant
Penguin Books
01.2001 - 01.2005
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Answered high volume of phone calls and email inquiries.
Education
Associate of Arts - Editing And Proofreading
Macleay College
04.2004
Bachelor of Arts - Communications
University of Technology
Sydney03.2003
Skills
- Financial literacy - knowledge of P&L, expenses, reporting, Xero
- Data management and CRM proficiency
- Diary Management and communications for individuals and teams
- Business communications - written, verbal and reporting
- Strong Functional HR knowledge and experience
- Over 10 years of office management and administration of teams
- Demonstrated team leadership and executive support
- Organizational Leadership
- Relationship Building
- Office Management
- Operations Management
- Employee Relations
- Schedule Management
Accomplishments
- Move from paper-based administration in 2019 to paperless by 2020, implementation of Microsoft SharePoint for paperless administration and greater document security
- Implementation of HubSpot CRM for faster workflows, better document management and greater visibility for executive team and leadership team
- Mentoring and training of 3 administrators in my team to ensure they achieved administration excellence, especially in the areas of communication and reporting
- Implementation and maintenance of key reports for Board Members and company leaders into a weekly and monthly 'Management Pack' containing clear and simple reporting on all matters relating to the administration of the business
- Consistent, ongoing and reliable support for the Board and Leadership executives of the company
- All budget reporting KPI's met and exceeded for 4 years in role
- Establishment of new policies and procedures for travel and expenses to make executive expense reconciliation smoother
- Successful mentoring of junior admin staff to attend to additional data entry, reporting and support functions to increase executive support
- Oversaw office move and renovation/refit
- Worked within team achieving sales growth year on year for 4 years running
- Helped establish trading relationships with new industry retailers such as Aldi by establishing data transfers of product information
- Worked on promoting major S&S authors by way of presentations to retailers, assisting with traditional and social media campaigns. Brands and authors included: Ian Thorpe, Steve Waugh, 4 Ingredients, Holly Black, Colleen Hoover, Lynda La Plante, Jackie Collins
Salary Expectations
$90,000 - $100,000 plus Super
References
- CUBITTS: Melissa Newbould - Chief Executive Officer, 0410 524 420, melcm@tpg.com.au
- BLOOMSBURY: Lucy Barrett - Commercial Director, 0421 940 848, lucy_barrett82@icloud.com
- SIMON & SCHUSTER: Lou Johnson - Managing Director, 0408 284 227, lou.johnson@keypeople.com.au
- CONSULTANT HR MANAGER: Lisa Donohoe - Managing Director, 0418 290 181, lisa@hrfundamentals.com.au
- PERSONAL REFERENCE: David Barry - Solicitor, 0427 654 083, davidjohnbarry@hotmail.com
Timeline
Director of Administration
Cubitt's Builders
01.2019 - 01.2024
General Manager
Bloomsbury Publishing - Sydney
01.2012 - 01.2019
Account Manager
Simon & Schuster Australia
01.2008 - 01.2012
Account Manager
Murdoch Books Australia
01.2006 - 01.2008
Buyer - Children's Books
Dymocks Booksellers
01.2005 - 01.2006
Executive Assistant
Penguin Books
01.2001 - 01.2005
Associate of Arts - Editing And Proofreading
Macleay College
Bachelor of Arts - Communications
University of Technology
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