Kate Telgenkamp
Heidelberg Heights,VIC
Summary
Outgoing Executive Assistant with experience overseeing multiple tasks and managing employees successfully. Hardworking professional committed to providing outstanding customer service and assistance.
Overview
8
8
years of professional experience
Work History
Executive Support Officer
RMIT University
06.2021 - Current
- Is responsible for providing high quality, flexible administrative and project support and some secretarial functions (e.g Diary management) to designated members of the College Executive and will assume responsibility and accountability for specific tasks which support the College operations more broadly
- Regular contact with different sectors within the University and is the first point of contact for people wishing to communicate with the executive whom they support
- Prepare agendas and take minutes at required meetings to archive proceedings.
- Communications with external agencies, suppliers, and staff in other education institutions, as well as broadly across the university
- Required to contribute to the execution of projects that support the college to meet its strategic and operational plans and are expected to support other members’ activities
- Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
- Collaborate to establish and maintain robust, consistent portfolio-wide systems and processes
- Booking travel for the Executive & team members as required
- Secretariat support for the Industry Advisory Boards associated with the Graduate School of Business & Law (Law and Business)
- Event coordination for School events, including but not limited to workshops, planning days, seminars, and school meetings
- Expense reconciliation & invoice processing through the Workday system
- Achievements:
- Completion of Minute Taking Training Professional Development Course in December 2022 via Atem
- Completion of Committee Wrangling 101 Professional Development Course in September 2022 via Atem
- Commended on secretariat abilities, collegiality & competence
- Member of school well-being committee in 2021- 2022, responsible for developing & implementing positive workplace culture initiatives
- We received great feedback on some of the activities and initiatives implemented during my time on the Committee, which coincided with pandemic lockdowns
- Part of the working group to improve travel processes in 2023.
Administration Manager
World Vision Australia
08.2017 - 06.2021
- Full diary and calendar management of the Chief (Executive) and being the main point of contact for the management of their time
- Regular negotiation with senior leaders including members of the Leadership Team, Board Members and Committees, Directors and Managers
- Diary and calendar management and administration support as agreed for Directors as part of Finance Corporate Services Lead Team support
- Collaboration with other administrators and staff to ensure the requirements of the Chief are met
- Coordination of department Lead Team meetings and Finance Committee Meetings including preparing agendas, taking minutes and distributing those in a timely manner and proactively following up on required actions
- Travel management support for the Chief and Lead Team and ensuring all process requirements are followed in line with travel policies and procedures
- Secretariat Support for the Field Allocations Committee
- Facilitating and supporting the Lead Team to create and support opportunities for department culture engagements
- Achievements:
- Successful project management support and administration of WVA’s annual Insurance Renewal
- Providing additional support to Legal team, Chief of P&C and Office of CEO as required in line with business needs., Provided full EA support to Chief of the department and their leadership team
- Assistance in the creation of a new onboarding/induction program and implementation within the team
- Ongoing administrative support in the lead-up to the launch of the major philanthropic gift campaign
- Commended on positive can-do attitude, availability in assisting team, and modelling of desired workplace culture.
Field Experience Program Advisor
World Vision Australia
09.2015 - 04.2016
- The role of Field Experience Program Advisor is responsible for developing and managing field experiences and visits that provide supporters with the opportunity to engage and connect with World Vision Australia (WVA) programmes in a far deeper way, in turn increasing their desire to further help those children and communities living in poverty
- The role seeks to provide “best practice” program management, strong relationship management and customer service for field visits whilst also ensuring that high standards of risk management and safety are built into all programs
- The role includes working with Go-to-Market teams, Field Impact Teams external providers and Field Offices to increasingly deepen the immersion quality of each visit and to deliver high quality programs that adhere to World Vision standards, principles, values and policies
- The program also features direct contact with supporters in program registration and pre and post departure briefings
- Critically, the role proactively develops Field Experience Programs and uses strong influencing skills to align supporter desires with Field Office requirements
- Key Accountabilities; - Develop and manage a portfolio of Field Visits in line with the Strategic Plan - Relationships and stakeholder management - Process coordination and maintenance - Program In-Field Coordination
- Achievements
- Delivery of 2 successful field trips for Corporate and philanthropic donors (prior to travel restrictions enforced by COVID-19)
- Assisting in overhaul of processes to create better efficiencies within team
- Commended on positive can-do attitude, and modelling of desired workplace culture – particularly during challenging periods.
Domestic Operations Consultant / Product Coordinator
GET Educational Tours
05.2016 - 08.2017
- Assist the Manager of Operations in all daily tasks, including but not limited to; reservations, distributing client communications, ticketing and liaising with suppliers
- Handle all domestic reservations from quote stage to departure
- Working closely with the domestic operations team to create a forum for clear communication regarding daily and weekly workflow process
- Answering phones and directing calls in a friendly and professional manner
- Developing knowledge of the tour product and logistics of domestic travel for large groups
- Liaise with clients/suppliers in relation to tour logistics
- Ensure timelines and deadlines are met for key information for domestic school tours
- Achievements
- Promotion to Product Coordinator
- Generated new and revised resources to support coordinators, including updated booking sheets
- Assisted in streamlining the booking process
Marketing Intern
01.2015
- Month long marketing internship in Beijing
- Placed in a start-up tourism company, selling cruise packages to Chinese consumers
- Website quality assurance including testing for bugs and functionality
- Participated in basic Mandarin classes for two hours every week
- Achievements
- Production of market research document which provided an analysis of competitor pricing and product availability to influence future direction.
Education
Bachelor of Business - Tourism Management, Marketing
La Trobe University
11.2014
University of Iowa
12.2013
Skills
- Schedule Coordination
- Communications Support
- Executive Travel
- Travel Arrangements
- Team Support
- Cross-Functional Collaboration
- Administrative Support
- Accounts Payable and Accounts Receivable
Timeline
Executive Support Officer
RMIT University
06.2021 - Current
Administration Manager
World Vision Australia
08.2017 - 06.2021
Domestic Operations Consultant / Product Coordinator
GET Educational Tours
05.2016 - 08.2017
Field Experience Program Advisor
World Vision Australia
09.2015 - 04.2016
Marketing Intern
01.2015
Bachelor of Business - Tourism Management, Marketing
La Trobe University
University of Iowa
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