Work Preference
Summary
Overview
Work History
Education
Skills
Timeline
OfficeManager
Kay Allen
Open To Work

Kay Allen

Project Officer & ESO and EA
Caringbah,NSW

Work Preference

Job Search Status

Open to work

Desired Job Title

Executive AssistantExecutive Service Officer/ Assistant Projects OfficerExecutive Service OfficerExecutive Assistant to COO & CEOContract Role

Work Type

Full Time

Location Preference

RemoteHybrid
Location: Caringbah, NSW, AU
Open to relocation: Yes

Salary Range

$100000/yr - $200000/yr

Summary

Experienced and resourceful Executive Assistant and Executive Support officer and Project Officer with extensive experience in private and public sector. 8+ years of proven experience in coordinating executive programs and delivering strategic outcomes resulting in value generation for the NSW Citizen. Recognised for exceptional leadership, process improvements, and dedication to delivering high-quality results.

Overview

16
16
years of professional experience

Work History

Executive Assistant

National Disability Insurance Authority & NDIS
Surry Hills
12.2025 - 03.2026
  • Supporting the business manager
  • Supporting theBM leadership team
  • Extensive Calendar
  • Managing Emails
  • Presentations
  • Travel
  • Booking Desk, carpark
  • Cabinet Documents
  • BM signature Documentation
  • Distribution List
  • Offboarding
  • Managed executive calendars, ensuring optimal scheduling and prioritization of commitments.
  • Developed and maintained comprehensive filing systems, enhancing document retrieval efficiency.
  • Prepared detailed reports and presentations, supporting strategic decision-making processes.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Organized and coordinated conferences and monthly meetings.
  • Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
  • Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
  • Assisted in the development of company policies and procedures, contributing to a more organized work environment.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
  • Implemented process improvements that increased operational efficiency within the office environment.
  • Improved office efficiency by implementing new filing systems and document management processes.
  • Proactively identified areas requiring attention or improvement, aligning priorities effectively in line with executive preferences.
  • Used advanced software to prepare documents, reports, and presentations.
  • Supported the business and hospitality needs of corporate partners and staff during meetings and company events.
  • Developed strong relationships with vendors, leading to improved contract terms, resulting in cost savings for the company.
  • Supported strategic planning sessions, providing logistical support and compiling necessary background materials.
  • Improved document management and accessibility with the creation of a centralised digital repository.
  • Increased office efficiency by developing and implementing an inventory management system for office supplies.
  • Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
  • Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
  • Increased office efficiency by developing and implementing inventory management system for office supplies.
  • Supported HR activities, facilitating hiring process by scheduling interviews and liaising with candidates.
  • Streamlined office operations, leading to more organized environment by implementing digital filing systems.
  • Filed paperwork and organized computer-based information.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Created and managed office systems to efficiently deal with documentation.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Used QuickBooks to produce monthly invoices, reports, and other deliverables.

Executive Service Officer/ Assistant Projects Officer

NSW Department of Infrastructure, Planning & Environment
Parramatta
09.2024 - 02.2025
  • Supporting and managed 2 Directors.
  • Extensive Calendar work.
  • Managing Emails.
  • Documentation.
  • Expence8 - Submitted all PCard expenses and controlled Invoicing.
  • Organised all National/Local Travel
  • Conference/Workshop logistics
  • CM10 Content management, for all documentation
  • My Workzone.
  • SharePoint.
  • Internet for all communications.
  • Booking, Desks, meeting rooms and Carpool bookings.
  • Manage, update and control Org chart, DL's, Establishment form.

Executive Service Officer

Transport for NSW
07.2022 - 07.2024
  • Providing executive assistance to multiple Senior Directors (NSW PS ESSB 1 / PAS SES Band 1&2) & coordinating on behalf of Senior Directors across the Client Engagement & Project Delivery and Applications Management Services Portfolios.
  • Delegation for Director, AM & CE; executed delegation - review, executive signatory.
  • Maintaining multiple calendars.
  • Maintaining, replying and flagging multiple emails.
  • Organising meetings, room bookings, audio, video and catering and parking.
  • Minutes were required, preparation of board papers being briefing notes and backing documents.
  • Extensive travel, local, regional and national.
  • Communication Management across multiple portfolios.
  • Briefing notes, memos, SOW's, and other supporting documentation.
  • Prepare and cascade communications pertaining to supporting documentation.
  • Issue Resolution, Assist BAU (business as usual) and project teams in problem definition, exploration of options to address these problems.

Executive Assistant to COO & CEO

Barclay Pearce Capital Pty Ltd
11.2020 - 05.2022
  • Extensive Calendar management for 2 C-Suite executives.
  • All email services.
  • Minutes for senior staff meetings.
  • AFSL and human resource requirements.
  • C Suite administration, presentation for Executive Directors & senior staff.
  • BPC is an equity trader, corporate finance, market research and company advisory service, with an internal marketing department and studio for podcasts.
  • Corporate / Financial reporting.
  • Multimodal meeting presentations.
  • HR policies handbook, advertising, HR on-boarding and off boarding.
  • Managed sensitive Information and communication commercially in-confidence, documentation pertaining to personnel and terminations, Shareholders contracts, and implementation of financial directives.

Contract Role

Planet Plumbing Group
09.2019 - 10.2020
  • Responsible for finding and preparing Government Tenders and execution of contracts.
  • Responsible for preparing all Forecasts, weekly and monthly Reports for sales and financials - construction of excel sheet for tendering due dates and contracts.
  • New Business development
  • Responsible for tender lifecycle; identification, planning and execution of tenders. Responsible for contract management; identification, preparation and execution of all contracts.
  • Strategic business development; Design build and source all new contacts.
  • Tier 1 Civil and Hydraulics

PA to Director/ EA to three other Directors

Bray & Associates P/L
05.2019 - 09.2019
  • Preparation and lodging of all BAS.
  • Preparation for audits.
  • Preparation and lodging of all activity statements.
  • Producing documentation.
  • Profit and loss documentation.
  • Preparation of Trusts/Deeds originals.
  • Assisting with self-managed superannuation funds.
  • Wages MYOB (weekly).
  • Prepared for STP (Single touch payroll).
  • Processed IAS and BAS each month.
  • FEE's/Invoicing (APS).
  • Sorting and file flow of documentation.
  • Engagement letters.
  • Ethical letters.
  • Accounting systems and portal access: MYOB, ASIC/ATO access & processing, SAP, Xero, Microsoft office suite.

Executive/Personal assistant to Federal candidate

Campaign manager
03.2018 - 04.2019
  • Calendars.
  • Minutes.
  • Email management.
  • Producing articles for magazines/ newspapers.
  • Interviews and documentation for all area candidates.
  • Production and distribution of marketing, printing, promotional materials, posters and social media marketing.
  • Progress reports for all follow up meetings.
  • Budget estimates and expenditures for all campaign costs.
  • Agendas preparation and execution for all party management meetings in lead's to election, produce minutes, action points and AEC requirements and documentation, recording and in cases videos.
  • Full event management including planning and scheduling, building & facilities booking, set-up and pack-up, catering.
  • Key challenges: Making sure all aspects of the party follow the AEC compliance and recommendations. Deadlines were met before election date and each candidate had everything they required for election day. Meeting all tight deadlines. Requirements were met and completed, registrations for both the party and candidates.

EA to Senator

Parliament of NSW
1 Macquarie Street, Sydney
02.2010 - 04.2018
  • Worked for a Member of Parliament, Cross Bench member of the Legislative Council, Assistant President of the NSW Parliament House, Chair for GPS committees and on the board of ICAC and Chaired for budget estimated for the Premiers budgets.
  • Emails.
  • Calendars.
  • Preparation of sending Notices of Motions.
  • Preparation of amending bills.
  • Extensive room bookings, lecture preparation, media preparation, catering, and seating both internal and external.
  • Cross Bench Whips for QA rosters for sitting and adjournment speeches.
  • Documentation for committees, Inquiries and chamber when the member was chairing Parliament as assistant president.
  • Writing questions for parliament sitting. Writing speeches when required.

Education

Prince 2 Foundation - Project Management

Lumify Learning
01-2024

Agile2 Certification - Project Management

Lumify Learning
01-2024

Skills

  • Microsoft Office suite
  • Outlook
  • Expense 8
  • CM10
  • Compass
  • Camm's WHS reporting
  • CS Connect
  • Equip
  • Planview
  • MYOB
  • ASIC/ATO access & processing
  • SAP
  • Xero

Timeline

Executive Assistant

National Disability Insurance Authority & NDIS
12.2025 - 03.2026

Executive Service Officer/ Assistant Projects Officer

NSW Department of Infrastructure, Planning & Environment
09.2024 - 02.2025

Executive Service Officer

Transport for NSW
07.2022 - 07.2024

Executive Assistant to COO & CEO

Barclay Pearce Capital Pty Ltd
11.2020 - 05.2022

Contract Role

Planet Plumbing Group
09.2019 - 10.2020

PA to Director/ EA to three other Directors

Bray & Associates P/L
05.2019 - 09.2019

Executive/Personal assistant to Federal candidate

Campaign manager
03.2018 - 04.2019

EA to Senator

Parliament of NSW
02.2010 - 04.2018

Prince 2 Foundation - Project Management

Lumify Learning

Agile2 Certification - Project Management

Lumify Learning

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