Summary
Overview
Work History
Education
Skills
Accomplishments
Previousemployment
Personal Information
Hobbies and Interests
References
Timeline
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Kianna Wilson

Kianna Wilson

Taree,NSW

Summary

Driven and resourceful administrative professional with 10+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organised precision. Successfully managed high-volume workloads in rapidly changing environments.

Overview

15
15
years of professional experience

Work History

Executive Assistant

L J Hooker Taree
01.2024 - Current
  • Assist Director with managing 25 staff - including training plans, CPD compliance, secretary guideline policy implementation, HR (staff leave) and rosters, account preparation (invoice reconciliation), franchise returns, preparation of documents such as appraisal letters, sales compliance, Information Memorandums and Managing Agency Agreements.
  • Complete default tasks such as file audits, ongoing professional development, assist with event management - staff meetings, lunches and conferences including travel booking, assist with answering phones (surplus volume only) when reception staff are at capacity, updating sales and commercial key registers, preparing settlement gifts and calendar management.
  • Other occasion tasks may include proof reading and creating marketing materials for Directors charity, award submissions, purchase of merchandise/vendor gifts, award submissions and general errands.
  • Handled confidential and sensitive information with discretion and tact.
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
  • Served as a liaison between departments to facilitate effective communication throughout the company.
  • Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
  • Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
  • Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
  • Assisted in the development of company policies and procedures, contributing to a more organized work environment.
  • Improved office efficiency by implementing new filing systems and document management processes.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Updated spreadsheets and created presentations to support executives and boost team productivity.
  • Filed paperwork and organized computer-based information.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Updated and maintained confidential databases and records.
  • Volunteered to help with special projects of varying degrees of complexity.

Personal Assistant

Ray White Forster Tuncurry
08.2023 - 03.2024
  • Assist Director with managing 15 staff - including training plans, sales compliance, HR and payroll including staff leave, rosters, accounts, preparation of documents such as appraisal letters, business plan and Managing Agency Agreements. Support Licensee in Charge to achieve targets that resulted in an elite performer award for the franchise 23/24 year.
  • Complete default tasks such as file audits, assist with event management - quarterly dinners and conferences including travel booking, policy implementation, ongoing professional development and calendar management.
  • Other occasion tasks may include purchase of merchandise/uniforms, award submissions and general errands such as purchasing office supplies.
  • Maintained appropriate filing of personal and professional documentation.
  • Oversaw personal and professional calendars and coordinated appointments for future events.
  • Answered phone calls and addressed customer questions and concerns to promote satisfaction and continued business.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Improved time management of the executive through effective prioritization and organization of tasks.
  • Maintained confidentiality and discretion while handling sensitive information relevant to company operations.
  • Attended meetings, took notes and tracked action items.
  • Coordinated events and functions with attention to detail ensuring successful execution.
  • Provided multifaceted services to career professionals by running errands, managing mail, scheduling appointments, and arranging transportation.
  • Accomplished project deadlines by assisting with task completion whenever required.
  • Assisted in the preparation of presentations and reports, contributing to well-informed decision making.
  • Communicated with internal departments, vendors and contractors to discuss schedules, project requirements and upcoming appointments.
  • Documented and distributed meeting notes to identify, analyze, and improve workflows.
  • Contributed to a positive work environment through professional demeanor and strong interpersonal skills.
  • Facilitated smooth office operations by managing supplies inventory and overseeing maintenance requests.
  • Supported executive in achieving goals by proactively anticipating needs and addressing concerns promptly.
  • Updated spreadsheets and created presentations to support executives and boost team productivity.
  • Collaborated with other support staff in coordinating joint projects or covering workload during absences.
  • Provided research assistance on various projects, leading to informed decisions based on accurate information.
  • Ensured a well-maintained professional image both internally and externally through diligent representation of executives.
  • Monitored expenses closely, maintaining an organized filing system for easy access to financial records.
  • Developed relationships with key stakeholders, fostering trust and rapport within the network of contacts.
  • Streamlined communication for better efficiency between executive and team members by acting as a liaison.
  • Handled incoming mail, bills and invoices and completed appropriate actions.
  • Completed household tasks by assisting with laundry, light housekeeping and grocery shopping.
  • Participated in team meetings and staff training sessions.
  • Provided emotional support and companionship to clients.
  • Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.

Practice Support Co-Ordinator

headspace Taree
08.2022 - 06.2023
  • Assist Centre Manager and Franchise to work on establishing a greater Community presence and remove barriers to accessibility by providing a safe encounter when engaging.
  • Assist clinical staff of 7-10 with bookings and ongoing referrals to external stakeholders and other providers, GP fit out, program/software set up, PRODA registration, Medicare service interaction, processing referrals, calendar management, petty cash, car maintenance and maintain franchise compliance particularly seeking approval for media participation.
  • Complete default tasks such as assist with event management catering and digital invitations to the Centre's official opening, assist with community events such as R U OK day and Biripi Community Day, complete Centre Managers travel bookings, ongoing professional development and calendar management.
  • Other occasion tasks may include purchase of merchandise/uniforms and general errands such as purchasing office supplies.
  • Entered data, generated reports, and produced tracking documents.
  • Improved team productivity with regular communication and progress updates, fostering a collaborative work environment.
  • Managed project timelines for successful completion, ensuring milestones were met and deadlines were adhered to.
  • Enhanced customer satisfaction by responding promptly to inquiries and addressing concerns professionally.
  • Tracked records, filed documents and maintained communication between clients to manage office activities.
  • Collaborated with department heads to develop strategic plans aligning with overall company objectives, fostering a unified approach toward shared goals.
  • Used job-related software to draft and finalize written correspondence and documentation.
  • Participated in workshops and in-service meetings to enhance personal growth and professional development.
  • Set priorities and problem-solved workflow issues to maintain rapport with customers and managers.
  • Contributed to business growth by identifying opportunities for process improvement and recommending actionable solutions.
  • Handled incoming and outgoing shipping and receiving activities.
  • Evaluated operational practices and identified improvement opportunities to develop revisions for systems and procedures.
  • Resolved conflicts swiftly among team members through effective mediation techniques, fostering an amicable working environment conducive to collaboration.
  • Inventoried and ordered office supplies to maintain availability of products.
  • Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
  • Organized spaces, materials and catering support for internal and client-focused meetings.
  • Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
  • Kept high average of performance evaluations.
  • Organized meetings for executives and coordinated availability of conference rooms for participants.
  • Monitored front areas so that questions could be promptly addressed.
  • Interceded between employees during arguments and diffused tense situations.

Practice Support/Therapist

Forster Health Solutions
03.2022 - 06.2022
  • Assist patients
  • Built strong rapport with clients, fostering trust and open communication for effective therapy sessions.
  • Maintained detailed case notes and documentation, ensuring effective tracking of progress and continuity of care across providers.
  • Established clear boundaries with clients, maintaining ethical practice standards while preserving the therapeutic relationship.
  • Enhanced client well-being through personalized treatment plans tailored to individual needs and goals.
  • Improved patient outcomes by implementing evidence-based therapeutic techniques and interventions.
  • Implemented time management strategies to ensure full caseloads were effectively managed, maintaining high-quality care for all clients.
  • Continuously updated professional knowledge through ongoing research, training, and participation in industry conferences and workshops.
  • Collaborated with multidisciplinary teams to develop and deliver treatment plans and patient care.
  • Adapted interventions as needed based on ongoing assessment of client progress throughout the course of treatment.
  • Utilized motivational interviewing techniques to help clients recognize personal barriers to change and identify actionable steps towards improvement.
  • Developed and maintained relationships with referral sources to support continuity of care.

Allied Health Reception

Manning Hospital Taree
07.2021 - 06.2022
  • Work in a hospital administration setting
  • Participated in professional development and mandatory learning to stay current with industry trends and advancements in allied health education.
  • Increased patient satisfaction by consistently providing compassionate, personalized care.
  • Delivered high-quality care to diverse patient populations across various age groups and medical conditions.
  • Incorporated cultural competence into daily practice through ongoing education about diverse backgrounds represented among the patient population served by the clinic, contributing to an inclusive atmosphere.
  • Collaborated with interdisciplinary teams to optimize patient outcomes and overall clinic performance.
  • Reduced wait times for appointments through efficient clinic management and scheduling techniques.
  • Participated in quality improvement initiatives aimed at enhancing the overall effectiveness of healthcare delivery within the clinic setting.
  • Identified serious conditions and emergency situations and immediately referred to hospital for prompt care.
  • Adhered to universal precautions and other appropriate infection control practices.
  • Collected, recorded and maintained patient medical history, reports and examination results.
  • Developed tools to improve disease surveillance with better screening and reporting options.

Sales Support Officer

Elders Insurance
Forster , NSW
09.2021 - 03.2022
  • Increased customer retention by addressing inquiries promptly and resolving issues efficiently.
  • Facilitated smooth communication between the sales team and internal departments, minimizing delays or misunderstandings.
  • Strengthened client relationships through consistent communication, fostering trust and loyalty.
  • Collaborated with cross-functional teams to ensure seamless execution of sales initiatives and programs.
  • Eased workload on the sales team by handling routine correspondence with clients professionally and courteously.
  • Assisted sales team in achieving targets through diligent support in administrative tasks and client followups.
  • Responded to specific customer requests by referring to appropriate sales staff who offered industry specific solutions.
  • Updated sales and service contracts, called debtors, distributed marketing materials, ordered inventory and completed general errands such as banking, mail, waste disposal and collecting office sundries.

Education

Skills

Office Administration

  • Experience using:
    Traditional software such as Microsoft Office 365, Word, Excel, PowerPoint, Publisher, Adobe, One Note, Google suite and
    I Love PDF
    Expense management software - SAP/Concur, Xero and Quikbooks
    Cybersecurity - Okta, Google and Microsoft MFA
    Education Support software - EBS and TPL
    Property/Insurance - Property Tree, Move, RP Data, Intramaps, Chat GPT, Jarvis, C Change and Salesforce
    Meeting/Collaboration Software - Teams and Zoom
    Health/Allied Health Software - CAPS, TIMS, Citrix, My Health Roster, Mastercare, StaffLink, IPM, Shedul, Cliniko, Fresha and Halaxy
  • Executive Support
  • Schedule & calendar planning
  • Information confidentiality
  • Customer Service
  • Office Management
  • Interpersonal Communication
  • Travel Arrangements
  • Excel spreadsheets
  • Database Management
  • Document Preparation
  • Resourceful
  • Filing and data archiving
  • Invoice Processing
  • Phone Etiquette
  • Business Correspondence
  • Task Delegation
  • Social media knowledge
  • Process Improvements
  • Human Resources Management (HRM)
  • Payroll
  • Extensive vocabulary
  • Reliable and Responsible
  • Team Leadership
  • Supply Ordering
  • Invoice Preparation
  • Operating Procedures
  • Document Filing and Retrieval

Accomplishments

  • Prepared and distributed payroll for staff of 15.
  • Planned corporate meetings, lunches and special events for groups of 15+ employees.
  • Used Microsoft Excel to develop tracking spreadsheets.
  • Collaborated with team of 5-6 to assist with delivery of sponsorship for high level marketing events.

Previousemployment

  • Elders Insurance
  • Tamworth Remedial Massage Centre
  • Edgeworth Physiotherapy
  • Manning Natural Healing Centre
  • Real Estate Solutions Tamworth
  • LJ Hooker (Taree, Harrington & Tamworth)
  • Century 21 Taree

Personal Information

Date of Birth: 07/11/79

Hobbies and Interests

  • Yoga and Pilates
  • Trail running, cycling and swimming
  • Spending time at the beach
  • Eating out with family/friends
  • Cultural events
  • Reading

References

Can be provided at the time of interview.

Timeline

Executive Assistant

L J Hooker Taree
01.2024 - Current

Personal Assistant

Ray White Forster Tuncurry
08.2023 - 03.2024

Practice Support Co-Ordinator

headspace Taree
08.2022 - 06.2023

Practice Support/Therapist

Forster Health Solutions
03.2022 - 06.2022

Sales Support Officer

Elders Insurance
09.2021 - 03.2022

Allied Health Reception

Manning Hospital Taree
07.2021 - 06.2022

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Kianna Wilson