Summary
Overview
Work History
Education
Skills
References
Timeline
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Kieren Mandroules

Surfers Paradise,QLD

Summary

Diligent and highly professional executive assistant with exceptional communication and organisational skills. Strong team player with a proven background in the provision of administrative and general business support to senior/executive management within the property and financial industry. Organised and efficient, with the capacity to prioritise, multi-task and yet still pay attention to detail. High level of proficiency in the use of a variety of office systems.

Overview

18
18
years of professional experience

Work History

Executive Assistant to Group CFO, Company Secretary and EGM, Enterprise Services

PICA Group
01.2019 - 09.2024
  • Managed CFO, EGM (internal and external) calendars, scheduling meetings and appointments to optimize time.
  • PICA Group Board process, minutes, and documentation
  • PICA Audit, Risk, Remuneration Committee (PARRC) process, minutes, and documentation
  • Board and executive support
  • Company secretarial matters (i.e., ASIC registrations and filings, regulatory filings, office of Fair-Trading matters, and the company secretarial mailbox
  • Collate and distribute Board reports, Executive Management reports and any other reports as directed by the CFO
  • Support into the Enterprise Services team (i.e., project minutes)
  • Acquisition support
  • Preparation of confidential and official documents, meeting papers and reports
  • Managing multiple projects on behalf of the CFO
  • General management of CFO office
  • Support and assist with governance and documentation specific to direct reports and CFO group team members (ASR, STI process)
  • Arrange and coordinating travel and accommodation for CFO and wider team
  • Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
  • Order office supplies and printed material
  • Prepare Excel and PowerPoint Management Reports and presentations
  • Organisation of team meetings and workshops including the ordering of catering and minute taking as required
  • Maintain a register of all CAPEX items
  • Maintain all CFO departments material on Intranet (including organisational charts, tasks, structures, procedures, and photos)
  • Weekly/monthly co-ordination of Service Level Agreement Reporting
  • Co-ordinate regular follow up of outstanding operating plan actions
  • Assist with ad-hoc reports
  • Liaise with the Executive Leadership team, the Senior Leadership team, and CFO Direct Reports
  • Responsible for assisting in the care of office space including liaising with the Building Manager regarding repairs and maintenance, ordering of stationery and kitchen supplies and liaising with cleaners
  • Co-ordination of staff functions/social occasions
  • Co-ordinate reward and recognition programs for CFO function
  • Monthly reconciliation of company credit cards
  • Organise timely advice to CFO to acknowledge birthdays and anniversaries of staff
  • Other additional duties as the CFO may from time to time reasonably require
  • Handled confidential and sensitive information with discretion and tact.

Executive Assistant to General Manager

PICA Group
08.2017 - 12.2018
  • Attend internal and external meetings as designated by the GM
  • Supporting the NSW Business Development team
  • Collate and distribute weekly, fortnightly, monthly and quarterly reports, commentaries and actions for Operations and Corporate
  • Extensive email and diary management on behalf of GM
  • Type letters and minutes of meetings (electronic and handwritten)
  • Co-ordinate appointments (internal/external)
  • Arrange travel and accommodation for GM and all NSW staff
  • Collation of commission approvals
  • Processing monthly expenses
  • Prepare Excel and PowerPoint Management Reports, Agendas & Presentations
  • Co-ordinate State team meetings/workshops/ catering/ attend meetings to take minutes
  • Liaise with the Executive Leadership team, the Senior Leadership team, Branch Managers, Strata Services staff and GM Direct Reports on behalf of GM
  • First point of contact for all escalated complaints within NSW & direct to either the Branch Manager or General Manager
  • Assist in and undertake the training of staff - Built, presented & trained numerous NSW staff including Branch Managers on OneNote
  • Arrange on-boarding materials and conduct inductions for new staff

Personal Assistant to the Branch Manager

PICA Group
02.2016 - 07.2017
  • Manage electronic diary, emails, contact and phone calls for the Branch Manager
  • Prepare & track excel spreadsheet reports
  • Prepare PowerPoint reports
  • Prepare Expense/petty cash claims
  • Ensure Manager meets his KPI's - Prompting manager/collating information for easier visibility
  • Arrange bookings/catering for meetings and events
  • Assisting in managing staff leave /requests/on boarding new staff
  • Prepare Agendas/Minute taking
  • Renew Licence/Certificates
  • Preparing Strata Management Agency Agreements
  • Assisting the NSW State General Manager with quarterly workshops for the senior managers, fortnightly Branch Managers tele-conferences, which include preparing agendas, minute taking, arrangements for catering
  • Assisting with upcoming projects

Team/Personal Assistant, Tax

Deloitte
09.2015 - 01.2016
  • Company Overview: contracted
  • Processing expenses - scanning, entry of expense claims, filing
  • Assistance with meeting co-ordination - booking rooms, catering requests etc
  • Travel arrangements for team travel
  • Preparation of documents including formatting and running of monthly reports, presentations and bulk printing requests
  • Maintaining client database
  • Timesheet support
  • Other duties such as stationery orders, assisting with on-boarding new staff members etc
  • Contracted

Team Member, Estates Management

Westpac Group
06.2014 - 06.2015
  • Customer service
  • Dealing with estate matters, processing transactions, cheques and finalising accounts
  • Answering inbound calls
  • Making outbound calls
  • Dealing with customers and customer complaints
  • Other Ad-hoc duties

Contract Cleaner/Bookkeeper

Chris Arnold Cleaning
12.2006 - 06.2014
  • All office duties including invoices, expenses, BAS preparation and problem solving with customers
  • General cleaning tasks
  • Liaising with customers and strata managers
  • Meeting daily quotas

Education

Certificate of III in Property Service (Operations) -

Strata Community Association (NSW)
08.2016

Year 10 School Certificate -

East Hills Girls Technology High School
01.2006

Skills

  • Executive Support
  • Office Management
  • Exceptional organisational and time management skills
  • Detail focused
  • High degree of accuracy
  • Professional approach to work
  • Maintaining discretion
  • Maintaining confidentiality
  • Excellent communicator
  • Proficient in Microsoft Office Suite
  • Proficient in Adobe Pro
  • Proficient in InDesign
  • Ability to act on own initiative
  • Independent approach to duties
  • Good team working ethic
  • Collaborative approach to business unit operations
  • Ability to handle difficult customers
  • Calmly resolve customer needs
  • Proven ability to manage relationships
  • Build healthy working relationships

References

Available on request

Timeline

Executive Assistant to Group CFO, Company Secretary and EGM, Enterprise Services

PICA Group
01.2019 - 09.2024

Executive Assistant to General Manager

PICA Group
08.2017 - 12.2018

Personal Assistant to the Branch Manager

PICA Group
02.2016 - 07.2017

Team/Personal Assistant, Tax

Deloitte
09.2015 - 01.2016

Team Member, Estates Management

Westpac Group
06.2014 - 06.2015

Contract Cleaner/Bookkeeper

Chris Arnold Cleaning
12.2006 - 06.2014

Year 10 School Certificate -

East Hills Girls Technology High School

Certificate of III in Property Service (Operations) -

Strata Community Association (NSW)

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Kieren Mandroules