Kirsten Ahn
Sydney,NSW
Summary
Experienced individual providing high-quality administrative support to executives. Highly organized and detail-oriented with great multitasking and task prioritization, excellent time management and problem solving skills.
Overview
21
21
years of professional experience
1
1
Certification
Work History
Management Assistant to Head of Analytics, Data Science AI COE & Head of Infrastructure Platforms
Suncorp
08.2018 - Current
- Undertaking diary management and coordinating all meetings including arranging rooms, video conferencing and catering where necessary
- Take ownership of email and calendar management to ensure the leaders time is structured according to their priorities
- Coordinating and organisation of business functions, lunches and dinners, team events and travel arrangements in accordance with policies and procedures
- Administrative support as requested ( e.g
- Recruitment support inc onboarding, distribution lists, travel and accommodation arrangements )
- Prudent, effective and timely management of monthly corporate card statement, purchasing orders and invoice processing and department cost centre monitoring
- Provide critical support to the leaders in running their department, including administrative and other key activities
- Develop and maintain effective working relationships with colleagues and stakeholders.
Personal Assistant to Head of Design and Engineering
PTC Consulting Engineers
02.2017 - 08.2018
- First point of contact for the Engineering Department
- Responsible for answering all internal and external telephone calls, correspondence and referring accordingly
- Managing diaries and organising meetings and appointments
- Booking and arranging travel and accommodation for both domestic and international travel
- Organising company events and conferences
- Preparation of reports, presentations and correspondence
- Preparation of fee proposals for project tendering
- Coordinating database and filing system
- Involving with HR duties such as recruitment, reviews and HR administration
- Arrange training course attendance and assist with new staters across department
- Preparing employment contract and sub-contractor contract
- Responsible for Workplace Health & Safety
- Provide administrative, logistical and technical support to the team
- Implementing and maintaining procedures/administrative systems
- Coordinating with Accounts team for a weekly invoicing and budgeting
- Calculating tonnage for cost saving on each project
- Sourcing and ordering office equipment and stationery.
Personal Assistant to CEO / Accounts Officer
Fashionova Pty Ltd
09.2016 - 02.2017
- Personal Assistant: Diary management including scheduling meetings, booking meeting rooms, video and telephone conferences for the executive and other senior members of the team
- Arrange travel and accommodation for both domestic and international travel
- Managing incoming email traffic and prioritising importance for action
- Email management including draft and finalise correspondence and legal documentation
- Preparing expenses and reports
- The provision of professional administrative support to the wider team where needed
- Accounts Officer: Bookkeeping and Reconciliation for company business account using of SAP business one
- Full function of accounts receivable & Payable
- Prepare ageing analysis every month in coordination with revenue officers
- Manually process 50-100 invoices per day
- Assisting with month end closing
- Daily bank reconciliation including reconciling expenses
- Liaising with internal and external stakeholders
- Cash flow reports
- Prepare payroll & make remittances including salary forwarding
- Manage super clearing house of company.
Secretary to Director of Engineering (DOE)
Shangri-La Hotel Sydney
04.2015 - 09.2016
- First point of contact for the Engineering Department
- Responsible for answering all internal and external telephone calls, correspondence and referring accordingly
- Daily routine administrative duties including filling, diary and calendar management, travel arrangements and stationary requisition
- Attend and minute all DOE’s meetings
- Preparation of meeting agenda’s, presentations and relevant documentation
- Liaising with internal departments and maintaining strong relationships with external suppliers and contractors
- Maintaining a current and selective list of active suppliers and contractors including service agreements and insurances
- Manage and support the Engineering Department with daily functions including staff leave, monthly meetings, training attendance and hotel communication
- Prepare all written correspondence for DOE; memo’s, disciplinary action reports, compilation of test results and statistical data, spreadsheets, reports and presentations
- Completion of Engineering reports using Microsoft Office applications
- Reports include consumption rates, budgets, profit and loss summary analysis and carbon footprint figures.
Training Supervisor
Shangri-La Hotel Sydney
05.2013 - 04.2015
- As a training supervisor for housekeeping, my primary responsibilities are administration and co-ordination of training programs for employees in the department
- Follow specified procedures within the hotel and provide prompt, efficient and gracious customer service to all hotel guests
- The ability to problem solve to ensure tasks are completed and work under pressure
- Maintain inventory of stock and taking ownership to order new supplies
- Maintain the cleanliness and safety of our work station
- Report directly to the Housekeeping Manger and Executive Housekeeper
- Quality inspection of Rooms, Service areas and Public areas
- Managing a team of 40 staff
- Ensuring staff productivity is on target and preparing a monthly budget forecast
- Handling Laundry department services and charges in Laundry Manager’s absence
- Maintaining and enforcing all quality standards and procedures of guest’s pre-arrival, arrival and in-house stay
- In charge of accurately managing the payroll system using E-tivity.
Amenities Supervisor
Shangri-La Hotel Sydney
02.2012 - 05.2013
- Delivery of the amenities in a timely and efficient manner
- Supervising a team of 4 staff
- Communicate and supervise any need for supplies to the amenities centre from areas of the hotel.
Teacher’s Aide / Administrator
Chatswood Intensive English Centre
07.2010 - 01.2011
- As a teacher’s aide, responsible for assisting in the learning experience of students on a daily basis and support the tasks carried out by the teachers
- Be flexible to meet the working needs of the school, teachers and students
- Assist with the interpretation of Korean language students and their parents
- Organise enrolment for new students and manage the running of the library
- Responsible for the care of student during study groups and excursions
- As an administrator, manage the day to day clerical duties of the office
- Work with international student co-ordinator to improve process
- Good proficiency in school computing systems and also Microsoft Office programs including word, excel and PowerPoint.
Retail Sales
TEMT Clothing
04.2007 - 09.2008
- Working in the dynamic World Square retail store with a highly motivated team of 8 staff and exceeding weekly sales targets
- Maintaining a dedicated customer service focus in the store
- Keeping the store immaculately tidy and presentable
- Store opening & closing responsibility, including cashing of daily sales
- Assist the merchandising team to fit out the store after hours
- Covering for staff at the sister store Valley Girl – World Square
- Strong customer focus in retail sales and understanding of customers’ needs.
Self Employed
Damiani Clothing
01.2003 - 12.2004
- As the business owner of a retail clothing store, my main responsibilities include achieving sales targets and managing the day to day operations of the store
- Other duties are listed below: Managing expense and profitability of the business
- Sourcing stock & merchandise from wholesalers in Seoul as product lines and selecting clothing lines that are keeping with fashion
- The management of two retail staff and assisting them with sales training
- Development a marketing strategy through online shopping website and creating brand merchandise for the store
- Small business owner duties such as money handling, bookkeeping, accounting and payroll.
Education
Certificate IV & Diploma of Business -
Lloyds International College
05.2008
Academic English Program -
Access Language Centre
12.2006
Bachelor of Nursing -
Taegu Polytechnic College
03.2001
Skills
- Microsoft Office XP – Word, Excel, Outlook & PowerPoint
- Administrative tasks
- Office Administration
- Timesheet Processing
Otherlanguages
Korean (Reading & Writing)
Specialcoursesandtraining
- Fire Warden and Crisis Management
- Level 2 Workplace First Aid
- MICROS-Opera
- Check EAM
- Advanced knowledge of Office Applications
- Supervisory Excellence Program
- Seminar on Leadership, Effective communication, customer focused performance, modelling team results, setting standards, time management, delegation and empowerment.
- Shangri-La Care – Modules I / II/ III/ IV
- Seminars on how to improve guest relations, customer loyalty, recovery and taking ownership
- Chrome River Accounting system
References
Reference upon request
Certification
- Microsoft Word Level 2 Training
- Microsoft Excel Level 2 Training
Timeline
Management Assistant to Head of Analytics, Data Science AI COE & Head of Infrastructure Platforms
Suncorp
08.2018 - Current
Personal Assistant to Head of Design and Engineering
PTC Consulting Engineers
02.2017 - 08.2018
Personal Assistant to CEO / Accounts Officer
Fashionova Pty Ltd
09.2016 - 02.2017
Secretary to Director of Engineering (DOE)
Shangri-La Hotel Sydney
04.2015 - 09.2016
Training Supervisor
Shangri-La Hotel Sydney
05.2013 - 04.2015
Amenities Supervisor
Shangri-La Hotel Sydney
02.2012 - 05.2013
Teacher’s Aide / Administrator
Chatswood Intensive English Centre
07.2010 - 01.2011
Retail Sales
TEMT Clothing
04.2007 - 09.2008
Self Employed
Damiani Clothing
01.2003 - 12.2004
Certificate IV & Diploma of Business -
Lloyds International College
Academic English Program -
Access Language Centre
Bachelor of Nursing -
Taegu Polytechnic College
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