Kirsten Ahn
Sydney,NSW
Summary
Skilled administrative professional with extensive experience in supporting senior executives and managing office operations efficiently. Proven expertise in organizing corporate events, optimizing scheduling, and streaming administrative procedures.
Adept at project management, with a strong ability to collaboration with internal and external stakeholders. Known for exceptional organizational skills and a commitment to enhancing workplace productivity.
Overview
22
22
years of professional experience
1
1
Certification
Work History
Management Assistant
Suncorp
08.2018 - Current
- Coordinated comprehensive meeting logistics to ensure seamless executive gatherings.
- Optimize scheduling for leadership through effective email and calendar management.
- Coordinate and organize business functions, lunches, dinners, team events, and travel arrangements in line with policies.
- Support administrative tasks related to recruitment processes and HR matters.
- Organize meeting materials, including agendas, presentations, and action item lists.
- Manage monthly corporate card statements, purchasing orders, and invoice processing.
- Enabled departmental efficiency by offering pivotal support in administrative duties and strategic departmental activities.
- Collaborate effectively with both internal and external stakeholders.
- Played a key role as a Change Champion in the successful rollout of critical projects, including Telephony, Modern Desktop, and Voyageur, enhancing operational efficiency.
Personal Assistant
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.
- Streamlined executive schedule management by effectively organizing meetings, appointments, and diary commitments.
- Booking and arranging travel and accommodation for both domestic and international travel.
- Organizing company events and conferences.
- Preparation of reports, presentations, and correspondence.
- Preparation of fee proposals for project tendering.
- Coordinating the database and filing system.
- Involving HR duties such as recruitment, reviews, and HR administration.
- Arrange training course attendance and assist with new starters across the department.
- Preparing the employment contract and sub-contractor contract.
- Responsible for Workplace Health and Safety.
- Provide administrative, logistical, and technical support to the team.
- Implementing and maintaining procedures and administrative systems.
- Coordinating with the Accounts team for weekly invoicing and budgeting.
- Calculating tonnage for cost-saving on each project.
- Sourcing and ordering office equipment and stationery.
Personal Assistant
Fashionova Pty Ltd
09.2016 - 02.2017
- Personal Assistant: Diary management, including scheduling meetings, booking meeting rooms, and 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 prioritizing importance for action.
- Email management, including drafting and finalizing 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 the company business account using SAP Business One.
- Full function of accounts receivable and payable.
- Prepare aging analysis every month in coordination with revenue officers.
- Manually process 50 to 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 and make remittances, including salary forwarding.
- Manage the super clearing house of the 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 filing, diary and calendar management, travel arrangements, and stationery requisition.
- Attend and minute all of the DOE's meetings.
- Preparation of meeting agendas, 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 the DOE: memos, disciplinary action reports, compilations 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 the administration and coordination 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, 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 workstation.
- Report directly to the Housekeeping Manager and Executive Housekeeper.
- Quality inspection of rooms, service areas, and public areas.
- Managing a team of 40 staff members.
- 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 for guests' 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 four staff members.
- Monitored and addressed any supply requirements for the amenities center from all areas of the hotel.
Teacher’s Aide / Administrator
Chatswood Intensive English Centre
07.2010 - 01.2011
- As a teacher’s aide, I am responsible for assisting in the learning experience of students on a daily basis and supporting the tasks carried out by the teachers.
- Be flexible to meet the working needs of the school, teachers, and students.
- Assist with the interpretation for Korean language students and their parents.
- Organize enrollment for new students, and manage the running of the library.
- Responsible for the care of students during study groups and excursions.
- As an administrator, manage the day-to-day clerical duties of the office.
- Work with the international student coordinator to improve the 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 eight staff members, and exceeding weekly sales targets.
- Maintaining a dedicated customer service focus in the store.
- Keeping the store immaculately tidy and presentable.
- Store opening and closing responsibility, including the cashing of daily sales.
- Assist the merchandising team in fitting 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 expenses and profitability of the business.
- Sourcing stock and merchandise from wholesalers in Seoul, as well as selecting clothing lines that are in keeping with fashion.
- The management of two retail staff members and assisting them with sales training.
- Develop a marketing strategy through an online shopping website and create 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
Sydney05.2008
Academic English Program -
Access Language Centre
Sydney12.2006
Bachelor of Nursing -
Taegu Polytechnic College
Teagu, South Korea03.2001
Skills
- Office Management
- Effective Scheduling Skills
- Efficient Learner
- Effective Time Management
- Diligent Professional Attitude
- Project Management
- Stakeholder Engagement
- Microsoft Office Suite
- Team Collaboration
- Problem-solving
Certification
- Microsoft Word Level 2 Training
- Microsoft Excel Level 2 Training
Other languages
Korean (Reading & Writing)
Special courses and training
- 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
References available upon request.
Timeline
Management Assistant
Suncorp
08.2018 - Current
Personal Assistant
PTC Consulting Engineers
02.2017 - 08.2018
Personal Assistant
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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