Lucille DESIREE Moses

Made redundant June 2023

Calendar Management

• Complex calendar management, scheduling appointments and meetings, drafting correspondence. Make administrative decisions and requests on behalf of management

Travel

• Responsible for co-ordination of domestic and international travel (different time zones), logistics, visas and travel itineraries for MD and leadership team.
• Travel Manager - approval and tracking of travel for APAC (Egencia platform). Liaise with external stakeholders to negotiate special hotel rates

Expenses

• Accurate and timely submission of expenses for the leadership team on a monthly basis. (Concur/Zoho)

Event Management

• Managing conferences, team offsite meetings, virtual offsite meetings including venue sourcing and catering. Team days, eg R U Ok days, monthly birthdays/lunches.

Meetings

• Powerpoint presentations for leadership team, providing reports for quarterly meetings (CRM). Attend meetings, take and distribute Minutes and follow up on actions.

Accounts

• Assist with processing Invoices, raising PO's, goods receipt (SAP LP1). Following up on outstanding Invoices.

HR

Recruitment/Selection/Onboarding/Offboarding

• First point of contact for all HR Matters. Responsible for employee confidential files, submitting personal information to payroll.
• Writing and updating policies and procedures, ensuring employees are aware of new policies/changes.
• Work with HR Mangers to ensure new hires have a professional, streamlined onboarding experience

Facility Management/Cleaners/Ad-hoc

• Liaise with property manager on all building maintenance issues
• Oversee cleaners (cleaning issues, renewal of contracts)
• Monitor and maintain stationery supplies, business cards and printing
• Assist with any ad hoc administrative responsibilities as required by the wider team/other departments

Made redundant - July 2022

Calendar Management

• Complex calendar management for leadership team, scheduling appointments and meetings, drafting correspondence. Respond to email enquiries on behalf of management

Travel

• Co-ordination of domestic and international travel (different time zones), arrange logistics, visas and travel itineraries for MD and leadership team.
• Travel Manager - approval and tracking of travel for APAC (Egencia platform). Liaise with external stakeholders to negotiate special hotel rates

Expenses

• Accurate and timely submission of expenses for the leadership team on a monthly basis. (Concur/Zoho)

Event Management

• Managing conferences, team offsite meetings, virtual offsite meetings including venue sourcing and catering. Team days, eg R U Ok days, christmas lunches/monthly birthdays/social lunches.

Meetings

• Co-ordinate leadership team meetings/catering
• Powerpoint presentations for leadership team, providing reports for quarterly meetings (CRM). Attend meetings, take and distribute Minutes and follow up on actions.

Accounts

• Assist with processing Invoices, raising PO's, goods receipt (SAP LP1). Following up on outstanding Invoices.

HR

• HR co-ordination for APAC - maintaining discretion and confidentiality in relationships with all employees, internal and external stakeholders.
• Writing and updating policies and procedures, ensuring employees are aware of new policies/changes.
• Work with HR Mangers to ensure new hires have a professional, streamlined onboarding experience

Legal co-ordination

• Preparing and drafting letters, reports and presentations, including Board papers for leadership team.
• Co-ordination of document signing, filing legal documents in sharepoint

Facility Management/Cleaners/Ad-hoc

• Liaise with property manager on all building maintenance issues
• Oversee cleaners (cleaning issues, renewal of contracts)
• Monitor and maintain stationery supplies, business cards and printing
• Assist with any ad hoc administrative responsibilities as required by the wider team/other departments
• Confidentially -Processing Employment Contracts, Salary Increase letters, Staff redundancies/restructuring, Risk Assessments, Probation letters
• Recruitment – placing job ads (on Seek, LinkedIn), shortlisting candidates, telephone reference checks, telephone interviews, arranging interview times with managers
• Employee onboarding (ensuring IT requirements and training initiated), off boarding employees (exit interviews), confidential handling of personnel files

End of Contract

Diary Management/Meetings

• Managing emails and extensive diary management for 3 Senior Partners
• Arranging meetings and lunches in Executive suite with internal and external stakeholders
• Organized and managed complex calendar of appointments, meetings for executive team.

Travel

• Arranging domestic and competing international travel and itineraries

Administration

• Proactively manage workflow on behalf of the Partners
• Fast and accurate processing of client and internal documentation including Partner’s electronic signatures
• Update client contact details in CRM and Outlook
• Access to Partners Citrix log ins to approve documents as directed by them when on leave
• Proactive in planning and organising workload as the role was autonomous.
• Maintained confidential records and files related to executive operations.
• Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
• Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff

Events

• Organised seminars, client events and corporate hospitality

Worked with a team of other PA's and EA's in a pool.

End of Contract

Meetings/Support to Senior Management

• To provide PA support to the Senior Management Team, including diary management, meeting co-ordination/ report preparation, PowerPoint presentations, Typing Minutes and distributing
• Arranging Conferences (off-site), logistics, travel (domestic and international), itineraries and visas
• Arranging monthly lunches for employees, team building events and conferences
• Providing EA assistance to Managing Director (in absence of Executive Assistant/HR Manager)
• Provide support to other areas of the business as required
• Liaising with Facilities Management, Contractors and Cleaners
• Processing Invoices, purchase orders and expenses
• HR Duties:
• Provide pro-active, professional and confidential administrative support to HR Manager
• Employee related matters: Employment Contracts, Leave records, onboarding, induction
• Administrating Contracts of Employment and processing new starters paperwork (arranging security access, car parking etc).

• End of Contract
• Operations & Warehouse Management Team
• Working with Operations and Warehouse Manager to ensure the smooth running of the entire Department
• Diary management, email management, report management, travel arrangements
• Office Management:
• Producing weekly HR reports and statistics for Management
• Arranging meetings, Agendas taking minutes and distribution
• Liaising with the IT consultant to assist and monitor resolution of IT issues for the Team
• Acting as the point of contact for the property/facilities related issues
• Arranging Catering for staff events and functions, Management meetings
• Preparation of weekly Senior manager’s reports for meetings
• Arranging travel for Management and all staff and arranging Visa's when required
• HR Duties:
• Supporting HR head office team with recruitment and new starter procedures/documentation, payroll admin
• Providing advice to staff on recruitment processes, employment and personnel conditions, awards and company policies and procedures
• Employee exit including termination, ensuring Company property is returned
• Maintenance and management of HR policies and procedures
• Managing WH&S administration: injuries and claims, reporting serious issues to HR head office OH&S officer, ensuring procedures are followed in case of injuries
• Achievements
• Set up their entire Documentation System for new Warehouse
• Ensured all staff were trained in appropriate Policies, Procedures & Work Instructions
• Prepared for annual TGA Audit ensuring documentation updated and complying with Australian ISO9001 standards
• Achieved no major non-conformances at annual TGA Audit

Event Management

Organised Events (birthdays, weddings, christenings), provided centrepieces, wedding backdrops, chair covers, balloon decorations).

Arrange with Customers/business owners to discuss event requirements.

Business Management

• Developed and implemented strategies to increase customer satisfaction and loyalty.
• Issue Invoices to customers/business owners
• Created monthly reports summarizing operational performance metrics.
• Coached, mentored and trained team members in order to improve their job performance.
• Conducted regular meetings with staff to discuss progress and identify areas of improvement.

• Developed and implemented quality assurance standards for all processes in line with ISO9001 global standards
• Monitored compliance with established policies, procedures, and regulations. Updated policies as required. Track changes and approvals
• Conducted regular audits to ensure product quality and safety.
• Prepared documentation for annual TGA Audits
• Investigated customer complaints regarding product quality and ensured corrective action was taken promptly.
• Processed Improvement/non conformance requests in a timely manner
• Monthly meetings to report KPI's