MAXY RYAN
Melbourne,VIC
Summary
Organized and proactive Executive Assistant, Virtual Assistant and excellent Customer Service Representative who thrives on meeting challenging tasks and exceeding customer expectations.
Highly motivated, independent worker with excellent problem-solving and analytical skills with excellent experience in a wide range of industries. Maintains professional appearance and demeanor and expertly completes assigned tasks with focus on quality.
Dependable, reliable, and quick-learning team player with effective communication. Driven and resourceful administrative professional with 20+ years of experience assisting high-achieving executives.
Proven track record supporting professional needs with precision. Successfully manages high-volume workloads in rapidly changing environments. Handles multiple projects simultaneously with a high degree of accuracy.
Experienced Executive Assistant providing comprehensive administrative support to senior level teams. Adept at managing calendars, preparing reports and coordinating meetings demonstrating excellent customer service, problem-solving, and communication skills.
Business-savvy with excellent decision-making skills. Proven track record of maintaining efficient office operations including scheduling and coordination of meetings.
Expertise in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes and agendas. Willingness to take on added responsibilities to meet team goals. Striving to seek and maintain a position that offers professional challenges utilising interpersonal skills, excellent time management and problem-solving skills.
Ability to handle multiple projects simultaneously with a high degree of accuracy and confidentiality. Results-driven administrative professional with a forward-thinking approach centered on company success and competitive growth.
Demonstrated record of success in building successful teams and managing profitable operations.
Overview
19
19
years of professional experience
Work History
Social Media Content Creator
Bespoke Social Media
2020.05 - 2020.08
- Enhanced brand awareness by creating engaging and shareable social media content.
- Increased audience engagement through the development of tailored content for each platform.
- Scheduled regular postings using social media management tools, ensuring a steady stream of fresh content for followers'' consumption.
Executive Virtual Assistant
Elite Edge Solutions
2023.07 - Current
- Maintain a well-organised database system for improved information accessibility in daily operations.
- Complete business correspondence, transcription, and data entry.
- Monitoring of emails, organised inboxes, and prioritisation of messages for Executive.
- Manage multiple priorities effectively under tight deadlines while remaining detail-oriented throughout each task.
- Preparation of PowerPoint presentations and run slide shows remotely for virtual meetings.
- Manage CRM input, exports and clean up.
- Uphold the highest standard of confidentiality when handling sensitive information relating to clients'' personal or business affairs.
- Manage electronic and paper filing systems by updating paperwork, maintaining documents, and accurately recording information.
- Streamline administrative processes for increased productivity through effective email management and calendar coordination.
- Execute travel arrangements by researching and booking flights and accommodations.
- Improve team collaboration by organising virtual meetings, preparing agendas, and taking accurate meeting minutes.
- Manage phone and email correspondence and handle incoming and outgoing mail.
- Build and maintain excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Continually seeking methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Support company leaders by managing budgets, scheduling appointments and organising calenders and itineraries.
- Organise logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
Executive Assistant to CEO
CareChoice
2022.03 - 2023.06
- Provided high level extensive support to Board Members, CEO and the Executive Team
- Organisation and collation of monthly board reports, presentations and developed administration solutions
- Analysed company strategies and marketing campaigns
- Organised company events for all staff
- Managed head office staff and general office
- Processed travel expenses and reimbursements for executive team and senior management group
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimise time.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
Salon Manager
Foxx & Beagle
2020.11 - 2022.03
- 14 months managing client's details, scheduling appointments, managing the salon, and making sure the business runs smoothly
- Updating records and ensuring stylists run on time and are organised
- Face of the business and coordination in a timely manner a must.
- Controlled inventory by tracking expenses, purchases, and shelf stock.
- Optimised work shifts, managed staff schedules, and ensured adequate coverage during peak hours to maintain exceptional customer service levels.
- Resolved customer concerns promptly and efficiently to maintain a strong reputation within the local community.
- Maintained a clean and welcoming salon environment through regular maintenance, organisation, and attention to detail.
Database Administrator
Nelson Alexander Real Estate
2019.01 - 2022.06
- Working directly with Head Office for one of Australia's leading real estate agencies.
- Built databases and table structures for web applications.
- Modified databases to meet needs and goals determined during planning process.
- Conducted tests to identify issues and make necessary modifications.
- Developed and updated databases to handle customer data.
Social Media Content Creator
Bespoke Social Media
2020.07 - 2022.12
- Developed social media content and executed strategies for a variety of clients across multiple industries and technology platforms to Company Director
- Duties included social media content creation and management, event coordination and marketing.
- Enhanced brand awareness by creating engaging and shareable social media content.
- Managed content across multiple platforms for widest audience reach.
- Increased audience engagement through the development of tailored content for each platform.
Independent Sales Consultant
Arbonne
2017.07 - Current
- Ran all aspects of my personal direct marketing business including accounts management, marketing, and client relationships.
- Developed specific schedule of prospecting and account management tasks to perform daily, weekly and monthly to meet or exceed sales goals with little company supervision.
- Delivered engaging sales pitches that highlighted unique selling points of products or services offered.
- Expanded client base through effective networking and referrals, leading to significant business growth.
Business Analyst
Apex Earthworks
2020.03 - 2020.12
- Provided high level extensive support to Directors and Executive Team
- Organisation and collation of monthly board reports, presentations and developed administration solutions
- Analysed company strategies and marketing campaigns
- Organised company events for all staff
- Managed head office staff and general office
- Processed travel expenses and reimbursements for executive team and senior management group
- Answered high volume of phone calls and email inquiries
- Screened calls and emails and initiated actions to respond or direct messages for managers.
Director
Association Insurance Australia
2013.01 - 2020.03
- Ran all aspects of back-office functions including accounts management, document management, database management, IT system set up, supplier relationships
- Front line client relationship management and business development –identifying and following up on new business leads, strengthening existing client relationships and accounts to provide a high level of customer service.
Executive Assistant
GE Capital
2010.04 - 2012.12
- Provided executive support and advice to the four senior directors of the Retailer Solutions division
- Developed and implemented administration solutions.
Executive Assistant, Managing Director
Aon Risk Services Australia
2008.09 - 2010.04
- Provided executive support to the Managing Director
- Organised presentations and developed administrations solutions
- Analysed company strategies and marketing campaigns.
Executive Assistant
Sensis Pty Ltd
2005.02 - 2007.08
- Provided executive assistance to the General Managers of the Business transformation Group and the Executive Leadership Team
- Provided administrative support to members of all Telstra and Sensis boards
- Prepared monthly CEO reviews, organized conferences, and meetings.
Education
Skills
- Executive Diary | Travel | Meeting Management
- Customer Service Excellence | CRM Office Management
- Event Budget Monitoring | Staff Event Planning
- Supervision and Leadership
- Document Processing Reviewing
- Executive Presentations | Stakeholder Relationships
- Multitasking Capabilities | Teamwork & Collaboration
- Office Relocation | Office Equipment Monitoring
- Internal | External Relationships
- Excellent Communication | Time Management Efficiency
- Multitasking Capabilities | Teamwork & Collaboration
- Office Relocation | Office Equipment Monitoring
- Internal | External Relationships
- Friendly, Positive Attitude | Dependable, Loyal & Reliable
- MS XP Professional Experience – All platforms
- Adobe Software Experience - All platforms
- Website/Intranet Management | Staff Newsletters
- InDesign | Canva Pro Experience
- Mac | Microsoft Office Suite proficient
- Salesforce | Hubspot experience
- LinkedIn | Instagram | X | Facebook | Snapchat | Pinterest
- First Aid/CPR Qualified
- Working with Children Check | Employee & Volunteer
- RSA – Responsible Serving Alcohol
- Project Planning | Strategic Planning
- Schedule Management | Project Management
- Business Correspondence
- Conflict Management
- Task Delegation
- Social media knowledge
- Risk Management
- Multi-line phone proficiency
- Process Improvements
- Travel administration
- Report Generation
- Human Resources Management (HRM)
- Legal administrative support
- Policy Enforcement
- Time Management
- Reliable and Responsible
- Microsoft Office
- Executive Schedule Management
- Problem-Solving
- Honest and Dependable
- Critical Thinking
- Travel Arrangement Coordination
- Relationship Building
- Analytical Thinking
- Team Leadership
- Team Coordination
- Work Prioritization
- Calendar and Scheduling Software
- File Maintenance
- Decision-Making
- Meeting Scheduling
- Meeting Agenda Preparation
- Goal Minded
- Document Filing and Retrieval
- Travel Itineraries
- Spreadsheet tracking
- Report Writing
- Appointment Setting
- Social Media Management
- Project Oversight
- Business Writing
- Videoconference preparation
- Performance Improvement
- Technical Support
- Business Correspondence
- Conflict Management
- Task Delegation
- Social media knowledge
- Risk Management
- Multi-line phone proficiency
- Process Improvements
- Travel administration
- Report Generation
- Human Resources Management (HRM)
- Legal administrative support
- Policy Enforcement
- Time Management
- Reliable and Responsible
- Spreadsheet tracking
- Report Writing
- Appointment Setting
- Social Media Management
- Project Oversight
- Business Writing
- Videoconference preparation
- Performance Improvement
- Technical Support
- Business Correspondence
- Conflict Management
- Task Delegation
- Social media knowledge
- Risk Management
- Multi-line phone proficiency
- Process Improvements
- Travel administration
- Report Generation
- Human Resources Management (HRM)
- Legal administrative support
- Policy Enforcement
- Time Management
- Reliable and Responsible
- Microsoft Office
- Executive Schedule Management
- Problem-Solving
- Honest and Dependable
- Critical Thinking
- Travel Arrangement Coordination
- Relationship Building
- Analytical Thinking
- Team Leadership
- Team Coordination
- Work Prioritization
- Calendar and Scheduling Software
- File Maintenance
- Decision-Making
- Meeting Scheduling
- Meeting Agenda Preparation
- Goal Minded
- Document Filing and Retrieval
- Travel Itineraries
- Spreadsheet tracking
- Report Writing
- Appointment Setting
- Social Media Management
- Project Oversight
- Business Writing
- Videoconference preparation
- Performance Improvement
- Technical Support
- Business Correspondence
- Conflict Management
- Task Delegation
- Social media knowledge
- Risk Management
- Multi-line phone proficiency
- Process Improvements
- Travel administration
- Report Generation
- Human Resources Management (HRM)
- Legal administrative support
- Policy Enforcement
- Time Management
- Reliable and Responsible
- Microsoft Office
- Executive Schedule Management
- Problem-Solving
- Honest and Dependable
- Critical Thinking
- Travel Arrangement Coordination
- Relationship Building
- Analytical Thinking
- Team Leadership
- Team Coordination
- Work Prioritization
- Calendar and Scheduling Software
- File Maintenance
- Decision-Making
- Meeting Scheduling
- Meeting Agenda Preparation
- Goal Minded
- Document Filing and Retrieval
- Travel Itineraries
Additional Information
To join a local team that values communication excellence as well as core values that align within the industry assigned to. A company I aspire to work with is one that allows me to add value to the business whilst continuing to learn and develop my career.
My level of business and administration skills are relevant across a wide range of industries to which I believe makes me an essential and adaptable employee. I have continually demonstrated my ability to learn new skills and business operations to suit multiple roles. My CRM and front of house customer service skills have always reflected with my personality which is authentic, genuinely happy and I enjoy inviting people into a business and exposing them to the best experience possible.
I have always had a wonderful work ethic, and I believe people should be treated with respect first and foremost.
My belief within any company I have worked for is to reflect the business, representing it with the utmost enthusiasm to the best of my capabilities.
I am loyal, enthusiastic, hardworking and enjoy making connections with people. I have a keen interest in health, fitness, mental health, psychology, animals, and photography. I am also a writer, in my personal time and enjoy every element of this in every way, shape and form. I am a regular AFL and AFLW supporter and enjoy all types of sports following teams and admiring the discipline and determination they hold working together in a team functionality. As an athlete most of my life, I have been fortunate enough to have had many opportunities within the sporting field to be a part of team environments and how important it is to work with one another, on any level, to achieve the end goal., AMANDA BOND, Chief Executive Officer, CareChoice Pty Ltd, 0408 030 118, ALEX ELLIS, Owner & Business Process Manager, Apex Earthworks Pty Ltd, 0401 989 141, WENDY GRIMSTON, Manger|Advisor in Leadership, Internal Communications & Change, Bendigo Kangan Institute, 0417 168 457, ALEXANDRA CHAPMAN, Chief Executive Office & Co-Founder of TOP, Totally Optimized Projects, 0411 519 445
Timeline
Executive Virtual Assistant
Elite Edge Solutions
2023.07 - Current
Executive Assistant to CEO
CareChoice
2022.03 - 2023.06
Salon Manager
Foxx & Beagle
2020.11 - 2022.03
Social Media Content Creator
Bespoke Social Media
2020.07 - 2022.12
Social Media Content Creator
Bespoke Social Media
2020.05 - 2020.08
Business Analyst
Apex Earthworks
2020.03 - 2020.12
Database Administrator
Nelson Alexander Real Estate
2019.01 - 2022.06
Independent Sales Consultant
Arbonne
2017.07 - Current
Director
Association Insurance Australia
2013.01 - 2020.03
Executive Assistant
GE Capital
2010.04 - 2012.12
Executive Assistant, Managing Director
Aon Risk Services Australia
2008.09 - 2010.04
Executive Assistant
Sensis Pty Ltd
2005.02 - 2007.08
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