Summary
Overview
Work History
Education
Skills
References
Hobbies and Interests
Recentemploymentdetails
Timeline
AssistantManager

MELANIE SCOTT

Cammeray,Australia

Summary

Highly committed administration professional with extensive experience in executive support across diverse industries including not-for-profit, legal, financial services, and IT consulting sectors. Proven track record in providing comprehensive administrative support to senior management and multi-disciplined teams, while streamlining processes for optimal efficiency. Accomplished communicator with a demonstrated ability to effectively engage stakeholders at all seniority levels and establish positive, productive working relationships.

Overview

26
26
years of professional experience

Work History

Personal Assistant to the Grand Secretary

The United Grand Lodge of NSW & ACT (Freemasons)
08.2004 - Current
  • Company Overview: The Freemasons are a large fraternal and not-for-profit organisation, which encourages its members to pursue self-development and charity work
  • Provide comprehensive, high level executive support to the Grand Secretary (equivalent of CEO) and the Grand Master; act as first point of contact between the members in NSW and ACT and the head office
  • Responsible for email and diary management, travel bookings and meeting coordination ensuring effective prioritisation and a proactive approach at all times
  • Prepare and proof read a wide range of confidential documentation and correspondence; collate information and data, and prepare reports, presentations and other material for internal and external meetings
  • Respond to member enquiries ensuring high standards of client service and prompt addressing of any issues; maintain member database (iMIS) and ensure the currency and accuracy of all information
  • Manage staff time sheets, annual leave register, expenses, invoices and stationery orders; coordinate and arrange staff events and functions as required
  • Manage a small team of administrative staff and oversee their functions across general administration and reception; delegate daily duties and coordinate staff resources effectively also during leave periods
  • The Freemasons are a large fraternal and not-for-profit organisation, which encourages its members to pursue self-development and charity work
  • My in-depth knowledge of the organisation and the needs of its different practices, has allowed me to perform my role efficiently and deliver desired outcomes in a proactive manner
  • I have received consistently positive feedback on my work ethic, performance and professional, helpful approach from senior management, peers and direct reports
  • Overhauled the invitation system used for advising representatives of their appointments in NSW and ACT resulting in vastly improved accuracy of information and presentation quality of the letters produced
  • Took over responsibility for the Grand Master’s appointments from a staff member who was a dedicated resource for this particular task for a lengthy period of time; streamlined the process and organised a part-time volunteer to assist with the appointment administration process resulting in significant cost savings
  • Successfully coordinated annual conference registrations, booking of meeting rooms and catering; ensured all equipment was set up and working accordingly and the conference material was readily available for the delegates

Administrative Assistant to Managing Director of the Insurance & Risk Management Division

Phillips Fox Lawyers
04.2001 - 07.2004

Secretary / Administrative Assistant (Temporary)

IBM Australia
11.2000 - 02.2001

Team Secretary, Travellers Cheque Group

American Express
09.1998 - 01.2000

Education

Priority Management for Executive Assistants -

Adapt Training Solutions

What Matters Most / Time & Life Management Seminar -

FranklinCovey Australia & New Zealand

Excel 2000 Intermediate Course -

Cremona Training Company Pty Ltd

Lotus Notes Email Primary Course -

WDR Training & Consultancy Ltd
Horsham, West Sussex

One Term Intensive Business Skills Course -

Queen’s Secretarial College
London

Skills

  • Administration and coordination skills
  • Appointment setting
  • Meeting coordination
  • Travel arrangements
  • Stakeholder management
  • Relationship management
  • Time management
  • Organisational skills
  • Verbal communication skills
  • Written communication skills
  • Documentation
  • Report writing
  • Presentation skills
  • Leadership skills
  • Mentoring
  • Training
  • Technological competence
  • Microsoft Office Suite
  • Social media proficiency
  • Executive support
  • Team support
  • Itinerary preparation
  • General secretarial duties
  • Supplier management
  • Courier management
  • Equipment maintenance
  • Membership coordination
  • Project management
  • Board liaison
  • Committee liaison
  • Annual review process
  • Audit process
  • File management
  • Staff training
  • Reception relief

References

Available on request

Hobbies and Interests

  • Scuba diving
  • Indoor rock climbing
  • Dance classes (modern jive, salsa)
  • Photography
  • Art (painting and drawing)
  • Film
  • Reading

Recentemploymentdetails

Personal Assistant, The United Grand Lodge of NSW & ACT (Freemasons), 08/01/04 - Current, Provide comprehensive, high level executive support to the Grand Secretary (equivalent of CEO) and the Grand Master; act as first point of contact between the members in NSW and ACT and the head office., Responsible for email and diary management, travel bookings and meeting coordination ensuring effective prioritisation and a proactive approach at all times., Prepare and proof read a wide range of confidential documentation and correspondence; collate information and data, and prepare reports, presentations and other material for internal and external meetings., Respond to member enquiries ensuring high standards of client service and prompt addressing of any issues; maintain member database (iMIS) and ensure the currency and accuracy of all information., Manage staff time sheets, annual leave register, expenses, invoices and stationery orders; coordinate and arrange staff events and functions as required., Manage a small team of administrative staff and oversee their functions across general administration and reception; delegate daily duties and coordinate staff resources effectively also during leave periods., My in-depth knowledge of the organisation and the needs of its different practices, has allowed me to perform my role efficiently and deliver desired outcomes in a proactive manner. I have received consistently positive feedback on my work ethic, performance and professional, helpful approach from senior management, peers and direct reports., Overhauled the invitation system used for advising representatives of their appointments in NSW and ACT resulting in vastly improved accuracy of information and presentation quality of the letters produced., Took over responsibility for the Grand Master’s appointments from a staff member who was a dedicated resource for this particular task for a lengthy period of time; streamlined the process and organised a part-time volunteer to assist with the appointment administration process resulting in significant cost savings., Successfully coordinated annual conference registrations, booking of meeting rooms and catering; ensured all equipment was set up and working accordingly and the conference material was readily available for the delegates.

Timeline

Personal Assistant to the Grand Secretary

The United Grand Lodge of NSW & ACT (Freemasons)
08.2004 - Current

Administrative Assistant to Managing Director of the Insurance & Risk Management Division

Phillips Fox Lawyers
04.2001 - 07.2004

Secretary / Administrative Assistant (Temporary)

IBM Australia
11.2000 - 02.2001

Team Secretary, Travellers Cheque Group

American Express
09.1998 - 01.2000

Priority Management for Executive Assistants -

Adapt Training Solutions

What Matters Most / Time & Life Management Seminar -

FranklinCovey Australia & New Zealand

Excel 2000 Intermediate Course -

Cremona Training Company Pty Ltd

Lotus Notes Email Primary Course -

WDR Training & Consultancy Ltd

One Term Intensive Business Skills Course -

Queen’s Secretarial College

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MELANIE SCOTT