Summary
Overview
Work History
Education
Skills
Websites
References
Affiliations
Timeline
Generic

Natalie Ephraums

Melbourne,VIC

Summary

I have over 15 years’ experience across a number of operationally focused roles that required establishing and development of exceptional and robust relationships with internal teams and external partners, in depth technical knowledge, good judgement and negotiation skills. The varied roles that I have held have given me a comprehensive and unrestricted education and potential to excel in any job that I undertake. Being highly organized and creating excellent working conditions with stakeholders, I have been able to achieve great success in the roles I have held. I am known for being genuine and open in the way I conduct myself and my working relationships, show an ability to manage multiple tasks at one time, and am passionate about people and connectivity and driven to work collaboratively with colleagues, partners and service providers. Committed and focused on using initiative to achieve outstanding results whilst mitigating risks and remaining calm under pressure. Industrious and forward-thinking Senior Executive Assistant with over [Number] years of experience in [Type] environments. Handles strategic planning, operational and administrative requirements. Results-driven and hardworking with skill and resilience to achieve daily operational goals. Focused on maximizing executive productivity by providing exceptional service and coordinating team activities. Executive Assistant with diverse background in business management. Facilitates multiple projects simultaneously. Considered valuable, punctual employee with outstanding calendaring and [Skill] talents. Highly-motivated employee with desire to take on new challenges. Strong worth ethic, adaptability and exceptional interpersonal skills. Adept at working effectively unsupervised and quickly mastering new skills.

Overview

18
18
years of professional experience

Work History

Executive Assistant to Managing Director

DT Global Asia Pacific Pty LTD
Melbourne, Victoria
09.2020 - 02.2024
  • Proactive Diary Management for MD
  • Liaison between teams including Senior Management Team, Program support management and in country teams across the Asia Pacific Region for general program management
  • Maximise efficiency and minimise interruptions to MD workflow by responding to requests from internal and external stakeholders by proactive interception
  • Support of Quality Management /Audit functions with related management of all internal compliance registers in interaction between teams including Executive and Senior Management Team, DT Global Europe, program support management and in country teams across the Asia Pacific Region
  • Compliance Support/Executive Stakeholder management of DT APAC Business Development team in bid management initiatives with Department of Foreign affairs and Trade
  • Company Secretary support
  • Liason and management of engaged notary for DFAT and program related support requests
  • Facilitate approvals process for document approval and sign off on behalf of MD APAC and DT Global Australian Director including liaison between teams including Senior Management Team, DT Global Europe, Program support management and in country teams across the Asia Pacific Region
  • Establish and maintain excellent, harmonious working relationships with wider team at all levels
  • Support to DTG global executive as required
  • Support to Senior Management Team
  • Schedule meetings across differing time zones for fortnightly management meetings and monthly budget holder meetings and others as required
  • Collaborate with Finance Director and other Business Unit Managers to ensure full attendance with rescheduling as required
  • Coordination of travel international and domestic for DTG APAC MD, Global Executive, Senior Management team including liaison and support of staff based in APAC regional offices
  • Arrange travel visas and associated requirements with Covid-19 or pre-travel medical requirements as necessary including liaison and support of staff based in APAC regional offices and global corporate office locations
  • Completion of monthly expense claims and credit card reconciliation (Concur system) for MD and Senior Management Team/approval on behalf of MD for Senior Management expense claims and associated compliance registration of transactions including liaison and support of international local administration staff based in APAC region offices
  • Complete per diem applications and acquittals on behalf of MD and approvals of Senior Management team for overseas travel and associated compliance registration of transactions including liaison and support of staff based in APAC region offices
  • Processing of accounts payable invoices into BST System
  • Act as administrator to complete timesheets on behalf of MD and approval and management of MD Direct reports for punctual timesheet recording
  • Assist/lead with the organization of meetings, events and conferences
  • Executive Team Meeting attendance and minute preparation
  • Co-ordination of Team Engagement events
  • Front of house activities, meet and greet, assistance with enquiries, management of correspondence both incoming/outgoing on behalf of MD
  • Provide administrative support to key area governance functions including Quality HSE, Risk Management Initiatives
  • Support ISO9001 certification for audit purposes including documentation management and recording of all registers relating to activities of MD and Senior Management Team
  • Entrusted to assist executive team with highly confidential matters.
  • Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
  • 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.
  • Developed effective filing systems for easy retrieval of information when needed.
  • Monitored incoming emails and responded accordingly in a timely manner.
  • Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
  • Assisted in developing policies and procedures pertaining to office administration matters.
  • Conducted research on various topics as requested by executives or senior management personnel.
  • Assisted in organizing conferences, seminars and other events as directed by the executives.
  • Managed all aspects of catering needs for special events hosted by the organization.
  • Scheduled appointments for executives with external parties such as vendors or suppliers.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Coordinated meeting and work schedules for staff teams and executives.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
  • Set up meeting and event logistics for senior management and updated calendars.
  • Made travel arrangements to provide executives seamless and travel policy-approved business trips.
  • Revised and maintained master calendar to coordinate meetings across multiple time zones.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Took detailed notes in meetings and disseminated information afterward.
  • Coordinated multiple schedules using online calendaring system.
  • Compiled meeting agendas and supportive materials ahead of meetings.
  • Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.
  • Executed special objectives and projects in response to executive team and board member requests.
  • Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
  • Updated and implemented administrative and executive support policy changes and monitored effects.

Project Support Officer - Justice Services and Stability for Development (JSS4D) – Papua New Guinea

DT Global Asia pacific PTY LTD
04.2021 - 09.2022
  • Contributed to Cardno’s success in the Aus/Pacific region by providing operational and administrative support to project management activities within the DFAT funded JSS4D International Development program
  • Worked closely with project teams to provide admistrative, operational and logistical support including contracting, procurement, financial management, travel arrangements and other logistics
  • Supported compliance with key operational and contractual requirements and policies
  • Supported head office initiatives for program process improvements and assisted with recruitment of specialist program personnel.

Office Manager/Business Operations Assistant

Byte Technology
Melbourne, Victoria
11.2019 - 04.2021
  • Responsible for smooth and efficient general management of office operations, event management to facilitate greater staff engagement, executive support to CEO, CFO, COO and HR Business partner
  • Expanded role to assist with office relocation and accounts receivables.
  • Developed and implemented office policies and procedures.
  • Supervised staff members, organized schedules and delegated tasks.
  • Coordinated meetings, conferences, travel arrangements and department activities.
  • Maintained filing system for records, correspondence and other documents.
  • Ordered supplies and equipment to maintain adequate inventory levels.
  • Provided administrative support to management team including preparing reports and presentations.
  • Answered phone calls, responded to emails, routed mail and coordinated courier services.
  • Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
  • Managed front desk operations including greeting visitors, answering questions or directing them to appropriate personnel.
  • Tracked invoices and payments to ensure accuracy of accounts receivable and payable information.
  • Organized company events including holiday parties, team building activities .
  • Ensured compliance with applicable laws regarding employment practices.
  • Provided training to new hires on office policies and procedures.
  • Managed office inventory and placed new supply orders.
  • Monitored payments due from clients and promptly contacted clients with past due payments.
  • Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
  • Managed, scheduled and coordinated office functions and activities for employees.
  • Used judgment and initiative in handling confidential matters and requests.
  • Implemented and maintained company protocols to facilitate smooth daily activities.
  • Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.
  • Sustained office efficiency by implementing and planning office systems, equipment procurement and layouts.
  • Interpreted and communicated work procedures and company policies to staff.
  • Delegated work to staff, setting priorities and goals.
  • Organized team activities to build camaraderie and foster pleasant workplace culture.
  • Assisted in developing and implementing policies and procedures related to business operations.
  • Provided administrative support to the business operations team by maintaining calendars, scheduling meetings and coordinating travel arrangements.
  • Coordinated with vendors to ensure timely delivery of goods or services.
  • Managed office supplies inventory and placed orders when necessary.
  • Ensured compliance with company standards regarding safety, security and confidentiality of data.
  • Developed strategies to improve operational processes efficiency while reducing costs.
  • Prepared presentation materials for internal meetings using Microsoft Office applications.

Community Activation Specialist

CUA
12.2017 - 09.2019
  • Responsible for management of CUA’s national Community Leave program (Volunteer Program)
  • Proactively collaborating with both internal and external stakeholders to create and maximise opportunities for engagement and activation of the Community Leave Program in accordance with CUA Policies and Standards, procedures and brand guidelines whilst ensuring the safety, health and wellbeing of our team.

Community Sustainability Coordinator

CUA
04.2007 - 12.2017
  • Responsible for annual delivery of CUA Community Care Grants Program and partnership management of School Fun Run program and Red Nose (formerly SIDS and Kids)
  • Relationship manager for Red Nose (formerly SIDS and Kids), responsible for all major engagement initiatives.

Product Coordinator

CUA
06.2006 - 04.2007
  • Liaison point for product migration assisting Group Operations, GM Risk, GM Marketing and Marketing Manager
  • Management of product portfolios across retail network
  • Manage interest rate change process for the lending portfolio
  • Assisted with monthly reporting to the Group Executive
  • Assisted with management and delivery of product training for internal stakeholders.

Education

High School Diploma -

Emmaus College
Burwood, VIC

Skills

  • Stakeholder Management
  • Executive Management support
  • Internal/External Communications
  • Proficiency using Microsoft Office suite of products
  • Program Management
  • Event Management
  • Establishing and maintaining good working relationships
  • Working collaboratively to achieve common goals
  • Excellent organisational and administrative skills
  • Risk Management
  • Facilities Management
  • Negotiation and diplomatic resolution of difficult situations
  • Project documentation, procedural and process improvements
  • Strong Interpersonal Skills
  • Senior Leadership Support
  • Event Coordination
  • Videoconference Preparation
  • Confidential Correspondence
  • Internal Communications
  • Staff Motivation
  • Employee Timesheet Processing
  • Scheduling And Calendar Management
  • File System Management
  • Document Control
  • Administer Training Modules
  • Meeting Coordination
  • Executive Support
  • Professional Communication
  • Conference Planning
  • Detailed Meeting Minutes
  • Office Management
  • Administrative Support Specialist
  • Information Confidentiality
  • Highly Organized
  • Workflow Optimization
  • Schedule Management
  • Calendar Management

References

  • Colin Adams, Managing Director Asia Pacific, DT Global Asia Pacific, 0448 014 551
  • Stacy Gurrie, CEO Byte Technology Pty Ltd, 0421 074 499
  • Laurel-Lee Blain, Manager External Communications, Great Southern Bank (formerly known as CUA), 0431 571 744
  • Andrew Hadley, CEO P&N Bank, (Formerly GM CUA), 0419 784 293

Affiliations

  • Travelling
  • Gardening
  • Creating memories

Timeline

Project Support Officer - Justice Services and Stability for Development (JSS4D) – Papua New Guinea

DT Global Asia pacific PTY LTD
04.2021 - 09.2022

Executive Assistant to Managing Director

DT Global Asia Pacific Pty LTD
09.2020 - 02.2024

Office Manager/Business Operations Assistant

Byte Technology
11.2019 - 04.2021

Community Activation Specialist

CUA
12.2017 - 09.2019

Community Sustainability Coordinator

CUA
04.2007 - 12.2017

Product Coordinator

CUA
06.2006 - 04.2007

High School Diploma -

Emmaus College

Similar Profiles

CREATE PROFILE
Natalie Ephraums