Olivia Brockman-Rees
Summary
Driven, resourceful, and highly committed with over three years experience as an Executive Assistant, assisting with work of high achieving executives within the Australian Public Service. Excellent support of professional needs with well-organised precision and successfully manages high-volume workloads in rapidly changing environments.
Adept at managing multiple competing priorities, preparing reports, and coordinating meetings,
and uses highly developed communication skills to liaise with stakeholders (internal and external).
Overview
4
4
years of professional experience
Work History
Executive Assistant to Assistant Secretary Queensland, Northern Territory and Western Australia Branch, Infrastructure Investment Division
Department of Infrastructure, Transport, Regional Development, Communications and the Arts
03.2021 - Current
- Responsibilities: Managing my Senior executive time through effective diary management, screening enquiries and identifying priorities to ensure they are able to meet responsibilities
- I am proficient in One Note, Sharepoint, Excel, Outlook, Teams, and Microsoft office
- Have spent time as relief for the FAS EA completing tasks such as coordinating requests throughout the division, diary management, monitoring all calls, and managing the executives time efficiently to ensure deadlines were met
- Was chosen on multiple occasions to assist at Parliament house in the Deputy Prime Ministers Office to work front of house, this included but not limited to answering phone calls, liaising with ministers, opening and scanning of incoming mail
- Preparing briefing material and document packs ahead of meetings including quality assurance of all internal material to ensure the input meets requirements
- Manage the workflow of the branch reporting and following up where required to ensure input is provided in a timely and efficient manner for Senior executive review
- Collaborating with divisional executive assistants to coordinate input on cross division reporting and briefing material to ensure input is consistent and of a high standard
- Ensuring administrative tasks such as registering incoming and outgoing correspondence including emails, briefs and appointments, booking travel and acquitting credit cards and ensuring the branch complies with records management guidelines in accordance with departmental policies and procedures
- provided secretariat support including agendas and meeting minutes and maintain information resources e.g. procedures, processes, documents and planning tools within your work area to foster and support the division’s goals and objectives
Executive Assistant to Assistant Secretary (SESB1) Program, Policy and Budget Branch
Department of Infrastructure, Transport, Regional Development, Communications and the Arts
03.2021 - 10.2021
- Responsibilities: Managing my executive’s time through effective diary management, screening enquiries and identifying priorities to ensure they are able to meet responsibilities
- Coordinate IT Support within the branch
- Coordinate requests to executive cohort with the FAS and Deputy Secretary EA’s
- Manage the acquittal and financial reconciliation reports of the branch to ensure transactions are processed in a timely manner
- Constant communication with internal stakeholders to ensure deadlines are met.
Receptionist
Trinity Law
02.2020 - 03.2021
- Responsibilities: Monitoring all calls and provide advice where necessary
- Ordering all stationary requests and assisting with IT support
- File away sensitive documents and make secure in system
- Creating and preparing new matters/files with sensitive client information
- Set up and pack up of front of house
- Assist the practice manager with onboarding of new starters in the branch
- Pick up/ drop off of sensitive documents to settlement organizations.
Skills
- Highly professional and approachable, with an ability to respond to enquiries in a prompt and efficient manner
- Adept in collating information and assisting in the preparation of reports and input for management
- Strategic Communication
- Exemplary planning, organisation and time management skills
- Corporate support
- Current Baseline Security Clearance
References
- Maxine Ewens, Assistant Secretary Queensland, WA and NT Branch, Infrastructure Investment Division, 0408 428 763, Maxine.ewens@infrastructure.gov.au
- Shona Rosengren, Bureau of Infrastructure & Transport Research Economics (BITRE) and Bureau od Communications, Arts & Regional Research (BCARR), 0466 770 379, Shona.rosengren@infrastructure.gov.au
- Karen Rowland, Practice manager for Trinity law, 0402 719 374, Karen.rowland@trinitylaw.com.au
Timeline
Executive Assistant to Assistant Secretary Queensland, Northern Territory and Western Australia Branch, Infrastructure Investment Division
Department of Infrastructure, Transport, Regional Development, Communications and the Arts
03.2021 - Current
Executive Assistant to Assistant Secretary (SESB1) Program, Policy and Budget Branch
Department of Infrastructure, Transport, Regional Development, Communications and the Arts
03.2021 - 10.2021
Receptionist
Trinity Law
02.2020 - 03.2021
Similar Profiles
Tamika TownsendTamika Townsend
Assistant Director at Department of Agriculture, Fisheries and ForestryAssistant Director at Department of Agriculture, Fisheries and Forestry
Kim LandersKim Landers
APS 4 Contract Support Officer- Offender Management at Department of Justice, Corrective ServicesAPS 4 Contract Support Officer- Offender Management at Department of Justice, Corrective Services
Teresa CostanzoTeresa Costanzo
A/g Assistant Director, Internal Events Manager, Communication & Creative Services, DITRDCA at Department of Infrastructure, Transport, Regional Development, Communication and the Arts (DITRDCA)A/g Assistant Director, Internal Events Manager, Communication & Creative Services, DITRDCA at Department of Infrastructure, Transport, Regional Development, Communication and the Arts (DITRDCA)
Jaime (Jai) KearneyJaime (Jai) Kearney
Northern Territory & Regional Western Australia Business Manager at Rentokil Initial Pty LtdNorthern Territory & Regional Western Australia Business Manager at Rentokil Initial Pty Ltd
GERMAINE.T VIGILGERMAINE.T VIGIL
Assistant Secretary (Acting) - Strategic Growth Branch - Strategy Division at Department of TreasuryAssistant Secretary (Acting) - Strategic Growth Branch - Strategy Division at Department of Treasury