Rachael Chapman
Melbourne,Australia
Summary
Executive Assistant with extensive experience in managing complex calendars and coordinating international travel. Proficient in MS Office Suite and CRM systems, with strong administrative skills. Expertise in handling sensitive information discreetly while maintaining confidentiality. Proven track record of enhancing productivity and implementing strategic solutions for improved organizational efficiency.
Overview
11
11
years of professional experience
Work History
Executive Assistant
KordaMentha
Melbourne , VIC
07.2025 - 12.2025
- Organized and managed complex calendars for executive appointments, meetings, and travel arrangements.
- Liaised with clients and stakeholders to ensure effective communication and project updates.
- Participated in communications with administrative team, human resources, and finance on special projects.
- Assisted in organizing corporate events, including presentations and team-building activities.
- Monitored multiple inboxes for incoming emails and responded promptly.
- Provided administrative support by preparing contracts, invoices, purchase orders, and essential documentation.
- Coordinated efforts among administrative teams for streamlined operations across departments.
Executive Assistant / Office Manager
Finity Consulting
Melbourne, Australia
04.2022 - 04.2025
- Provide high-level administrative support, managing complex diaries and scheduling meetings for Principals and Directors
- Serve as key liaison for internal and external stakeholders, ensuring exceptional service delivery
- Manage all billing, invoicing, and expense processing for the Melbourne office
- Format and proofread confidential documents, reports, and presentations (incl. Financial Condition Reports, Valuation Reports, engagement letters)
- Coordinate and attend committee meetings, preparing agendas and minutes
- Arrange complex interstate/international travel and accommodation for over 50 staff members
- Contribute to project management and resource allocation for key initiatives like year-end valuations
- Lead the screening, interviewing, and onboarding process for new administrative staff
- Conduct office inductions and training on IT systems, policies, and procedures
- Coordinate internal/external events, including client functions, seminars, and team events
- Manage CRM database and client contact information
- Prepare marketing EDMs and manage webinar setup/hosting
- Oversee daily office operations, liaising with building management to resolve maintenance issues promptly
Corporate Receptionist / Junior Secretary
Servcorp
Melbourne, Australia
01.2020 - 03.2022
- Efficiently managed high-volume, multi-line switchboard, directing calls for 300+ clients.
- Served as primary contact, greeting visitors and coordinating meeting room bookings and mail distribution.
- Delivered comprehensive administrative support to clients, sales managers, and directors.
- Prepared client reports, presentations, proposals, and agreements to facilitate decision-making.
- Oversaw accounts administration, including monthly billing and supplier invoice reconciliation.
- Maintained office facilities and supplies, ensuring professional presentation standards.
- Provided first-level IT support addressing equipment, video conferencing, and network issues.
- Confirmed appointments and communicated with clients across various industries effectively.
Receptionist and Events Team Leader
Radisson On Flagstaff Gardens Melbourne
Melbourne, Australia
12.2016 - 02.2021
- Functions Team Leader: Managed diverse corporate, social, and government events; led event staff training and rostering; liaised across departments for supplies and maintenance; managed client communications and conflict resolution
- Front Office Receptionist: Maintained high customer service standards; liaised with departments on targets and maintenance; resolved customer complaints efficiently; utilized systems (Opera, Oaky, Office Suite); processed transactions and balanced terminals
- Front of House Member: Provided tailored F&B service with detailed menu knowledge in high-pressure settings
Restaurant Supervisor
Jones The Grocer
Melbourne, Australia
09.2014 - 12.2016
- Managed staff rostering, recruitment, and training to optimize workforce efficiency.
- Liaised with warehouse and head office to align stock levels with targets.
- Developed and executed promotional campaigns for online and in-store initiatives.
- Monitored staff performance to ensure compliance with policies, procedures, and health standards.
Education
High School Diploma -
Newcastle Grammar
NSW12.2013
Skills
- Inbox & Calendar Management
- Travel Coordination
- Expense Reporting
- Confidential Correspondence
- Billing & Invoicing
- Facilities Management
- Stakeholder Engagement
- Problem Solving
- MS Office Suite
- CRM Systems
- Event Coordination
- Office Operations
References
References available upon request
Timeline
Executive Assistant
KordaMentha
07.2025 - 12.2025
Executive Assistant / Office Manager
Finity Consulting
04.2022 - 04.2025
Corporate Receptionist / Junior Secretary
Servcorp
01.2020 - 03.2022
Receptionist and Events Team Leader
Radisson On Flagstaff Gardens Melbourne
12.2016 - 02.2021
Restaurant Supervisor
Jones The Grocer
09.2014 - 12.2016
High School Diploma -
Newcastle Grammar