Riana Alen

Acting EA to Chief Financial Officer, Michael Venter, 0409 457 945 - Jan 2024 - Current

• Responsible for scheduling the CFO's diary, ensuring all key deliverables are met on a timely basis, including overseas stakeholders.
• Undertook the maintenance of correspondence systems, the preparation of routine reports, and the management of customer inquiries.
• Responsible for the Chief Financial Officer to maintain oversight of Group CFO actions, activities, and reporting.
• Maintain a calendar of key outputs, monitoring progress, and deadlines.
• Provide executive administrative assistance, project support, and coordination of the administrative function associated with the Group Finance.
• Liaise with responsible officers, internal and external stakeholders, in the coordination of meetings, and plan for effective meetings, including preparation of documentation and presentation materials, setting up of equipment, and catering, if required.
• Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
• Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
• Maintained confidential records and files related to executive operations.
• Followed proper accounting and bookkeeping procedures to support audits.
• Delivered optimal administrative, customer service and case management support.
• Handled confidential information with discretion and integrity.
• Facilitated communication between senior management and staff.

EA to Commercial and Corporate Finance 2018 - present

Responsible for:

• Organizing and maintaining the appointment schedule and calendars of the Head of Commercial Finance and the Head of Corporate Finance.
• Diary management.
• Extensive calendar management, including scheduling internal and external meetings, sometimes across multiple time zones and locations.
• Performed accounting activities, such as preparing purchase orders, expense reports, invoices, and travel expenses.
• Arranged travel, including flight, hotel, and ground transportation bookings.
• Maintained 100% confidentiality of all communications and documentation according to company policies.
• Strong communication skills.
• Able to work with a variety of stakeholders, with varying seniority.
• In charge of organizing multiple business units' all-hands meetings on a regular basis.
• Managed and tracked expenses to meet company budget requirements.
• Ensured that all relevant paperwork was completed accurately prior to submission for approval.
• Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
• Made travel arrangements to provide executives seamless and travel policy-approved business trips.
• Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
• Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
• Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.

• Coordinating investor communications, organising investor roadshows and conferences, preparing financial reports and presentation, and organising investor events to promote transparency and trust between the company and its investors
• Working closely with the brokers coordinate Singtel and Optus Roadshow US and UK
• Prepare financial results statements

• Support in-house lawyers by organizing legal documents, conducting research, and assisting during trials and hearings
• Draft a variation to the Standard Agreement to clients
• Manage the Legal Database, scan and archive the original Contracts

• Office all-rounder
• Coordinating signboard order, process and dispatch printed board
• Organise and coordinate schedule signboard to be installed in the properties
• Manage client relation