Sarah Kilkelly
Neutral Bay,NSW
Summary
I'm an energetic and driven executive assistant who has a strong and consistent work ethic with more than nine years of experience. I have proven experience managing multiple individuals across the senior executive's including Directors, Vice Presidents, and C-Suite concurrently. I have worked across several industry verticals including Technology and Financial Services. I thrive in a culture that has a high work ethic, operates as a team encourages growth and development, and has individuals that are as passionate about what they do as I am. My aim is to embark on a new role that not only challenges and drives me but continues to enhance my skill set.
Overview
15
15
years of professional experience
Work History
EA to EVP, Country Manager & Head of Sales APAC & Global Lead of Customer Operations/CCO
Afterpay
11.2023 - Current
- Builds partnership with executive(s) and teams, establishing trust and strong communication
- Independently works on problems scoped by executive or EA lead
- Follows standard practices and procedures in analyzing situations
- Supports executive(s) in maintaining and improving team culture and morale
- Able to proactively provide and execute optimizations to the executives' calendar end-to-end calendar with little oversight
- Manages calendars working closely with internal partners and external guests, across multiple time zones (if applicable)
- Optimizes executive's schedules where possible (i.e
- Review meeting locations, identify meetings that are likely to run over, consider times when the exec won't be able to get their own lunch, etc.)
- If applicable, ensure the team's calendar is up to date with holidays, executive's and directs' OOO, WFH, etc
- Works to find appropriate space and venue for meetings, supports the team with ad hoc room requests, considers all timezones for meeting attendees
- Manages all domestic and International travel to Block offices and conferences
- Researches optimal flights and hotels, sending options to executives and books accordingly
- Plans and executes working off-site's and team building events
- Researches and provides event options with corresponding costs and trade offs
- Creates and maintains team resources (agendas, docs, and trackers)
- Support onboarding processes for bringing new hires onto the team
- Prepares and confidently submits expense reports and credit card reconciliation with limited to no oversight.
- Accomplished multiple tasks within established timeframes.
EA / Marketing Team Assistant
Afterpay
09.2021 - 09.2022
- Full calendar management (using the full functionality of Google Suite)
- Team support to the Marketing Leadership team, including coordination of large function meetings and ad hoc project support
- Regular liaison with key partners and global EA team, C-level direct reports and various internal and external stakeholders
- Monitoring of Execs email inbox and flagging any priority matters as required
- Assisting with coordination of key projects within the Marketing team from a scheduling and project support point of view
- Working proactively with members of the Global Executive Assistant team across a range of time zones, to ensure cross functional meetings support deliverable deadlines
- Assisting with new starters joining the Marketing teams, building and designing onboarding schedules
- Expense management and purchase order support for the marketing team
- Develop power-point decks to assist with internal and external meetings and presentations.
- Supported business growth by assisting in marketing campaigns and coordinating events.
- Contributed to a positive work environment with strong interpersonal skills and proactive teamwork attitude.
EA supporting 3x Vice President's
American Express
03.2021 - 09.2021
- Diary management including arranging and preparing meetings, conference calls with internal/external parties across multiple time zones
- Arrange domestic travel including coordination of approvals, preparation of itineraries and logistical arrangements
- Processing invoices, expense claims and reconciliations for payment
- VP's CPC management (manage card accounts including facilitating transactions, statement reconciliation and payment)
- Prepare and submit monthly expense reports for 3x VP's via Concur
- Ordering of fixed assets via Oracle
- Creating and formatting documents including reports, letters and presentations (Word, Excel, PowerPoint)
- Coordinating staff movements including new starters and departures (laptops, logins, etc)
- Manage all internal team activities
- Updating/monitoring organisational charts for Australia and APAC
- Creation and maintenance of internal distribution lists
- Stretch project assigned as project coordinator for American Express Delicious - Month Out 2021 campaign (merchant marketing, iMH approvals, editorial content and creative briefs).
EA Supporting: 2x Vice President's Acquisition GMNS A/NZ and VP Payments Consulting
American Express
11.2019 - 03.2021
- Calendar management including arranging and preparing meetings, conference calls with internal/external parties across multiple time zones
- Prepare and submit monthly expense reports for both VP's via Concur
- Arranged domestic and international travel including coordination of approvals and preparation of detailed itineraries (organised visa's when required)
- Networking and relationship building with internal and external EA's globally
- Arrange, coordinate and manage meetings / documents for international executive visitors
- VP's CPC management (manage card accounts including facilitating transactions, statement reconciliation and payment)
- Coordinating staff movements including new starter and departures
- Creation and maintenance of internal distribution lists
- Updating organisational charts / headcount reporting
- Coordinating team leave calendars during year end and holidays
- Meet all Control & Compliance requirements and monitor team members completion of mandatory training
- Arrange events/functions/off sites/team building events (including catering where required)
- Hosted the corporate box for the Australian Open in Melbourne for one week, assisted with ticketing/seating allocations, merchant giveaways and greeted the American Express customers on arrival.
Team Assistant Supporting: VP & Head of Legal the General Counsel's Organisation Team
American Express
08.2018 - 11.2019
- Diary management including arranging and preparing meetings, conference calls and events with internal/external parties across multiple time zones
- Arranged domestic and international travel including coordination of approvals and preparation of detailed itineraries (organised visas when required)
- Reviewed and responded to routine emails and correspondence
- Created and edited high-level documents and PowerPoint presentations
- Arrange, coordinate and manage meetings / documents for international executive visitors
- Prepared and submitted monthly expense reports for the GCO Team via Concur
- Meet all Control & Compliance requirements monitor team members completion of mandatory training
- Introduced, greeted and screened clients and external stakeholders
- Supported the GCO team; manage their calendars and arranged internal meetings
- Organised & coordinated logistics for internal events, small lunch, dinners and larger events
- Collection of all subpoenas and assisting with production of court documents
- Worked on stretch projects within the internal Marketing team with launches
- Help increase brand visibility through various marketing efforts, including social media campaigns.
EA to: Chief Editorial & Marketing Officer, Chief Product & Customer Experience Officer & CTO
Domain
02.2017 - 08.2018
- Managed complex calendars and schedules for multiple executives
- Supported the Content and Audience, Tech & Product teams
- Prepared and created Executive Leadership board papers
- Arranged domestic travel including coordination of approvals and preparation of itineraries
- Arranged internal/external meetings with clients/stakeholder - including liaising with EA's and arranging meeting room bookings
- Arranged events/functions/off-site/team building events (including catering where required)
- Reconciliation of expenses for the Executive Leadership Team & their management team members.
EA to Vice President Human Resources, APAC & ME
Heidrick & Struggles
11.2015 - 11.2016
- Calendar management across multiple time zones
- Organised meetings and conference calls across multiple time zones
- Arranged domestic and international travel including coordination of approvals and preparation of detailed itineraries (organised visas when required)
- Drafted employment contracts, offer letters, disciplinary letters and performance management letters
- Monthly reconciliation of VP's corporate card
- Monthly submission of payroll for Sydney, Melbourne and Perth offices
- Prepare and edited high-level documents and presentations
- Ad-hoc reception duties, answering calls, booking meeting rooms, meet/greet clients in a professional and warm manner
- Handling of confidential information on a daily basis.
Executive Assistant
United Resource Management
07.2012 - 11.2015
- Managed complex calendars and schedules for the Managing Director and General Manager
- Administration of expenses: including MD's investments and personal bank accounts
- Arranged domestic and international travel including preparation of detailed itineraries (organised visas when required)
- Ad-hoc reception duties: answering the phone, booking meeting rooms and meet/greet clients
- Formatting presentations and proposals
- Coordinated sponsorship opportunities with a number of organisations and councils
- Arranged training courses for staff members Fire Warden, First Aid and Forklift training
- Managed the HR process from advertising, interviewing and acceptance
- Organised and planned corporate events e.g URM Christmas party for three consecutive years.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Facilitated training and onboarding for incoming office staff.
Events Coordinator/Relationship Manager
The Legends Club
02.2010 - 07.2012
- Event preparation and coordination: ticketing, setting up venues, designing floor plans, budgeting, catering and booking entertainment
- Represented the organisation at networking events, social outings and daily face to face meetings with clients
- Developing new relationships with prospects and nurturing relationships with existing clients.
Events Coordinator (Part Time)
Event2Event
07.2010 - 12.2010
- Travel coordinator for Lexus General Managers, Service Managers and VIP Guests attending five race days in Melbourne attending the Lexus Marquee in the Birdcage
- Arranged flights, accommodation and car transfers for the groups, managed budgets and allocated expenses as required.
Travel Coordinator
Device Technologies
09.2008 - 11.2010
- Corporate Travel Coordinator for entire organisation - booking domestic flights, accommodation and car hire.
Education
Higher School Certificate -
Roseville College
Sydney2004
Advanced Diploma - Business Management & Marketing
Macleay College
Sydney, NSW01.2006
Certificate III Tourism (Meetings & Events) - Certificate III Tourism (Meetings & Events)
Macleay College
Sydney2006
Skills
- Event Planning
- Office Management
- Time Management
- Organized Multi-tasker
- Diary Management
- New Hire Onboarding
- Verbal and Written Communication
- Expense Tracking
Timeline
EA to EVP, Country Manager & Head of Sales APAC & Global Lead of Customer Operations/CCO
Afterpay
11.2023 - Current
EA / Marketing Team Assistant
Afterpay
09.2021 - 09.2022
EA supporting 3x Vice President's
American Express
03.2021 - 09.2021
EA Supporting: 2x Vice President's Acquisition GMNS A/NZ and VP Payments Consulting
American Express
11.2019 - 03.2021
Team Assistant Supporting: VP & Head of Legal the General Counsel's Organisation Team
American Express
08.2018 - 11.2019
EA to: Chief Editorial & Marketing Officer, Chief Product & Customer Experience Officer & CTO
Domain
02.2017 - 08.2018
EA to Vice President Human Resources, APAC & ME
Heidrick & Struggles
11.2015 - 11.2016
Executive Assistant
United Resource Management
07.2012 - 11.2015
Events Coordinator (Part Time)
Event2Event
07.2010 - 12.2010
Events Coordinator/Relationship Manager
The Legends Club
02.2010 - 07.2012
Travel Coordinator
Device Technologies
09.2008 - 11.2010
Higher School Certificate -
Roseville College
Advanced Diploma - Business Management & Marketing
Macleay College
Certificate III Tourism (Meetings & Events) - Certificate III Tourism (Meetings & Events)
Macleay College
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