Stephanie MacDonald
Summary
Hard-working and driven, possessing excellent timekeeping, communication, and interpersonal skills. Thrives on new challenges, constantly seeking to develop and improve skillset. Efficient and organised, taking ownership of responsibilities whether working autonomously or as part of a team. Goes the extra mile, approachable and well-mannered. Valuable experience in customer service, administration, cash handling, operating computer systems, answering calls, and resolving inquiries from diverse stakeholders. Excels at handling challenging and dynamic situations. Offers high-level administrative support to senior-level staff as an Executive Assistant, specialising in travel management, expense tracking, and schedule coordination.
Overview
2025
2025
years of professional experience
Work History
Administration Coordinator/Personal Assistant to the General Manager
Bupa Medical Visa Services
02.2022 - 11.2024
- Acted as first point of contact for the National Operations Manager’s office for internal and external parties, including receiving, prioritising, and distributing incoming calls, emails, and mail.
- Managed executive calendars, scheduled meetings and appointments, and coordinated travel arrangements to optimise time.
- Handled confidential and sensitive information with discretion and tact.
- Provided end-to-end project coordination activities as required, including project support and management, ensuring project plans and documentation are complete and up to date. Supported the National Operations Manager in creating all program and project reporting.
- Developed and maintained strong relationships with key stakeholders, ensuring smooth communication and collaboration across 9 BMVS Centres.
- Organised meetings, teleconferences, and video conferences, including room and catering bookings, technology coordination, agenda preparation and circulation, minute preparation and distribution, and pre-circulation of meeting papers to participants; coordinated team functions and events.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Utilised advanced software to prepare monthly reports, and presentations.
- Facilitated onboarding of new employees.
- Handled administrative tasks such as expense report processing or invoice reconciliation efficiently, allowing executives to focus on high-priority responsibilities without distraction.
- Facilitated smooth day-to-day operations by anticipating needs, proactively addressing potential issues, and efficiently resolving problems as they arose.
- Managed confidential employee records, ensuring privacy and compliance with company policies and legal regulations.
Administrative Assistant
Australian Centre for Advanced Computing and Communication Pty Ltd
1 2018 - 02.2022
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Improved document organisation with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Optimised calendar management for executives by scheduling appointments strategically while considering priorities and minimising conflicts.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Monitored office supplies inventory, ensuring availability of essential items without overstocking.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
Receptionist
Bulletproof Networks Pty Ltd
01.2018 - 07.2018
- Answering and coordinating calls, screen and direct calls for Bulletproof and Metronode
- Meeting and greeting clients/guests both for Bulletproof and Metronode
- Managing incoming and outgoing mail
- Coordinating deliveries and organising couriers, banking and depositing money as required
- Ordering weekly grocery shop, tidying and maintaining reception area and meeting rooms
- Diary management for SLT members, managing all internal travel requests
- Assisting with any events being run in the Sydney and Melbourne office
- Managing stationery orders for Sydney and Melbourne office
- Managing meeting room requests for Bulletproof and Metronode
- Organizing catering/refreshments for clients Meetings and guest
- Assisting the Service Delivery team with tasks daily which include; Invoicing – Decommission Requests – SSL Certificate Orders – Monthly License Reporting – Audits
Mailroom Manager
Universal Music Australia
06.2017 - 11.2017
- Sort daily incoming mail and prepare all outgoing mail for collection
- Book couriers for local, interstate and international requirements
- Maintain magazine and newspaper allocation, distribution and subscription lists
- Support Finance department with meticulous categorizing of mail, statements and invoices
- Collate and distribute weekly sales reports across the business
- Coordinate event ticketing and support for internal teams
- Raise purchase orders and process invoices for various departments and suppliers
Temporary Receptionist
Red Bull HQ, Sydney
05.2017 - 06.2017
- Dealing with visitors regularly in professional manner
- Answering telephone calls and dealing with enquiries efficiently and effectively
- Sorting e-mails into correct folders, ordering supplies and keeping on top of kitchen stock
- Taking deliveries and informing correct employee, keeping kitchen/coffee machine clean
- Sorting incoming and outgoing mail and filling out the correct paperwork
- Assisted with any admin tasks that needed completed and was responsible for locking up
Temporary Receptionist
HealthECare Head Office, Sydney
03.2017 - 05.2017
- Answering clients calls with professional manner and transferring call to correct department
- Provide a professional first point of contact for business clients attending meetings
- Showing clients to meeting rooms and providing them with refreshments
- Checking emails regularly, moving emails into correct folder and printing out any invoices
- Dealing with incoming and outgoing mail, recording all mail on correct spread sheet and distributing mail around the office
- Keeping the meeting rooms clean and tidy as well as the office kitchen
Temporary Receptionist
Harley Davidson Head Office, Sydney
02.2017 - 03.2017
- Answering customer calls on a regular basis
- Providing professional, efficient first point of contact service
- Distribution of incoming mail – organising couriers for outgoing mail
- Booking and setting up meeting rooms – organising catering for meetings
- Assisting with any tasks that I was set
- Dealing with complaints and passing them on to correct member of staff
- Greeting visitors and provided them with identity badges and directions to relevant meeting rooms
- Maintain inventories and supplies
Receptionist
Dundee and Angus College, Scotland
10.2013 - 11.2015
- Greeted incoming students and visitors professionally and provided friendly, knowledgeable assistance.
- Demonstrated proficiency dealing within telephone and front desk reception within a high volume environment
- Confirmed appointments, communicated with students, and updated student records.
- Calmed upset/angry customers
- Efficiently operated the main switchboard providing prompt, courteous and knowledgeable assistance covering 3 large campuses
- Set up appointments for financial or student support
- Provided excellent support for the administration staff
- Managing email folders for Reception, Guidance and Finance departments
Education
NC - Administration and Medical Terminology
Dundee College
SVQ Level 2 - undefined
Business and Administration
Skills
Executive Support
Calendar Management
Administrative Support
Mail Management
Travel Coordination
Schedule & calendar planning
Expense Reporting
Advanced MS Office Suite
Presentation Development
Documentation And Reporting
New Hire Onboarding
Vendor Relations
References
References are available on request
Timeline
Administration Coordinator/Personal Assistant to the General Manager
Bupa Medical Visa Services
02.2022 - 11.2024
Receptionist
Bulletproof Networks Pty Ltd
01.2018 - 07.2018
Mailroom Manager
Universal Music Australia
06.2017 - 11.2017
Temporary Receptionist
Red Bull HQ, Sydney
05.2017 - 06.2017
Temporary Receptionist
HealthECare Head Office, Sydney
03.2017 - 05.2017
Temporary Receptionist
Harley Davidson Head Office, Sydney
02.2017 - 03.2017
Receptionist
Dundee and Angus College, Scotland
10.2013 - 11.2015
SVQ Level 2 - undefined
Business and Administration
Administrative Assistant
Australian Centre for Advanced Computing and Communication Pty Ltd
1 2018 - 02.2022
NC - Administration and Medical Terminology
Dundee College
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