Suzie Sergeant
Berwick,Victoria
Summary
As an experienced Senior Executive Assistant, I am able to think on the go and strive to work as a true partnership with my Executive, pre-empting their needs, empowering us to to deliver on the organisational goals together.
Overview
24
24
years of professional experience
Work History
Senior Executive Assistant to CEO /Board Secretary
Victoria State Emergency Service (VICSES)
01.2017 - Current
- Managed busy schedules, and planned travel schedules for conferences, meetings and seminars, as well as domestic and sometimes, international travel for the CEO and Board
- Maintained professionalism while handling sensitive information
- Developed strong relationships with internal and external stakeholders, as well as Government and Ministerial stakeholders
- Processed travel expenses and reimbursements for executive team and senior management group.
- Managed complex calendar scheduling with focus on proper allocation of executive availability
- Managed the CEO and Board Budgets, and expenses in collaboration with the CEO
- Board Secretary, with two Board Sub-committees, including direct liaison with Board Chair and members, and writing of Board reports, and creation and distribution of all meeting packs using Diligent
- Maintained busy schedules and managed six inboxes
- Allocated executive tasks and managed complex calendars and administrative functions.
- Maintained confidential, administrative support to CEO, Board Chair and Hearings Officer, and other members of Board as required with discretion
- Acted as Hearings Officer assistant for all disciplinary procedures in the organisation
- Managed expense tracking and budgeting tasks to maintain financial accountability for senior leadership teams.
Executive Assistant
Monash Health
01.2012 - 01.2017
- Screened calls and emails and responded accordingly to support executive correspondence.
- Improved office efficiency by implementing new filing systems and document management processes.
- Updated spreadsheets and databases to track, analyse, and report on performance and sales data.
- Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
- Fostered positive work environment, organising team-building activities and events.
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Filed paperwork and organised computer-based information rostering allied health students .
Executive Assistant, Director Community Services
Wesley Mission Brisbane
02.2010 - 01.2012
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Project management
- Acted for DCS when unable to attend meetings
Executive Assistant to CEO & Board of Directors
ADFQ
01.2004 - 05.2008
- Diary Management
- Correspondence
- C-Suite systems implementation and management
- C-Suite Co-ordination
- Board Secretary including compilation of all Board Packs
- Corporate Governance and Annual General Meeting
- Membership Management
- IT Support
- Project Management
- Preparation of funding applications
- Report writing, research and preparation
- Coordinating, writing and editing of internal and external newsletters, brochures and other publications
- Event co-ordination (10 –400 attendees)
- Volunteer & Administration Staff Mentoring
- Co-ordination of equipment purchasing and office systems
Environmental Officer/Acting Contract Manager
The Alfred Hospital
01.2002 - 01.2004
- Acting Contract Manager
- Preparation of Non-Clinical Support Services Contract Specifications ($12 million dollar contract)
- Participation on Tender Panel for selection of Contractor
- Quality Assurance program of Non-Clinical Support Services (Grounds & Gardens, Food Services, Ward Support, Distribution, Courier, Mail and Orderly Service and Security)
- Staff Management
- Quality Audit Program development and implementation
- Implementation and review of service provision systems and practices
- Chair of Nurse Unit Manager/Support Services Committee
- Invoice preparation & reconciliation
- Budget Monitoring & preparation
- Day-to-day Management of contractors Management Team
- Environmental Officer
- Management of day-to-day Waste Management Services
- Coordination of Waste Management Contracts (including General Waste, Recyclables, Clinical Waste, Hazardous Waste and Hard Rubbish programs)
- Quality Assurance management of Waste Management, achieving a first ever “Outstanding Achievement” on the hospitals ACHS Accreditation
- Monitoring compliance with EPA Guidelines
- Budget preparation and monitoring
- Liaising and advising hospital Executive on Waste Management guidelines and recommendations on new programs and initiatives
- Implemented first ever “Green Team” Waste Management Committee
- Development and presentation of education and training programs for all levels of staff (Nurses, Medical Staff, Students, Administration Staff & Executive Management) on Waste Management and Environmental Responsibility
- In12 month period achieved a21% reduction in Clinical Waste costs and a16% reduction in General Waste Costs
- Achieved growth in compliance of Recycling Initiatives by63% through education and awareness campaigns
- Ensuring operational compliance and performance of contract specifications
- Liaison with Contractors and Suppliers
- Supervision of Waste Management Staff
- Development of Waste Management project in conjunction with the Quality Unit (Published2005)
Executive Assistant to Executive Director of Support Services & Executive Director of Nursing
The Alfred
01.2001 - 01.2002
- Diary Management
- Function & Event Coordination (12-150 attendees)
- Co-ordination of travel and conferences
- Management of Secretarial team (6 staff)
- Office Management duties
- Report writing and preparation
- Preparation of correspondence
- Relieving as Executive Assistant to the General Manager
- Newsletter Production, Design and Editing
- Minute Meetings
- Attend Committees with responsibilities for outcomes
- Customer, Staff, Executive and Board Liaison
- Recruitment of Secretarial staff
Education
Bachelor of Education - Teaching
Northern Territory University
Darwin, NTVictorian Certificate of Education - undefined
Parkwood Secondary College
Ringwood, VIC01.1991
Skills
- Effective problem solving
- Strong organisational skills
- Adaptable to change
- Expert time management
- Excellent interpersonal skills
- Proactive decision making
- Customer Service-oriented, excellent people skills
- Travel coordination
Hobbies and Interests
Photography, Aromatherapy, Swimming, Music
Timeline
Senior Executive Assistant to CEO /Board Secretary
Victoria State Emergency Service (VICSES)
01.2017 - Current
Executive Assistant
Monash Health
01.2012 - 01.2017
Executive Assistant, Director Community Services
Wesley Mission Brisbane
02.2010 - 01.2012
Executive Assistant to CEO & Board of Directors
ADFQ
01.2004 - 05.2008
Environmental Officer/Acting Contract Manager
The Alfred Hospital
01.2002 - 01.2004
Executive Assistant to Executive Director of Support Services & Executive Director of Nursing
The Alfred
01.2001 - 01.2002
Victorian Certificate of Education - undefined
Parkwood Secondary College
Bachelor of Education - Teaching
Northern Territory University
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