Victoria Lewis
Glandore,Australia
Summary
Dedicated professional with extensive experience in administrative support, event coordination, and leadership roles. Proven ability to manage multiple priorities in fast-paced environments while maintaining exceptional organisational and time management skills. Committed to delivering outstanding customer service and fostering a positive workplace culture through proactive teamwork and initiative.
Overview
14
14
years of professional experience
Work History
Acting Executive Assistant to the Principal
Immanuel College
Novar Gardens, Australia
11.2024 - Current
- Ensure effective operation and management of the Principal's office
- Manage and maintain the Principal's diary of activities and meetings and schedule appointments using initiative and discretion
- Work with discretion, diplomacy and confidentiality to manage enquiries, requests and complaints.
- Monitor calendar and initiate organisation of meetings and prepare and issue agendas
- Answer and screen telephone calls and all items of correspondence for the Principal, responding as appropriate and required, anticipating needs to ensure expectations are met
- Disseminate information in the most appropriate and efficient manner on behalf of and as directed by Principal
- Provide timely advice on administrative and day to day time management matters relating to the Principal's personal responsibilities
- Respond promptly to correspondence, liaising with and/or negotiating directly with other Leadership and staff as necessary to ensure appropriate response
- Complete word processing, desktop publishing, electronic database management, copying and filing with a high degree of accuracy within specified timeframes
- Ensure the quality of reports and other correspondence through development and monitoring of effective standards for the presentation and content of official documents
- Undertake research, including investigation of sensitive matters, as directed by Principal
- Attend to and manage urgent enquiries and crisis situations in conjunction with members of the Leadership Team
- Assist with the preparation and/or distribution of information to support College Council, committees and forums as required
- Coordinate Principal's travel and accommodation requirements including associated itineraries
Personal Assistant to the Head of Senior School
Immanuel College
Novar Gardens, Australia
06.2024 - 11.2024
- Maintain Head of School’s diary of activities and meetings, schedule appointments with students, staff and parents and communicate movements and whereabouts to other staff
- Monitor calendar and initiate organisation of School assemblies, committee meetings etc. and prepare and issue agendas in accordance with schedule
- Receptionist duties, meet and greet students, parents, colleagues and visitors in a highly professional, knowledgeable, courteous and welcoming manner
- Maintain a list of students with time out provisions who may use Senior School spaces, monitor their attendance and identify users to the relevant Year Level Coordinator
- Complete routine correspondence, word processing, desktop publishing, electronic database management, copying and filing with a high degree of accuracy within specified timeframes
- Administer the student awards process including updating student information, maintaining an electronic data base and publishing awards
- Coordinate College student events including ticket sales, database management and table seating
- Support transition of new students at the commencement and throughout the academic year
- Manage the correction, collation, printing and distribution of School Reports
- Ensure the timely documentation for, and organisation of, parent-teacher interview nights, SACE and year level parent meetings
- Support the set up and running of the annual Valedictory Service
- Support the administration, set up and running of Year 10, 11 and 12 mid-year and end of year internal examinations
- Coordinate after hours tutors including identification of suitable candidates and scheduling
- Regularly update content of screens in the MAC and Discovery Centre
- Maintain professional development records for all staff in the Synergetic system
Senior School Office Manager
Westminster School
Marion, Australia
06.2023 - 05.2024
- Provide a high level of secretarial and administrative support to the Deputy Principal/Head of Senior School, including calendar management, organising meetings etc.
- Lead the day-to-day general operations of the Senior School administration team by: Building teamwork within the Senior School Office and foster a team culture across the School’s wider administrative support staff
- Optimising the collaborative efforts of the wider team to achieve continuous improvement in the way administrative support is delivered
- Coordinate the delivery of all activities associated with the Senior School Student onboarding experience
- Ensure efficient and effective administrative support for Senior School operations
- Coordinating relevant Senior School activities, major events, meetings, programs, assemblies, parent teacher interviews, information nights etc.
- Supporting the School Logistics and Daily Operations Manager with publication of the School calendar, management of events throughout the year, and delivery of other Senior School activities such as photos, immunisation program and relief staff
- Providing administrative assistance to key Senior School pastoral care leaders, relevant Committees and other senior staff
- Maintaining the integrity of Senior School student records and ensuring data is accurately recorded and up-to-date within the School’s systems.
- Liaising with ICT to ensure Senior School information is up to date and accessible
- Assisting with general office activities, such as mail-outs, reception and answering queries.
- Assisting with budgetary control by collating expense information, raising purchase orders, processing payments
Personal Assistant to the Head of Middle School
Immanuel College
Novar Gardens, Australia
04.2021 - 06.2023
- High-level diary management, proactively managing conflicting priorities
- Monitor Head of Middle School inbox, review emails, record and follow up action items
- Support transition of new students at commencement and throughout the academic year
- Coordinate the transition process for new students, prepare communication with future families, arrange entry interviews, complete interview notes, collate data to assist in the Tutor and House placement process
- Management of documentation, scheduling, recording and data base management of Student Diversity Learning Plans, Psychological Reports and Court and Ministerial Orders
- Coordinate Orientation Day for future students and families. Prepare agenda and information packs to include course selection confirmation, booklist details and various other information to assist families with the transition to the College
- Management of the College Calendar published on the intranet for all staff, students and parents to review all events for the year
- Administer the student awards process including updating student information, maintaining an electronic data base, publishing awards and preparing a script for the award proceedings
- In association with the Timetable and Reporting Manager, manage the correction, collation, printing and distribution of School Reports
- Assist the Student Diversity Director with the management of external specialists meeting with students during school hours. Ensuring all relevant clearances are in place, rooms are booked and teachers consulted on when is best to schedule sessions around class commitments
- Provide support and training to staff using Consent2Go
- Review/complete and submit monthly expenses
Executive Assistant to Global Directors and Leadership Team
Acoufelt Pty Ltd.
Adelaide, Australia
09.2020 - 02.2021
- Collaborate effectively with the team by providing input into decision making and problem solving
- Arrange management meetings record notes and follow up on action items
- Coordinate global staff meetings, collate and prepare the presentation for virtual meetings
- Office management for head office in Adelaide
- Facilitate quarterly board meetings, set agenda and record minutes for distribution to Acoufelt staff
- Assist in recruitment, involvement in interview process and onboarding of new staff
- High-level diary management, proactively managing conflicting priorities
- Manages travel requests, approvals and complex itineraries
- Reconcile invoices, credit card statements and travel expenses
- Monitor Partners’ inbox, reviews emails and actions items at Partners’ request
- IT support review for the company, implemented changes and monitored
- Implement project management systems for Directors and Leadership Team
Personal Assistant to 5 Partners
Deloitte Touche Tohmatsu Services Inc.
Adelaide, Australia
09.2018 - 06.2020
- High-level diary management, proactively managing conflicting priorities
- Actively develops and maintains both internal and external stakeholder relationships
- Facilitates the preparation of reports, tenders/proposals, presentations and correspondence, including tracking progress, following up action items and liaising with stakeholders
- Event management and catering arrangements onsite/office events within budgets
- Coordinates requests for information from clients/teams and provides first point of contact for Partner enquiries
- Monitors Partners’ inbox, reviews emails and actions items at Partners’ request
- Manages travel requests, approvals and complex itineraries
- Reviews/completes and submits monthly expenses
- Proactively support business development initiatives and engagements, including maintaining client records
- Coordination of team meetings held in the office and more recently virtual delivery via zoom with 40 participants
- Audio Visual support and IT assistance to Partners and Staff, including recent transition to virtual meetings via Zoom, MS Teams and Skype
Corporate Hospitality Manager
Deloitte Touche Tohmatsu Services Inc.
Adelaide, Australia
03.2011 - 08.2018
- Reporting to the Commercial Services Director
- Review all bookings in advance and manage the sourcing and allocation of resources to provide services to all meetings, functions and events. Ensure that a special level of attention is dedicated to high profile events and stakeholders
- Oversee the ordering of all supplies including catering and consumables, alcohol, linen and hireage and manage relationships with all key suppliers and outsource providers. This includes having contracts in place and ensuring that KPI and SLAs are adhered to
- Ensure that the team is aware of and maintains the operational standards, that the staff act professionally at all times and deliver the exceptional quality of food and service that is expected
- Responsible and accountable for maintaining the standard of the facility – cleaning, repairs, replacements and maintenance - in conjunction with Premises Management. This includes fit out, furniture, fittings and equipment
- Be the escalation point for all stakeholder queries, service failures and complaints handling
- Provide a high level of service related to Audio Visual, presentation technology, TelePresence and Video Conferencing
- Manage the accuracy and completeness of the end of month function summary, price check and reconcile supplier invoices and prepare payment requests
- Assess resource requirements and plan rosters in advance to maintain day to day operations. Arrange additional resources to support extended use of the corporate hospitality floor
- Other Corporate Hospitality duties as required. This includes meeting and greeting clients, escorting to meeting rooms etc.
- Undertake HR activities including recruitment, induction and training, career advice and performance management
Education
Certificate IV -
Front Line Management
South Australia, Australia01.2008
Bachelor of Education - Primary Years
South Australia, Australia01.2003
Skills
- Organisational skills
- Time management
- Attention to detail
- Communication skills
- Multitasking
- Project management
- Confidentiality
- Microsoft Office proficiency
- Data management
- Compliance adherence
- Workflow coordination
- Proactivity and initiative
- Self-motivation
- Diary and calendar management
- Meeting coordination
- Confidential correspondence handling
- Event and travel planning
- Customer service excellence
- Trustworthiness and reliability
- Stakeholder engagement
- Problem solving
- Client relationship building
- Executive support
- Leadership skills
- Professional presentation standards
- Work health safety compliance
Previous Employment History
- Glenelg Pier Hotel, 01/09, 12/11, Events and Sales Manager
- Encore Group, 01/09, 01/09, Sales Executive – Corporate Events
- Windy Point Restaurant, 01/05, 12/08, Event Co-ordinator, Supervisor and Food and Beverage Attendant
- Scampi’s on the Beach, 01/05, 12/05, A La Carte Food & Beverage Attendant
- Flagstaff Hill Vacation Care, 01/03, 12/05, Level 2 Child Care Worker
- Marino Bistro, 01/04, 12/05, A La Carte Food & Beverage Attendant
- Lido Restaurante, 01/03, 12/04, Food & Beverage Attendant & Function Service Attendant
- Eros Ouzeri, 01/01, 12/03, A La Carte Food & Beverage Attendant
- Myer (Adelaide City Store), 01/00, 12/01, Customer Service Officer
References
References available upon request.
Timeline
Acting Executive Assistant to the Principal
Immanuel College
11.2024 - Current
Personal Assistant to the Head of Senior School
Immanuel College
06.2024 - 11.2024
Senior School Office Manager
Westminster School
06.2023 - 05.2024
Personal Assistant to the Head of Middle School
Immanuel College
04.2021 - 06.2023
Executive Assistant to Global Directors and Leadership Team
Acoufelt Pty Ltd.
09.2020 - 02.2021
Personal Assistant to 5 Partners
Deloitte Touche Tohmatsu Services Inc.
09.2018 - 06.2020
Corporate Hospitality Manager
Deloitte Touche Tohmatsu Services Inc.
03.2011 - 08.2018
Certificate IV -
Front Line Management
Bachelor of Education - Primary Years
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