Alison Haitana

ALISON HAITANA Virtual Assistant / Event Coordinator M: - E:- PROFILE Polished professional with over 10 years’ experience providing effective, efficient and comprehensive administrative support to executives, senior clinicians, researchers and academics in the health and university sector. Proven work experience streamlining administration systems, establishing and managing effective record and document management systems. Ability to manage and deliver highly successful conferences and events utilising my strong skills in negotiating and nurturing key internal and external relationships. This is further enhanced by my excellent verbal and written communication skills. Capacity to manage being under pressure in a varied and dynamic work environment while maintaining my tact, humour and team comradery. EMPLOYMENT HISTORY Personal Assistant to Director, Administration Team Leader & Event Manager DEPARTMENT OF INFECTIOUS DISEASES, ALFRED HEALTH & MONASH UNIVERSITY Apr 2015 – May 2018, Melbourne, Australia The Department of Infectious Diseases offers clinical and biomedical research and education with over 150 staff. • Provide full spectrum executive administrative support to the Director and senior clinicians within the department. Including proofing of manuscripts, research proposals and research project administration. • Manage the administrative team, including leave requests, payroll processing and departmental workload. • Compile, disseminate and manage confidential and highly sensitive information. • Contract Management including MOU’s for the department. • Oversee facilities management including building and maintenance. • Recruitment of administrative pool candidates including the responsibility of onboarding new staff. • Reconciliation of petty cash and credit cards. • IT and asset management including general IT helpdesk assistance. • Website maintenance, updates and curation for the department. • Event Management of all courses and events initiated by the Director, including managing a team of eight event assistants. Achievements: • Event manage the inaugural Advanced Course in the Immunocompromised Host for 200 delegates. Travel and logistics for one international, five interstate and 20 local speakers. Provide all IT support for the two days. Manage a budget of $80k which included seeking industry sponsorship of $35k. Executive Assistant to COO/Administrative Coordinator for Workforce Bureau PENINSULA HEALTH Apr 2014 – Apr 2015 (Maternity Leave Contract) Melbourne, Australia Peninsula Health services the Frankston and Mornington Peninsula. Provides a range of acute, sub-acute, mental health, residential and community based services from 12 sites. • Provided high level executive support to the COO including extensive diary management. • Prepare and disseminate correspondence such as; Board, Quality, KPI, Compliance & Finance Reports and OQR Plan for Chief Operating Officer /Cluster. • Be a positive role model representing the COO and Executive team within Frankston Hospital. • Provided day to day administrative support including ordering of office supplies and equipment, accounts payable and petty cash. • Ensure all policies and procedures relating to COO’s office are reviewed, developed and implemented. • Compliance with ACHS Standards and EQuIP Accreditation with knowledge of the National Safety and Quality Health Service Standards. • Administrative coordinator assisting with reporting and rostering of bank and pool staff for Peninsula Health. Achievements: • Prepare and deliver a project brief on the Intranet Redevelopment. • Assist in generating billable revenue for the Outpatients department of $1100.00 p/hr for 8hrs p/wk. Personal Assistant to Director/Board Secretary CENTRE FOR PALLIATIVE CARE, ST VINCENT’S HOSPITAL & MELBOURNE UNIVERSITY Jul 2011 – Apr 2014, Melbourne, Australia The Centre for Palliative Care has a state role in palliative care education and research in Victoria. • Significant diary management for two competing and busy Managers • Extensive travel and accommodation co-ordination and management • Managed day to day office operations including monthly expense reports • Collaborated with Business Manager to facilitate the accurate and timely processing of contracts, invoices and recruitment. • Manage the Centre’s functions and events. • Data coordination for all departmental clinical trials • Maintain the departmental website. Ensure that the back end is functional and manage traffic using Google Analytics. • As Board Secretary for the Advisory and Foundation Committees, I coordinated and attended meetings, prepared all correspondence. I also administered and maintained the Foundations finances. Achievements: • Responsible for the administrative needs for the entire Centre of 15 staff for a period of six months due to high staff turnover. Event Assistant for the 2IC COROMANDEL GOLD MUSIC FESTIVAL Dec 2011- Jan 2012, Whitianga, New Zealand Coromandel Gold is a New Years Festival in Whitianga (Coromandel beach-town) that caterers to 25,000 patrons over a two day period. • Responsible for all cash management and cash security at the festival • Developed all protocols, procedures and cash management systems including implementation and tracking. • Manage over $150k in cash for the festival • Complete all onboarding of 120-150 staff including orientation, rostering, timesheets and payroll processing. Achievements: ‘Coro Gold’ was an extremely time critical and dynamic environment requiring me to think on my feet to find workable solutions. It was extremely rewarding and satisfying experience being part of the management team that pulled off an amazing festival in torrential rain. Private Secretary to Director & Deputy Director ALFRED HEALTH, DEPARTMENT OF ENDOCRINOLOGY Nov 2009 – Jul 2011, Melbourne, Australia The Endocrinology department specialises in all aspects of general endocrinology and comprises 15-20 staff of doctors, nurses, researchers support staff. • Diary co-ordination for the Director and Deputy Director • Domestic and international travel arrangements • Maintain and manage the department’s internal filing system • Reception duties for the department • Managed all private and outpatient clinics including billing, booking and patient correspondence Achievements: • Sole administrator for the Young Adult Diabetes Service (YADS). Responsible for billing, protocol development and rostering. Developed a database to track attendance and Failed to Attends (FTA’s) for the clinic. • Allocated as a Super User for The Alfred Scanning Project. I was the only point of contact in our department to facilitate training and implementation. OTHER NOTABLE EMPLOYMENT I have had the opportunity to be employed by various hospitality businesses that have augmented and strengthened my transferable skills. I have gained valuable experience in event and artist management, management/supervision, public relations and extensive customer service. These organisations have been located in Melbourne, Auckland (New Zealand) and Sydney and include; • 2016/17 – Bass and Flinders Distillery, Melbourne • 2015 – Australian Open Tennis Festival for Estelle Bistro, Melbourne • 2014 - Taste Melbourne for Huxtable Restaurant, Melbourne • 2013 - Taste Melbourne for Huxtable Restaurant, Melbourne • 2011/14 - Huxtable Restaurant, Fitzroy, Melbourne • 2010 - The Newmarket Hotel, St Kilda, Melbourne • 2008 - The Botanical, South Yarra, Melbourne • 2003 - Euro Restaurant & Bar, Princes Wharf, Auckland • 2001 - SPQR, Ponsonby, Auckland • 1999 - Longrain, Surrey Hills, Sydney VOLUNTARY POSITIONS 2015/16 Committee Member, Langwarrin Community Garden, Melbourne 2014/15 Dressage Penciller, Boneo Equestrian Park, Melbourne 03 Mar 13 Marshal, St Vincent's Scrubs Fun Run, Melbourne 25 Feb 13 Corporate Host, Opera in the Market, Melbourne COMPUTER SKILLS Microsoft Word (Adv) EDUCATION • Graduate Certificate of Gastronomic Tourism (Le Cordon Bleu Australia / Southern Cross University) May 2017 • Project Management Fundamentals (Holmesglen, Melbourne) Sept 2013 • Health Safety Representative Course (Recovre, Melbourne) Jun 2013 Microsoft Excel (Int) Microsoft PowerPoint (Adv) Microsoft Publisher (Adv) Microsoft Visio (Int) Adobe Acrobat Pro (Int) Adobe InDesign (Int) Cerner (Int) Mailchimp (Int) EventBrite (Int) Content Management Systems (CMS) (Int)