Rachel Greetham

Resume of Rachel Greetham Address: Mobile: Email: 3 Everitt Close, Lang Lang, Victoria,-- Skills Summary & Professional Attributes          Extensive experience in all areas of business administration; management and executive support; office management and business operational management; Human Resources coordination; Event and Project management; Marketing, Communications and Social Media coordination; Quality and Service management; Excellent interpersonal and communication skills - both verbal and written; Highly skilled and confident communicator in interacting with a diverse audience from multi cultural backgrounds and various industries Demonstrated ability to plan, organise and achieve objectives and deadlines; Current Victorian driver’s licence | Current Victorian Police check | Current Working with children check Employment History previous 10 years Ermha365 Executive Assistant to CEO | Board Coordinator Dandenong South, Australia August 2018 – Current All areas of Executive support to the CEO, Executive Leadership team, ermha365 Board, committees, alongside events management, execution and social media coordination.  Executive support to the CEO, but not limited to; welcoming visitors, reviewing correspondence, phone and email requests, streamline, draft and send confidential and general communications both internally and externally, managing meeting requests directed to and from the CEO, extensive calendar management, reconcile monthly expenses and manage daily work flow  Conduct research and complete projects and ad hoc requests on behalf of the CEO and Executive team by determining priorities; managing time; providing factual reports, gaining cooperation and feedback of other Executive members; monitoring progress; problemsolving; and making decisions when required  Coordinate and manage the Executive, Executive all Mangers meetings and the Executive and Practice leader forums; from initial calendar management, updating attendees, agenda structure, items and distribution, collating and distribution of departmental reports, action, decision register and distribution of finalised documentation  Coordinate and manage the Consumer, Stakeholder and Advisory Committee; Committee members attendance and renumeration, liaise with new Committee members to coordinate interviews, calendar management, agenda structure and items in consultation with the Chair and Co-Chair, applicable reports, action and decision register and distribution of finalised documentation Resume of Rachel Greetham 1|P a g e Resume of Rachel Greetham  Liaise with the Company Secretary and provide extensive board support with preparing of board papers and documentation in Diligent Boards, being the contact person on behalf of the CEO for all Board Directors and members, calendar management for both Board and Committee meetings, catering for Board dinners and organisation of mid and end of year Board and Executive functions. Responsibility to purchase and distribute special event gifts and years of service plaques  Organise and book travel across the organisation for staff in both Victoria and Darwin; including flights, accommodation, travel insurance and transport, preparing itineraries for travellers with their correct details, negotiating corporate rates for accommodation when required  Building strong external relationships with internal and external bodies  Manage and promote the Workplace by Facebook platform to allow for streamline and improvements in communication internally across the organisation. Write, edit and deliver communications for the organisation on social media platforms to engage the applicable audience, increase social engagement and followers  Overseeing events management for the organisation – to date official launched the NT Services in Darwin, End of year Town Hall 2018,2019,2020, Mid-year Town Hall 2018 and virtual end of year town hall 2020, this included, but not limited to; coordinate and delivery of projects from initial proposal up to delivery of the event. This included delivery within budget constraints; internal and external communications, maintaining timelines, and managing logistics, equipment hire, travel arrangements, guests’ speakers, staff awards, purchasing of gifts and building external and interstate relationships.  Coordinate dates and event logistics for Executive Retreats, Board strategy days and Board meetings being held interstate. Avocare (Headhunted) (Position made redundant) Marketing and Communications Assistant duties to Founder Dandenong South, Australia November 2016 – August 2018 Management of social media marketing, communications, website, relationship building for the organisation, submission writing and member of the Avocare leadership team and assistant duties to the founder.  Manage effective delivery of communications, media relations, and marketing  Develop and create marketing collateral ensuring brand and key messages were consistent  Develop and manage the photography and marketing library  Managing and design all website content, updates ensuring accurate data  Manage the organisation's social media platforms ensuring that proactive action is taken on updating and posting messages to the applicable audience/s  Research grant and sponsorship opportunities; researching, writing and assisting final submission  Seeking and submitting corporate and applicable sponsorship  Manage the Making a difference with Avocare (MAD) corporate working group  Manage and coordinate Avocare management and Directors meetings Resume of Rachel Greetham 2|P a g e Resume of Rachel Greetham  Manage the process for the Avocare Work for the Dole Participant inductions; this includes, but not limited to; face to face inductions advising on specific details about their activity, rights and responsibilities, duty of care and privacy legislation  Management of Avocare Work for the Dole Participant paperwork to the Job Active Providers  Assisting the Founder with daily ad hoc duties; attending meetings, welcoming guests, seeking potential partnerships, organisation tours of the organisation, reviewing correspondence, replying to emails, phone and email requests, streamline, draft and send confidential and general communications on behalf of  Overseeing events management for the organisation; coordinate and delivery of projects from initial proposal up to delivery of event. This included responsibility for the overall budget; communicating and maintaining timelines and priorities with applicable Supervisors Zero 3 Communications Pty Ltd (Ongoing until role was filled) June 2015 – April 2016 Service / Administration Manager Carrum Downs, Australia All areas small business administration management including; service management, quality management, financial assistance, human resources, staff engagement, business relations, continuous improvement, OHS compliance, process and policy implementation and input into business outcomes.  Daily coordination and management of the service department; answering telephone enquiries, scheduling service requests, and email management  Oversee the achievement and maintenance of agreed customer service levels and standards  Plan, prioritise and delegate work tasks to ensure daily management of the on-road technicians and Directors  Ensure the necessary resources and tools were available for quality customer service delivery  Manage, coordinate and chair the weekly Managers and Directors meetings  Overseeing the smooth and efficient running on all aspects of the office operation  Implement or create appropriate paperwork and authorising administration documentation on behalf of the business  Approving and purchasing all office equipment, stationery and general office supplies  Overseeing of new staff, including their training and induction, keeping accurate records of staff attendance in MYOB and probationary review paperwork  Overseeing the payroll function to ensure it is complete, accurate and in a timely manner in liaison with an external bookkeeper Resume of Rachel Greetham 3|P a g e Resume of Rachel Greetham Club Assist Pty Ltd (VP and PA Positions made redundant due to re structure) May 2011 –September 2014 Personal Assistant to Vice President Asia Pacific Operations Dandenong South, Australia All areas of executive and one on one support to the Vice President of Asia Pacific Operations, the Asia Pacific management team, Asia Pacific region and events management for the Best Practise conferences. The typical “right hand person” and serving as the “gatekeeper.  Broad one on one support to the Vice President; welcoming visitors, reviewing correspondence, replying to emails, phone and mail requests, streamline, draft and send confidential and general communications, arrange annual and bi monthly regional events, creating and responding to meeting requests directed to and from the Vice President, extensive diary management, performance review preparation with direct reports, preparing presentations, prioritising of daily schedule, workload and meetings, reconcile monthly expenses and implementing filing systems  Complete projects and ad hoc requests by establishing ideas; determining priorities; managing time; gaining cooperation and feedback of others; monitoring progress; problem-solving; making adjustments and decisions when required  Assist key management in the Asia Pacific region to make consistent decisions by advising them of historical examples; serving as liaison between the Vice President and key management teams  Coordinate and manage the monthly Asia Pacific Management team meetings, including attendees, calendar invitations, agenda structure and items, departmental reports, staff recognition nominations, minute taking, action points and distribution of finalised documentation  Coordinate and manage various bi monthly, fortnightly and weekly meetings and direct report one on ones  Arrange interstate travel and meetings which included developing itineraries and agendas; booking flights, transport and arranging accommodation within specified budget  Publish the corporate Asia Pacific newsletter. This involved gathering information; preparing and editing articles; designing graphic presentations; producing and distribution to the broader business  Acting as Gatekeeper between the Vice President, myself and direct reports, identifying areas for improvement in their one-on-one catch up meetings, encouraging accountability on delegated actions alongside to follow up, and providing feedback on the broader business and Asia Pacific strategies  Events manage the annual Best Practice Conference - coordinate and delivery of projects from initial proposal right up to the event. This included responsibility for the overall budget; communicating and maintaining timelines and priorities; communicating, maintaining and developing club relationships, managing supplier relationships; managing operational and administrative functions to ensure each project was delivered efficiently. It was also my responsibility to assist the Vice President with leadership, motivation, direction and support to other departmental teams involved; and produce and analyse event survey for relevant feedback of improvements at the end of the event  Events manage bimonthly and quarterly off-site events from coordination to delivery of event/s Resume of Rachel Greetham 4|P a g e Resume of Rachel Greetham  Manage and oversee the company donations committee (implemented at a Global level) oversee community sponsorship and support requests that are sent to the business via email, internal mail and telephone, respond to correspondence accordingly, raise meetings with the remaining committee and compile meeting agendas, manage the donations expense allocations, promote national and regional non for profit events to encourage staff engagement and raise awareness, update the donations policy to meet with company standards, first point of contact for all external and internal community service, donation and sponsorship requests, manage the marketing collateral for approved events. Some successful events were; Wear White to Work Day, Stress Down for Lifeline, Daffodil Day, Jeans for Genes Day and sponsorship of local and national community events Monash University (Faculty re structure) (Campus re location) (Placed in Admin pool) May 2009 –April 2011 Office of the CIO (Former Faculty of Business & Economics) Technology Service Group Executive Assistant / Project Coordination Caulfield, Australia All areas of executive support to the Group manager and project coordination.  Extensive diary management to the Group Manager, daily organisation, prioritising workload and meetings, screen all incoming e-mails and replying where applicable  Event management and coordination for the group from initial proposal to final deliverable  Project Coordination and industry research as requested  Organisation and structure of Group Managers meetings – including attendees, calendar invitations, agenda items, unit reports, minute taking, action points and distribution of finalised documentation  Meeting coordination and liaising with both internal and external University clients & students  Provide executive support to the Senior Managers within the group and Committee meetings  Manage the Groups Human Resources administration– including monitor all personnel leave and cross referencing with SAP and ESS; all procedures relating to renewal of fixed term and contract staff; supervising enquiries and liaising with HR; manage and maintain personnel files; all procedures for new and departing staff including exit interviews; managing staff position description files both electronically and hard files, maintain the staff training matrix, updating of organisation chart and scheduling of potential staff interviews  Web page administrator, design, content management and additional HTML coding  First point of contact for University services such as security, facilities and office administration related areas Ensure equipment and office supplies in immediate working environment are maintained to optimum levels at all times  Resume of Rachel Greetham 5|P a g e Resume of Rachel Greetham  Emergency OHS warden trained and practiced Ealing Government Office (Maternity Leave Contract) August 2007 - June 2008 Executive Assistant Policy & Performance Department Ealing, London, United Kingdom All areas of executive support to the Director of Policy & Performance, working closely with Ealing Council Board members and in consultation with the Chair and Councillors.  Diary management, ensuring Director and Manager’s diary appointments were up to date and monitored daily, schedule, book and arrange meetings within Corporate Board, working closely with Board Members to prepare agendas in consultation with the Chair and Councillors  Coordinating the Policy & Performance Committees & Board meetings on a monthly basis, including; preparation and distribution of papers, minute taking and follow up action points  Schedule, book and arrange resources to support appointments for all travel arrangements  All areas of administration support for the Policy and Performance Management team  Organisation of team meetings – including attendees, minute taking and distribution of finalised documentation  Monitor all personnel leave, recording in spread sheets and liaising with the overall HR department  Organisation of HR procedures for permanent or temporary staff; including IT access, identification, inductions, training and reference checks  Maintain the office administration finances, raising of monthly invoices, fee preparation, purchase orders and coordinating of budgets  Ensure equipment, facilities and supply of consumables in immediate working environment are maintained to optimum levels at all times Fieldwork International Medical Research (Ongoing Contract) March 2006 to June 2007 Facilities, Administration (Office) & Events Manager Executive Assistant to CEO Putney, London, United Kingdom Facilities management of two office sites, all areas of office and event management and executive support to the CEO and Executive group. Supervisor to the facility assistant and two front house reception staff.    Main company contact for all facility and immediate office related enquiries Supervise three office personnel including: hiring, determining workload and delegating assignments, training, monitoring and evaluating, performance development, initiating corrective or disciplinary actions, setting goals and objectives and staff appraisals Develop, evaluate, and review operational / project plans, criteria and activities for the two sites Resume of Rachel Greetham 6|P a g e Resume of Rachel Greetham             Coordinate with all department Executives both in the UK and Europe regarding office requirements and documentation Obtain quotes and evaluate proposals for specification compliance and make recommendation of change Liaise with facility suppliers for the most effective and cost saving office supplies and machinery Approve, sign and/or implement applicable documents such as monthly invoices, maintenance quotes, new procedures etc. Maintain building security, distributing and recording staff passes as appropriate Ensure compliance policies and regulations are applicable with federal and/or state laws, and/or agency rules, standards and guidelines Develop appropriate safety and/or service plans to alleviate risk, provide protection, conduct Health & Safety training and conduct OHS office tours First Aid Officer Maintain the company Insurance policy, ensuring all staff are aware of their responsibilities and rights; and providing updates to the broader business Monitor and evaluate the facilities operations, programs, processes and/or practices for quality and effectiveness; make recommendations for improvement All areas of event coordinate and management for viewing facilities in the UK office from initial proposal to final event delivery All areas of executive assistant support duties including; extensive diary management, meeting coordination, work priority scheduling and travel arrangements within Europe Education / Courses & Training Completed- St John Ambulance First Aid - Australia Front Desk Superstar Training Attention Grabbing Designs Course for Administration Documentations Customer Care in Action Course – The importance of customer service 1997 Pakenham Secondary College Successfully completed Victorian Certificate of Education (V.C.E Certificate rewarded) Subjects successfully completed over the 2-year V.C.E period included: o o o Standard English Graphic Design - Photography English Literature Resume of Rachel Greetham o o o Geography Human Development Information Technology 7|P a g e Resume of Rachel Greetham Technical IT Summary Microsoft: 2003 + Accounting Packages Additional Programs Marketing | Design Word MYOB - Essentials Act Database Adobe Dreamweaver Excel Sybiz Lotus Notes Adobe Photoshop CS5 & PS17 Outlook JD Edwards Visual Personnel Facebook Publisher Dejawint Commtrack LinkedIn PowerPoint Concur Expenses CMS platforms Instagram Visio Xero Accounting Mac Mail / Contacts / Applications Canva Design Access Database Expense Manager Survey Monkey Biteable Video Design Microsoft Teams Drop Box file sharing SharePoint Zoom Video Conferencing DSLR and SLR Photography Diligent Board Books iPhone photography Website Management with Word Press Business References Can be obtained separately when required. Personal Interests     Committed to social justice - I have a passion to assist others, whether this be through providing support to people from low socio-economic backgrounds via various charity groups; ongoing volunteer and advocate for animal aid organisations, promoting and supporting a worthy cause through events and personal volunteering; or offering my skills in administration, social media and designing collateral for various organisations Digital Photography – Landscape and Lifestyle Creative design Humanitarian Resume of Rachel Greetham 8|P a g e