Smith - Executive Assistant - Coomera, QLD, Australia

Melanie Smith

Coomera, QLD, Australia


Executive Assistant


An experienced EA/PA to CEO’s, Directors and Senior Management holding Certificate IV Business Administration. High level of proficiency in organising, planning, relationship building, time management and Microsoft Office applications, as well as excellent verbal and written skills with an exceptional eye for detail; ability to learn, adapt and develop.

Work History

Executive Assistant to Chief Executive Officer


July 2007 - May 2014

is a family-owned company that provides services on behalf of the management and members of Sanctuary Lakes Resort, Sandhurst Club, Moore Park Golf (NSW) and Wembley Golf (WA). These services include Finance and Administration, HR/Payroll, Architectural Review, Telecommunications and Security, Company Secretarial Services, Information Technology, Owners Corporation Management and Golf Operations

Executive Assistant to Chief Executive Officer July 2007 - May 2014

Purpose of Position
To support the CEO and Senior Executives

Key Accountabilities
• Preparation/distribution of Board Reports
• Diary management
• Proof reading documents
• Assisting CEO and Senior Executives with preparation of proposals/tenders
• Assist with administration for the Architectural Review Committee
• Registering submissions for weekly Architectural Review meetings, responding to member queries relating to house builds and compiling responses to submissions made
• Dealing with customer complaints ensuring prompt resolution
• Respond to emails/redirect to appropriate department and follow up to ensure issue is addressed promptly
• Entry resident/golf members' contact details into CRM and print member cards
• Reconciliation of expense reports
• Organise travel and accommodation, interstate and international, obtaining visas as required
• Updating various templates/documents as required
• Ordering of stationery/office supplies
• Organise meetings
• Liaise with interstate residents of Golf Communities managed by ClubLINKS to organise health club memberships

Executive Assistant to Chief Financial Officer, President, Industrial, Asia Pacific


February 2006 - July 2007

Linfox is the largest privately owned logistics company in Australia, delivering adaptable supply chain solutions across Asia Pacific

Executive Assistant to Chief Financial Officer, President, Industrial, Asia Pacific, Director of Security and Office Manager with three direct reports.
February 2006 - July 2007

Purpose of Position
To provide administrative support in a highly confidential manner to CFO and President and manage three direct reports.

Key Accountabilities
• Production of spreadsheets, PowerPoint and Word documents
• Liaise with internal and external customers
• Ensure all documentation is prepared and available prior to meetings
• Develop and maintain filing/record system to ensure documents can be located speedily
• Approval of travel requests and expenses
• Procurement of visas as required
• Produce and distribute weekly absence reports
• Take dictation as required
• Identify improvements in systems and procedures that will lead to increased productivity and/or reduction in costs
• Ensure invoices are promptly reconciled
• Manage all expenses electronically via Spendvision
• Manage diaries, workflow and priorities to ensure agreed timelines are achieved
• Facilitate regular productive communication with EAs to improve processes and maintain strong relationships
• Manage group list within Outlook for recipients of press clippings
• Action general enquiries received from website
• Manage receptionists and mail delivery staff member
• Accountable for office accommodation at Clayton site

Manufacturer and importer of Mercedes Benz cars, trucks and buses, Chrysler & Smart cars, Freightliner & Fuso trucks.

Executive Assistant to President & CEO

September 2002 - December 2005

Purpose of Position
To provide personal and confidential support to the President & CEO

Key Accountabilities
• Preparation of Board papers for monthly meetings
• Compiling monthly sales report
• Maintain database for all incoming/outgoing mail/filed material/publications
• Following up on all customer complaints ensuring timely resolution
• Ensure queries, customer complaints are directed to the appropriate department
• Decision making in absence of CEO
• Liaising with VIP customers, Government, Members of the Board of Management in Germany, DaimlerChrysler CEOs and international personnel
• Resolve issues arising within CEO's office both internally and externally and obtain relevant information to enable President & CEO to respond
• Maintain harmonious relationships with seven Managing Directors' Executive Assistants
• Maintain balanced relationships with every Business Unit/Department nationally
• Liaising with Head Office in Germany to coordinate appointments
• Compiling detailed itinerary when CEO travels interstate/overseas
• Raising purchase orders for office supplies, merchandise
• Managing all expense reports
• Scrutinising Direct Reports' expenses
• Maintain record of all frequent flyer programmes/hotel affiliations
• Organising accommodation/limos/drivers as required for visiting international DaimlerChrysler personnel including compilation of detailed itineraries
• Screening all visitors, phone calls/incoming mail to ensure they are relevant and contribute to the CEO's objectives

Manufacturer and importer of Mercedes Benz cars, trucks and buses, Chrysler & Smart cars, Freightliner & Fuso trucks.

Assistant to Chrysler Jeep PR Senior Manager/Chrysler Jeep Senior Executive, Marketing

Key Accountabilities

May 2000 - September 2002

• Provide administrative support to PR/Marketing team
• Raise purchase orders
• Manage regular mail outs, including invitations and details of event to dealers for Chrysler Jeep product launches
• Coordinating all responses to invitations, noting relevant information contained therein e.g. attending with/without partner, type of room required etc
• Attendance at product launches to provide assistance as required
• Liaising with journalists on a daily basis, providing requested information and maintaining positive and balanced relationships
• Accepting customer complaints and dealing with them promptly.
• Taking calls from advertising agencies, general public, internal personnel and endeavour to resolve queries/issues
• Completion of expense reports for PR Senior Manager
• Organising flights/accommodation for dealers/journalists
• Booking of Chrysler Jeep vehicles for journalists and ensuring loan vehicle is mechanically sound and detailed prior to handover
• Mailing out brochures to customers as required
• Ordering office supplies
• Organising conferences/meetings off site

Qualifications & Certifications

St Angela's Grammar


Tottenham Technical College

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