Administrator / Secretariat Assistant  

Overview: Deliver professional secretariat services to University committees assigned by the Secretary to Council and Manager Council & Senate Secretariat - The support provided by this role is critical in ensuring that these committees can function effectively and efficiently in achieving their objectives. Liaise with Internal and External Stakeholders throughout Pacific / NZ and Australia.

• Provide administration support, such as document drafting, correspondence, travel arrangements and document and records management
• Service 9 committees by formatting, printing, and delivering meeting papers and ensuring timely distribution to members
• Check meeting schedules, obtain confirmation of attendance, and follow up on meeting papers not received by paper deadline
• Assist in research work and arranging logistics for travel related to policy workshops / seminars (local and overseas)
• Finance: Raise local / overseas purchase orders, budget entry & cash flow, general office purchasing (assets and fixtures)
• Manage petty cash, stock take for office supplies, fixed asset disposable and maintaining the Boardroom
• Create zoom link for meetings, arrangement and controlling of audio visual gadget for the meeting
• Deliver an outstanding student and staff experience through high quality, effective service delivery to all the University’s internal and external customers
• Act as trusted point of contact for a range of students, staff and visitors
• Use University systems to maintain databases, extract data and provide reports

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Receptionist / Clerk

• Handled general accounting tasks, such as accounts payable and receivable, and deposited daily lodgements
• Assisted with the preparation and updating of project-related information, including accounting and promotions
• Attended workshops, seminars, locations, radio talk shows, and monitored media for relevant information
• Sourced and purchased office consumables and equipment, planned and scheduled conferences and meetings, and operated office machines such as copiers and scanners
• Liaised with national and international groups to oversee their visits and ensured a smooth experience for visitors
• Managed bust diary and worked with teams in coordinating guest to provide excellent service to visitors
• Organised and managed events

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Accounts Clerk

• Managed financial transactions including collecting, counting, and disbursing money, managing bank deposits, and expenses, and accounting tasks such as invoicing, accounts payable/receivable, and purchasing functions
• Provided Administrative/Finance/Inventory and customer service, and organising client files
• Maintained computer systems and confidential records, and updated filing, inventory, mailing, and database systems

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‍PA to Managing Director

• Supported the smooth running of daily operations, including fast-paced diary scheduling, and managing client appointments and meetings for team briefings
• Organised PowerPoint presentations for national monthly meetings with consultants and partners, took minutes, maintained records for meetings, and provided transcripts for the monthly meetings
• Handled general accounting duties and arranged travel itineraries and accommodations for the Managing Director, and effectively managed the MD's schedule