Internationally Experienced Executive Assistant

Serial No: 6537
Skills keywords: decision making ability, excellent analytical skills, proactive management

Short Bio:

A professional and accomplished executive/personal assistant with over 15 years experience in prominent senior administrative roles within the mining/exploration industry.

I am keen to utilise my strong organisational and planning skills towards a challenging role that requires an experienced individual who is capable of using their initiative to achieve a smooth and efficient executive office.

 Demonstration of solid time management and organisational skills- with the ability to work towards specific deadline and achieve required outcomes

 Excellent problem solving skills – Ability to think outside of the square and get the job done.

 Experience in event coordination - dealing with complex meetings internationally for large groups and attendance at such meetings

 Strong background in dealing with all aspects of administration - from travel and complex itinerary/calendar organisation to managing and training junior staff

 Highly autonomous and independent to make the position my own, as well as the ability to work within a team

 Excellent communication skills - both written and verbal and at all levels of an organisation

 Strong computer skills - with a high technical aptitude to embrace new technology and program

 High level of professionalism – able to relied on to deal with confidential and sensitive issues

Current location:  Western Australia, Australia - View on map
Preferred Sector of Employment:  accounting and finance
Spoken languages: English and Afrikaans
Location I am interested in working: Anywhere

Career Summary

Executive Assistant                                        Gumala Aboriginal Corporation                                2013 – Contract

Executive Personal Assistant                     Gold Fields Australasia                                 2007 – 2012

Executive Assistant                                        Troy Resources NL                                           2006 – 2007

Executive Assistant                                        GRD Limited                                                      2004 – 2006

Personal Assistant                                          Boyer Exploration                                           2001 – 2003

Career History

Period                  6 May 2013 – present

Company      Samsung C&T Corporation

Position               Executive Assistant          

Size of Company:            Approximately 5000 +

The Engineering & Construction Group is best known for its advanced technological expertise. Samsung C&T has been appointed as EPC (engineering, procurement and construction) contractor of the Roy Hill Project mine in Western Australia.

The EPC contract consists of four main works packages:

Package 1
:  Iron-Ore Processing Plant: Construct the 55Mtpa iron-ore processing plant, admin buildings and laboratory.

The plant is scheduled to be commissioned in July 2015.

Package 2–Rail: A 347km single line, heavy haul railway will be constructed to transport the processed iron ore from the Roy Hill mine to a dedicated port stockyard facility located south-west of Port Hedland. Construction of the rail line will incorporate Port and Mine Rail Loops, Passing Loops, Marshalling Yard and Sidings, as well as eight waterway bridges and three rail/road overpass bridges.

Packages 3 & 4:  Port
Roy Hill’s purpose built, world class iron ore port facility at Port Hedland will be constructed to receive, stockpile, screen and export 55Mtpa (wet) of direct shipped iron ore as lump and fines and will be designed to accommodate possible future expansion. The port stockyard will have the capacity to store over five million tonnes of ore.

The port stockyard and rail loop infrastructure will consist of: Rail car dumper, conveying system, 2- 13,000tph rail mounted stackers, Stockyards, 12,000tph bucket wheel reclaimer, Surge bin facility, and Screening House

The port outload and wharf facilities will incorporate: Four loadout conveyors, an 800m long, two berth wharf and 14,400tph shiploader

Ultimately, my position as Executive Assistant is to assist the Project Director with all aspects of this vast portfolio is to ensure smooth interaction of staff, meetings, conferences, communications, contractors that fall within all four packages to effectively work under the guidance of the Project Director. Attending meetings, briefings, correspondence, travel, interaction with all levels of management and staff.

Period                  7 March 2013 – 9  April 2013(Temp)

Company      Gumala Aboriginal Corporation

Position               Acting Human Resources Officer                                                                                 

■          Reporting to the Human Resources Manager

■          Compilation of newsletter material for HR Department Department and submission of completed work to Business Development.

■          Typing of Personnel Contracts, administration, setting up interviews and placing advertisements on company website and Seek.

■          Exit and entry interviews.

■          Collation of all documentation for new starters, Induction materials, and office and tax file documentation.  Ensuring all relevant information is received, marked off the checklist, forwarding of relevant information and forms to Payroll.

■          Placing all employee information on spreadsheets (input and update) and on files.

■          Provide administrative assistance to the greater team.

■          PowerPoint presentations using excel.

■          Visio for organisational charts

■          Manning the office and any requests/calls for HR on a regular basis when the HR Manager was away.

■          Filing and archiving and general office duties

Period                  23 January 2013 – 6 March  2013(Short-term Contract)

Company      Gumala Aboriginal Corporation

Position               Executive Assistant to Chairman & Chief Executive Officer         

■          Total autonomous role – making all arrangements both business and personal.

■          Travel and accommodation management, inclusive of flight bookings, hotel and itinerary preparation

■          Diary management –calendar control

■          Liaison with external clients, Board Members and other members of staff as well as indigenous persons on the membership and Board.

■          Research, collation of information and provide completed material to CEO.

■          Handling all aspects of conference bookings.

■          Costing, and reconciliation for use of company credit card

■          Fly to office in Tom Price and work from there – Board meetings were held in Tom Price.

Key Achievements

■          Office setup from nothing to operation in the CEO office, and effectively implemented new processes.

■          Relationship building with Members and Elders of the Aboriginal Community in Tom Price

■          Assisted in Human Resources as Coordinator and related tasks such as entry and exit interviews, reference checking, maintaining staff lists (various)

■          Organisational Charts with Visio

■          Credit card reconciliations

■          Purchase Orders

Period                  2 October 2007 – 31 August 2012

Company      Gold Fields Australasia

Position               Executive Personal Assistant to EVP

                                                                                                                        Growth and International Projects

                                                                                                                        (Mr Tommy McKeith)


Size of Company:             Exploration Division:  50 – Organisation:  1000

                                                My manager and I were working independently out of the office in Perth

■          Total autonomous role – making all arrangements both business and personal.

■          Complex travel and accommodation management, inclusive of flight bookings, hotel and car bookings and itinerary preparation

■          Charter flight bookings locally (site) and internationally ensuring safe entry and exit into remote countries.

■          Complete diary management – emails and calendar control

■          Liaison with external clients, Board Members and other members of staff.

■          Exploration Report scheduling/ follow-up / collation.

■          Website research, collation of information and provide completed material to Corporate Head Office.

■          Handling all aspects of conference bookings

■          Compilation of newsletter material for exploration department and submission of completed work to Corporate Head Office.

■          Costing, and reconciliation for use of company credit card

■          Managing Contracts Register and lease control

■          Provide administrative assistance to the greater exploration team

■          Answering and screening calls for Executive Vice President

■          Powerpoint presentations using excel.

■          Filing and general office duties

■          Mentoring of junior staff reporting directly to myself.

■          Minute taking

Key Achievements

■          Office relocation completed and effectively managed on time and on budget

■          Bi-annual meeting with travel/logistics/meeting/Hotel and catering co-ordination and rate/costing negotiations for 70 people plus other ad-hoc duties upon request completed with confirmed Management satisfaction and to a high standard.

■          Diggers and Dealers, New GenGold conference arrangements – material / posters initiated, prepared and completed to standard, arrangement of corporate materials and attended the conference from set-up to break-down.

Period                  2006 – 2007

Company      Troy Resources NL

Position               Executive Assistant

(Mr Tommy McKeith)

Size of Company:             Office Staff:  20 – Organisation:  200-300

■          Travel and accommodation management.

■          Complete diary management.

■          Exploration Report scheduling/ follow-up / collation.

■          Liaison with external experts in the setup and compilation of the Annual Report.

■          AGM – Sourcing venue, liaison with share register and ensuring timetable adhered to leading up to the AGM.

■          Sourcing IT Service Provider/partner and ensuring completion of changeover is smooth and timely.

■          Costing, and reconciliation for use of company credit card

■          Organisation of monthly socials and corporate functions both internal and external which involved sourcing venues and catering

■          Selection and ordering of promotional material for conferences

■          Design and compilation of posters and leaflets (investor relations updates) for conferences and shareholders.

■          Responsible for other staff member – receptionist.

■          In-house and external functions – sourcing venues and catering.

Key Achievements

■          Responsible for sourcing new Website provider and ensuring the collation of information, input of senior staff and interaction between staff and provider to provide completion to the project – Achievement was being responsible for a new bright and well-designed live website for the company.

Period                  2004 – 2006

Company      GRD Minproc Limited

Position               Executive Assistant to Chairman/CEO

                                (Mr Brettney Fogarty)

Size of Company:             Staff:  100-200 Staff in Perth – Global:  1000

■          Complete diary management.

■          Manage 2 x junior office staff.

■          Report scheduling/ follow-up / collation.

■          Preparation of Board Packs and reminders for contributions as well as compilation of all documents to be included in packs and timely distribution thereof.

■          Providing efficient secretarial and administrative support relating to personal matters, business matters and acting as a conduit between CEO and staff.

■          Extensive Travel management, with respect to route planning, fares, accommodation, vehicle transfers, client visits, airline and membership points management, including negotiating fares and accommodation and expense claims related to travel.

■          Organise and coordinate company functions including client, company senior management and staff (i.e. Leeuwin, cocktails, staff functions and Boardroom lunches).

■          Assist to ensure business/ function is managed and maintained in a disciplined manner to:

  • Ensure staff consistently deliver on deadlines
  • Achieve target on other key non-financial measures

■          Minutes and Agenda for Executive Committee meetings involving Board members and senior members of staff.

■          Assisting Company Secretary, Legal Counsel and Chief Operating Officer

■          Sourcing IT Service Provider/partner and ensuring completion of changeover is smooth and timely.

■          Making and co-ordinating all arrangements in respect to office relocation on time and on target.

■          Typing of all correspondence for Finance/Commercial and Legal Department, i.e. memos, letters, agreements, and agendas, director’s reports, half yearly and yearly finance statements.

■          Complex engineering presentations and reports.

■          Monthly compilation of director’s memo and appendices for Board Papers i.e. sealed document register, ASX announcements, and Statutory Board business.

■          Preparation and lodgement of any notices to the Australian and New Zealand Stock Exchange.

■          Preparation and lodgement of Australian Securities & Investment Commission (ASIC) forms for appointments, resignations, changes of address etc as require and maintenance of ASIC file.

■          Assisting with preparation and production of Minproc Annual Report

■          Safekeeping of original documents in company safe (i.e. agreements, contracts).

Key Achievements

¡    The key achievement for me at GRD was that I was promoted from secretary to the Company Secretary and Chief Technical Officer and Legal Counsel after working for GRD Minproc (now AMEC) for only a short time to Executive Assistant to the CEO and a short time later to the Chairman in recognition of my capabilities and work ethics.

¡    Effectively managed junior staff members and introduced new systems resulting in a more effective and better managed and happier junior staff as well as reception presenting a positive image for the company at all times.

Period                  2001 – 2004

Company      Boyer Exploration& Resource Management Pty Ltd

Position               Personal Assistant Principal, Managing Director and Chairman respectively

                                (Mr Don Boyer / Mr Rhod Grivas)

Size of Company:             Staff:  3 initially, after two years went up to 10

■     All secretarial duties, inclusive of travel arrangements, itinerary and accommodation bookings.

■     Scheduling of meetings, telephone inquiries, general office duties, fax, confidential work, and filing.

■     ‘Running the office’ when manager is away.

■     Involved with due diligence work, Initial Public Offering details in relation to listing on ASX.

■     Some media liaison.

■     Liaison with outside personnel and management,

■     Shorthand, Dictaphone. Quickbooks – taking care of payment of invoices and issuing of cheques, as well as input of data onto Quickbooks.

Prior to 1999

Period                  1987 – 1999

Company:     BHP Billiton

Position               Personal Assistant CEO, Minerals and Technology

                                (Dr A.K. Haines)

Size of Company:  Head Office Staff:  300-500 – Organisation worldwide in excess of 5000

I started working as a junior Personal Assistant and after 3 years, was promoted to work for the Coal Division of BHP Billiton. After a further 3 years plus, I once again was promoted after a restructure within the coal division to work for Dr Alan Haines, Chief Executive of Minerals and Technology, where I stayed till I emigrated.