Himani Himani
Wellington,New Zealand
Summary
Industrious and forward-thinking Senior Executive Assistant with many years of experience in strategic planning, operational, and administrative requirements. Results-driven and hardworking with skill and resilience to achieve daily operational goals. Focused on maximizing executive productivity by providing exceptional service and coordinating team activities.
Overview
4
4
years of professional experience
Work History
Executive Assistant- Chief Digital Officer
Ministry of justice
, Wellington
08.2023 - Current
- Supporting Chief Digital officer in running and managing complex calendar of appointments, meetings and travel arrangements. Monitoring incoming emails, correspondence of Chief Digital officer and responding in timely manner.
- Supporting the Chief Digital Officer in the timely drafting, coordinating, and reviewing of official correspondence, and facilitating timely communication for a seamless workflow.
- Assisted the Chief Digital Officer and the Digital Leadership team in the Phase 2 restructure by maintaining privacy, organizing the interviewing process, onboarding, and offboarding.
- Maintaining hospitable relationship with external vendors such as Spark, fujistu, Corrections, Police, DIA etc. Accountable for running internal meetings with finance, directors, Dep Sec, HR on behalf of the Chief Digital Officer.
- Maintained confidential records and files related to the executive operations of the Chief Digital Officer. Preparing reports, presentations, agendas, minutes, and other documents as needed by the digital leadership team. Scheduled and arranged travel and hotel reservations for meetings, conferences, and seminars via Serko.
- Providing administrative support in preparing contracts, invoices, purchase orders, and other documentation required for monthly business activities.
- Managed all aspects of catering needs for special events hosted by the Chief Digital Officer. Assisted in organizing conferences, seminars, and other events as directed by the CDO.
Executive Assistant
Cancer, Specialist Medicine and Community CCDHB
Wellington, Wellington
03.2022 - 07.2023
- Responsible for providing secretarial and office management support, which involves checking activities and actions from meetings to remind managers of tasks and deadlines, and coordinating meetings and work schedules for teams and executives.
- Undertaking meeting administration, which includes agenda preparation, collating and binding documents, and distribution, as well as minute-taking and distribution.
- Scheduling staff credentialing, annual reviews with the managers, distributing relevant paperwork to HR and staff, and liaising with the group manager's PA to discuss administrative issues.
- Maintain a cordial working relationship with doctors and nurses, and I ensure timely reimbursements of costs and expenses.
- Responsible for making national and international travel arrangements for employee trips and conference
- Keeping up-to-date rosters and timetables, logging IT requests, timesheets, requesting CAPEX purchases, etc.
- Responsible for the management of documents, both hardcopy and electronic, including couriers, password protection, and electronic correspondence.
- Assist HR in drafting offer letters, carrying out police checks regularly, onboarding new employees, and end-of-employment activities. Other responsibilities involve scheduling interviews, preparing interview templates, and serving as a contact person between the candidate and the interview panel.
- Liaising with accountants and procurement teams to ensure the timely processing of invoices and expenses. Responsible for creating purchase orders via Oracle Financials, and keeping track of records of the invoices received and processed.
- Responsible for managing compliments and complaint letters as received. Other activities involve drafting OIA request information, helping managers with PPTs, letters, and creating Excel sheets as requested.
Receptionist Administrator
Bowen Hospital
Wellington, Wellington
09.2021 - 03.2022
- Responsible for coordinating the appointment calendar for six or more doctors.
- Report documentation involves developing reports and documents by taking dictation, transcribing meeting notes from doctors, helping doctors carry out clinics, and managing queries received on doctors' behalf.
- Responsible for greeting patients, checking them in, and checking them out.
- Ad-hoc responsibilities involve scheduling follow-up appointments, updating patient information, recording patient medical history, and forwarding requests for repeat scripts to doctors, and pharmacies. I also assist patients with taxi and fleet bookings.
- Responsible for processing timely patient payments by email or telephone. Liaising with ACC and insurance companies for the patient payments. Other duties involve keeping track of the payments via Excel sheets, sending out reminders to the patients for outstanding invoices, and handling cash.
- Responsible for displaying professional standards at the reception desk by greeting customers and assisting them in their visits to the doctors.
- Responsible for creating patient clinic letters in the proper format, sending them out to the GPs, liaising with laboratories for booking patients' tests, and confirming the test results.
Education
Bachorelor's of Commerce -
Punjab University
India01.2013
Certificate in Personnel Management And Human Resources - Human Resources Management
The Career Academy
OfflineSkills
- MS office software
- Co-Pilot
- FMIS
- MedTech
- Citrix
- Zeno/orbit
- Teams
- Flexi-Purchase
- Xero
- Typing(50-60wpm)
- Human resources management (HRM)
Timeline
Executive Assistant- Chief Digital Officer
Ministry of justice
08.2023 - Current
Executive Assistant
Cancer, Specialist Medicine and Community CCDHB
03.2022 - 07.2023
Receptionist Administrator
Bowen Hospital
09.2021 - 03.2022
Bachorelor's of Commerce -
Punjab University
Certificate in Personnel Management And Human Resources - Human Resources Management
The Career Academy
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