Juanita Karena
Camberwell,Melbourne
Summary
Executive Assistant with diverse background in Public, Private and NFP businesses.
Dedicated and adaptable professional with a proactive attitude and the ability to learn quickly. Strong work ethic and effective communication skills. Eager to contribute to a dynamic team and support organizational goals.
Overview
9
9
years of professional experience
Work History
Claims Consultant
TSA Group
Docklands, Melbourne
10.2024 - Current
- Reviewed insurance claims for accuracy and completeness.
- Assisted clients in understanding claims processes and requirements.
- Utilized claims management software to track and process submissions.
- Maintained detailed records of all claim interactions and updates.
- Adhered to company policies and industry regulations in all processes.
- Ensured that all payments were made within established time frames outlined in the policy agreement.
- Negotiated settlements with claimants in accordance with company guidelines.
- Collaborated with internal departments such as underwriting and risk management teams to develop best practices for handling claims efficiently.
- Participated in training sessions designed to enhance knowledge of relevant state laws pertaining to insurance policies.
- Advised clients on how they can reduce costs associated with future claims incidents.
- Analysed and interpreted policy provisions to determine coverage and liability.
- Maintained accurate records of all claim activities in a centralized database system.
- Investigated complex or high-value claims by interviewing claimants, witnesses, attorneys, medical personnel, and other involved parties.
- Collaborated with team members to resolve complex claim issues.
- Negotiated settlements with claimants or their representatives on behalf of the insurance company.
- Determined liability, compensability, and benefits due on each claim.
Executive Assistant
Department of Transport and Planning
, Melbourne
02.2021 - 05.2025
- Managed executive calendars and scheduled appointments efficiently.
- Coordinated travel arrangements for executives and team members.
- Assisted in project coordination across multiple departments and teams.
- Maintained confidential files and handled sensitive information securely.
- Communicated with stakeholders to facilitate smooth operations and collaboration.
- Supported budget tracking and expense reporting for executive activities.
- Monitored incoming emails and responded accordingly in a timely manner.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Answered telephone calls from customers or clients providing assistance where necessary.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Developed effective filing systems for easy retrieval of information when needed.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Took detailed notes in meetings and disseminated information afterward.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
Grants and Admissions Officer
RMIT University
, Melbourne
05.2022 - 12.2023
- Assisted students with application inquiries and provided guidance through the admissions process.
- Reviewed applications and evaluated candidates based on established criteria and requirements.
- Maintained accurate records of applications and communications using admissions software.
- Collaborated with academic departments to streamline the admissions workflow and procedures.
- Participated in training sessions to stay updated on admissions policies and best practices.
- Provided information sessions to prospective students and their families on academic requirements, financial aid, career opportunities, and other related topics.
- Worked closely with all members of admissions staff to optimize application review process.
- Advised current students on changes or updates within the admissions process.
- Responded promptly to inquiries from prospective students via email or telephone calls.
- Maintained accurate records of all application materials received from prospective students.
- Coordinated communication between departments regarding applicant status updates.
Grants Officer - Flood Relief Team
Red Cross
, Melbourne
02.2022 - 05.2023
- Managed grant applications and documentation for various humanitarian programs for indigenous communities impacted by floods.
- Reviewed grant reports to ensure compliance with established guidelines and requirements.
- Collaborated with program teams to identify funding needs and opportunities.
- Communicated with stakeholders about grant processes and requirements effectively.
- Maintained accurate records of grants, deadlines, and submissions in tracking systems.
- Maintained a database of current grants information including deadlines, contacts, award amounts.
- Identified needs of customers promptly and efficiently.
- Identified areas for improvement, narrowing focus for decision-makers in making necessary changes.
- Set specific goals for projects to measure progress and evaluate end results.
- Oversaw quality control to identify inconsistencies and malfunctions.
Administrative Advisor - Inclusion Team
Sodexo
St Kilda, Melbourne
09.2021 - 03.2022
- Analyzed data trends to support business decision-making processes.
- Created comprehensive reports using advanced Excel functions and visualization tools.
- Collaborated with cross-functional teams to gather requirements for reporting needs.
- Coordinated travel arrangements for executives and team members.
- Monitored incoming emails and responded accordingly in a timely manner.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Answered telephone calls from customers or clients providing assistance where necessary.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Assisted in developing policies and procedures pertaining to office administration matters.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Provided accurate, up-to-date information to external parties through emails, phone calls and in-person interactions.
Executive Assistant
Department of Jobs, Skills, Industry and Regions
, Melbourne
05.2021 - 09.2021
- Managed executive calendars and scheduled appointments efficiently.
- Coordinated travel arrangements for executives and team members.
- Assisted in project coordination across multiple departments and teams.
- Maintained confidential files and handled sensitive information securely.
- Communicated with stakeholders to facilitate smooth operations and collaboration.
- Supported budget tracking and expense reporting for executive activities.
- Monitored incoming emails and responded accordingly in a timely manner.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Answered telephone calls from customers or clients providing assistance where necessary.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Developed effective filing systems for easy retrieval of information when needed.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Took detailed notes in meetings and disseminated information afterward.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
Executive Assistant
Department of Transport and Planning
, Melbourne
02.2021 - 05.2021
- Managed calendars for Directors and Managers, scheduled appointments efficiently.
- Coordinated travel arrangements for executives and team members.
- Assisted in project coordination across multiple departments and teams.
- Maintained confidential files and handled sensitive information securely.
- Communicated with stakeholders to facilitate smooth operations and collaboration.
- Supported budget tracking and expense reporting for executive activities.
- Monitored incoming emails and responded accordingly in a timely manner.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Answered telephone calls from customers or clients providing assistance where necessary.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Developed effective filing systems for easy retrieval of information when needed.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Took detailed notes in meetings and disseminated information afterward.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
Conservation Officer
Melbourne Water
Brooklyn, Melbourne
01.2020 - 02.2021
- Supervision and use of herbicides and insecticides for pest, weed and disease control.
- Responded to incidents involving hazardous materials spills or illegal dumping of pollutants.
- Assessed potential impacts of development projects on local ecosystems.
- Facilitated collaborations between government agencies and private entities for conservation efforts.
- Coordinated with other organizations to implement best practices for conserving natural resources.
- Monitored wildlife populations and habitats.
- Provided guidance on the implementation of new legislation related to natural resource management.
- Developed plans for the protection, management, and restoration of natural resources.
- Managed equipment and tools necessary for effective wildlife monitoring and data collection.
- Coordinated with volunteers and community groups to maintain trails and recreation sites.
Learning and Development Officer
VACCA
Preston, Melbourne
11.2018 - 05.2019
- Developed training programs for employee skill enhancement and career growth.
- Facilitated workshops on leadership, teamwork, and communication strategies.
- Maintained records of all training activities including attendance rosters and evaluation forms.
- Coordinated logistics for classroom-based training events such as facility rental, catering services and audio and visual equipment setup.
- Managed the Learning Management System including user profiles, course catalogs and reporting functions.
- Identified gaps in existing curriculum materials or processes and developed solutions accordingly.
- Analyzed feedback from participants in learning sessions to improve future offerings.
- Collaborated with subject matter experts to create content for e-learning courses.
- Provided technical support for users of the LMS system.
- Created lesson plans, course materials, job aids, presentations, videos and other resources for learning activities.
- Participated in and attended meetings or seminars to obtain information for use in training programs.
Administration and Project Officer
DEECA
, Melbourne
03.2017 - 09.2018
- Assisted in preparing reports and presentations using various software tools.
- Supported team members by providing resources and information as needed.
- Scheduled meetings and coordinated logistics for departmental events and activities.
- Handled travel arrangements and itineraries for staff attending external events.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Managed database systems containing customer contact information.
- Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Coordinated project activities to ensure timely completion of deliverables.
- Facilitated communication between stakeholders to align project goals and expectations.
Executive Assistant
DPC
, Melbourne
03.2016 - 03.2017
- Managed calendars for Directors and Managers, scheduled appointments efficiently.
- Coordinated travel arrangements for executives and team members.
- Assisted in project coordination across multiple departments and teams.
- Maintained confidential files and handled sensitive information securely.
- Communicated with stakeholders to facilitate smooth operations and collaboration.
- Supported budget tracking and expense reporting for executive activities.
- Monitored incoming emails and responded accordingly in a timely manner.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Answered telephone calls from customers or clients providing assistance where necessary.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Developed effective filing systems for easy retrieval of information when needed.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Took detailed notes in meetings and disseminated information afterward.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
Education
Cert III - Conservation And Land Management
AiGroup
03-2021
Cert III - Business
Aplus
12-2013
Skills
- Customer service
- Data entry
- Problem solving
- Policy analysis
- Calendar management
- Travel coordination
- Claims processing
- Data analysis
- Staff management
- Office administration
- Executive support
Timeline
Claims Consultant
TSA Group
10.2024 - Current
Grants and Admissions Officer
RMIT University
05.2022 - 12.2023
Grants Officer - Flood Relief Team
Red Cross
02.2022 - 05.2023
Administrative Advisor - Inclusion Team
Sodexo
09.2021 - 03.2022
Executive Assistant
Department of Jobs, Skills, Industry and Regions
05.2021 - 09.2021
Executive Assistant
Department of Transport and Planning
02.2021 - 05.2025
Executive Assistant
Department of Transport and Planning
02.2021 - 05.2021
Conservation Officer
Melbourne Water
01.2020 - 02.2021
Learning and Development Officer
VACCA
11.2018 - 05.2019
Administration and Project Officer
DEECA
03.2017 - 09.2018
Executive Assistant
DPC
03.2016 - 03.2017
Cert III - Conservation And Land Management
AiGroup
Cert III - Business
Aplus