Kelly Gray
Auckland
Summary
As an Executive Assistant I have more than five years experience working within a CEO lead team structure. During this time I have developed great rapport with the leadership team and our stakeholders. I am always looking for ways to improve how we work together, and how I can be more effective in my role.
Overview
10
10
years of professional experience
Work History
Senior Executive Assistant
Auckland City Council
06.2023 - 12.2023
- Managed schedules, events and travel plans for conferences, meetings and seminars, as well as domestic and international trips for [Number] executives.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Contributed to smooth business operations by planning and organizing meetings and conferences.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
Governance Administrator
Auckland City Council
04.2023 - 05.2023
- Developed risk management strategies for improved organizational stability and security.
- Worked with diverse, collaborative, and energetic workforce to spark innovation and develop service ideas.
- Established strong relationships with stakeholders, promoting collaboration and building consensus on key decisions.
- Achieved seamless integration of acquisitions by overseeing due diligence activities related to governance matters.
Senior Executive Assistant
Waka Kotahi
12.2022 - 02.2023
- Key responsibilities; Provide support while recruitment was underway to Tier two role supporting the General Manager
- Screened calls and emails and initiated actions to respond or direct messages for managers
- Organized and coordinated conferences and monthly meetings
- Processed travel expenses and reimbursements for Chief Digital Officer
- Answered high volume of phone calls and email inquiries
Senior Executive Assistant
Auckland University
07.2021 - 09.2022
- Tier one role supporting the PMCSA (fixed term)
- Key successes and learnings; Improving the way we do things
- I have contributed to the information collated for the Prime Minsters office including the weekly media report, media enquiries, monthly Prime Minister's letter and quarterly Prime Minister's report
- Restructure of the PMCSA diary and tasking process
- Key areas for this role are; High level diary management
- Stakeholder engagement
Project Coordinator
Regional and National Health Professional Advisory
05.2021 - 07.2021
- Kept projects on schedule by managing deadlines and adjusting workflows.
- Supervised multiple projects from project start through delivery by prioritizing needs and delegating assignments.
- Enhanced team collaboration through regular meetings, fostering a positive work environment for increased productivity.
- Liaised between departments to facilitate communication and keep appropriate parties updated on project developments.
Personal Assistant
Te Whatu Ora Te Toka Tumai
10.2017 - 05.2021
- Tier two role supporting the General Manager, Director and Nursing Director
- Key areas for this role are; Diary management, high volume of meeting management, intranet design and development, contacts and staff database management,travel booking,expense claims and processing of purchase orders
- Key successes and learnings; Improving the way we do things
- I have contributed to the structure of meetings and suggested better ways of doing our daily activities
- Starship hospital fundraiser, design lead of staff values pins, graduated Bachelor
- Health Science, Wellness brand lead, All staff lead Round the Bays corporate event, admin staff forum lead.
Research Assistant
Auckland University
02.2018 - 07.2018
- For the Flourish Study, School of Population Health
- Collation of data for the study to establish how New Zealander's develop flourishing relationships. Involved interviewing Male New Zealander's to discuss positive aspects of their relationships
Senior Executive Assistant
Human Rights Commission
04.2016 - 05.2017
- Tier One role supporting the Race Relations Commissioner (Contractor)
- Key areas for this role are; Working in a small team and working independently, diary management, stakeholder engagement
- Key successes and learnings; Improving the way we work with stakeholders
- I have contributed to the success of the Race Relations day annual event
- I attended the Race Unity Speech Awards, and the Media Launch for Race Relations campaign 'That's us' campaign
- Achieved Passport to practise; knowledge of Treaty of Waitangi and Maori principles, and Maori world view
Executive Assistant
Kainga Ora
07.2013 - 03.2016
- Tier two role supporting the General Manager, Property Maintenance
- Key areas for this role are; Management of board papers and executive papers, Diary management, meeting management, staff events, contacts and staff database management, travel booking, expense claims and processing of purchase orders
- Key successes and learnings; Improving the way we do things
- I have contributed to the work flow of information for the executive and board meetings, collating and communicating decisions, and editing documents for final review
- Staff christmas event and lead fundraiser for all staff events
- Lead all staff Round the Bays corporate event, Auckland half marathon participant
- Manage meetings and oversight, preparation of reporting for the team for Property Maintenance portfolio consisting of 580M budget
Education
Bachelor Health Science -
Auckland University of Technology
Skills
- Advanced MS Office Suite
- [70] WPM typing speed
- Filing and data archiving
- Schedule Management
- Conference planning
- Performance improvement
- Technical Support
- Expense reporting
- Financial services
- Budgeting
- Office administration
- Travel coordination
- Proof reading
- Schedule & calendar planning
- Project planning
Accomplishments
- Registered with Hauraki Maori Trust Board, Tainui, Maniapoto
- Maori Trust, and Ngati Hei Charitable Trust 2022
- Attendee Maori Performing Arts, Te Matatini 1988 — 2022
- Internships, Research Summer Studentship at Health Research Council. Auckland. The application of native New Zealand flora and fauna, and their uses in chest therapy.
Affiliations
CELTA (Cambridge teaching English to speakers of other languages), Capital Language Academy , Wellington April 2006
Extra-curricular activities; Member of Buckland Education Group, China. 2022 Volunteer for Auckland Tourism, Events and Economic Development. Registered member of Ngati Porou, Nga Ruahine, Tainui 2022
Personal Information
Title: Executive Support
Registrations
Tainui Waikato
Hauraki Charitable Trust Board Ngatea
Ngati Hei Charitable Trust Mercury Bay
Ngati Porou East Coast
Nga Ruahine South Taranaki
Buckland Education Group China
Timeline
Senior Executive Assistant
Auckland City Council
06.2023 - 12.2023
Governance Administrator
Auckland City Council
04.2023 - 05.2023
Senior Executive Assistant
Waka Kotahi
12.2022 - 02.2023
Senior Executive Assistant
Auckland University
07.2021 - 09.2022
Project Coordinator
Regional and National Health Professional Advisory
05.2021 - 07.2021
Research Assistant
Auckland University
02.2018 - 07.2018
Personal Assistant
Te Whatu Ora Te Toka Tumai
10.2017 - 05.2021
Senior Executive Assistant
Human Rights Commission
04.2016 - 05.2017
Executive Assistant
Kainga Ora
07.2013 - 03.2016
Bachelor Health Science -
Auckland University of Technology
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