Nicole McPhee

CEO

• Full diary & calendar management
• Coordinate meetings between CEO and agency team, and CEO and external partners
• Coordinate meeting arrangements – coordinating travel and scheduling in travel time, manage room and materials preparation
• Pre-empt CEOs needs and any potential issues
• Review diary daily and provide daily summary of external meetings
• Daily review of workload and schedule commitments
• Proactively engages and diplomatically resolves potential appointment conflicts with stakeholders (and stakeholders EAs)
• Greets / hosts guests as required
• Manages events and event RSVPs
• First point of contact for others (internal or external) who are wanting to book meetings and need support resolving meeting or priority conflicts
• Manage CEO’s LinkedIn account on behalf of them

Assistance to Group Operations Director

• CRM client database input updates and oversight
• Coordination and or drafting of specified board report and agency of the year award sections
• Draft and distribute internal agency comms including wellness, diversity inclusion & social initiatives

Assistance to Wider Senior Leadership team

• Provide general administration support and supports with presentation preparation
• Project manages the delivery of agency / client documents ensuring they are presentation ready
• Plans and runs PHD conference and other such events that may arise through the year
• Complete and process expense claims and timesheets monthly
• Agenda distribution (and attendance / minute taking for some meetings if requested)
• All aspects of travel coordination – domestic, international, visas and transfers (working to OMG policy)
• Build strong rapport with senior clients and media partners and their support staff
• Support with internal and client pitches / presentations and or other events
• Lead agency client, media provider and internal events

Office oversight responsibilities

• Full oversight of (and manages upwards) the Front of House / Office Manager’s responsibilities including delivery of office related responsibilities
• Day to day management and annual performance review of FOH / Office Manager
• Support with seating plans and desk change plans
• Manages, communicates, and tracks expenditure against agreed budgets. Reconciles (against quotes) and approve invoices Oversees office fit-outs / refurbishments / upkeep
• Oversee the office space being used to its full potential, ensuring the office is always clean, tidy and all spaces are uncluttered.
• Oversees availability of office provisions (e.g. stationery, groceries, kitchen, chairs, branded materials)
• Health & safety support, including ensuring compliance and becoming committee representative

• Support Country Director in all administration functions including reports, screening telephone calls, diary management, calendar management, general correspondence
• Support five General Managers as directed
• Travel management for all of company
• Event management for all of company including Quarterly and Annual Awards
• Office Management of all three office (Auckland, Wellington, Christchurch)
• Manage two reception staff (Auckland, Wellington)
• Support HR Director as directed
• Reconcile accounts payable and credit card expenses
• Manage contracts and price negotiations with office vendors and service providers
• Build relationships with all internal and external stakeholders
• Accomplishments whilst with Randstad: I was awarded the Just One More “J1M” Award both for Q2 2021 and Annually 2021
• J1M is a program run internally for staff to recognise when colleagues go above and beyond
• Sourced, negotiated and secured office equipment contracts resulting in substantial annual savings.

• Manage and lead a team of five administrative staff (people management, workflow and resources)
• Manage and support nine Directors with their schedules, calendars and appointments
• Onboarding and inductions of all new staff members
• Coordination and assisting with IT management and maintenance for new and existing staff
• Company travel management
• Manage contracts and price negotiations with office vendors and service providers
• Build relationships with all internal and external stakeholders
• Provide general support to all internal and external stakeholders
• Event management
• Facilities management, including all regional offices on the East Coast of Australia

Accomplishments whilst with Paynters:

Project managed and facilitated an entire corporate office move, whilst the company went through a rebrand. The brief was to have minimal to no downtime and the brief was successfully achieved. Sourced, negotiated and secured office equipment contracts resulting in substantial annual savings Coordinated and managed all company events within budget whilst exceeding the Directors expectations.

• Executive Assistant to the Managing Director of Australia, C-level executive
• Manage all scheduling and calendar meetings: external and internal
• Expense account reconciliation
• Handling of all correspondence in a timely and confidential manner
• Full travel management, both Domestic and International
• Event and conference management
• Production of presentations for conferences
• Develop and maintain client relationships
• Business planning, scheduling and budgeting
• Executive Assistant to Capital Markets before promoted to Executive Assistant to Managing Director of Australia
• Assisted a team of 8
• Reconciliation of all cash and American Express accounts
• Full document control of invoices, real estate deposits and disbursements
• Full SAP Management - creating listing forms, contracts, fees and invoices
• Handling Sale Process; enquiry registers, ensure all marketing campaigns run smoothly, format marketing submissions, recommendations and updates, email information memorandums and due diligence disks, confidentiality deed and the like
• Filing management systems
• Efficient data entry of investor and client lists
• Customer service Incoming and outgoing calls
• Query review and resolution - escalate where required
• Process premium payments
• Data entry
• Work towards and achieve KPI’s

Accomplishments whilst with JLL: Awarded an Ovations Award in 2012 for Exceptional Support for QLD.

• Manage flights and accommodation for over 60 staff
• Maintain travel registers and associated spreadsheets
• Responsible for staff safety induction and mandatory administrative training and for advising staff of any HR procedural changes
• Manage the day-to-day administrative operations of the Brisbane office and operations department
• Document control
• Purchasing and inventory management
• Event coordination
• Planning restructures, office requirements, layout etc
• Monthly management of all office facility orders
• End to end accounts payable
• Daily supplier invoice processing and monthly supplier statement reconciliation
• Supplier liaison
• Credit card management and reconciliation
• Employee expense management including processing, payment and reconciliation.