Rory Ann Feltrin
Ingleburn,New South Wales
Summary
- Forward-thinking Executive Assistant accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment.
- Highly organized Executive Assistant with notable experience in managing complex calendars, coordinating international travel, and overseeing high-level meeting preparation. Strong administrative skills including proficiency in MS Office Suite and CRM systems. Proven ability to handle sensitive information with discretion and maintain confidentiality. Demonstrated success in improving organizational processes, enhancing productivity, and implementing strategic solutions for efficiency.
- Highly-motivated employee with desire to take on new challenges. Strong worth ethic, adaptability and exceptional interpersonal skills. Adept at working effectively unsupervised and quickly mastering new skills.
Overview
8
8
years of professional experience
Work History
Executive Assistant to 5 Senior Managing Directors
FTI Consulting
Sydney, CBD
07.2024 - Current
- Scheduled appointments for executives with external parties such as vendors or suppliers.
- Assisted in developing policies and procedures pertaining to office administration matters.
- Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Facilitated communication between senior management and staff.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Developed effective filing systems for easy retrieval of information when needed.
- Facilitated communication between different departments within organization.
- Ensured that all relevant paperwork was completed accurately prior to submission for approval.
- Monitored incoming emails and responded accordingly in a timely manner.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Maintained confidential records and files related to executive operations.
- Assisted in organizing conferences, seminars and other events as directed by the executives.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Set up meeting and event logistics for senior management and updated calendars.
- Managed and tracked expenses to meet company budget requirements.
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Followed proper accounting and bookkeeping procedures to support audits.
Team Assistant
MA Financial Group
Sydney, 2000
03.2023 - 06.2024
- Offered team members expert clerical support to keep everyone on-track with operational and project requirements.
- Monitored activities for compliance with applicable regulations, policies, and standards.
- Researched potential vendors and suppliers for assigned projects.
- Coordinated logistics for events related to projects such as conferences or workshops.
- Identified areas of improvement within existing processes to increase efficiency.
- Ensured that all deadlines were met on time through regular follow-ups with internal stakeholders involved in the project.
- Organized and maintained project documents and records.
- Coordinated meeting and work schedules for staff teams and executives.
- Set up meeting and event logistics for senior management and updated calendars.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Managed daily invoices, reports and proposals.
- Obtained signatures for financial documents and internal and external invoices.
- Followed proper accounting and bookkeeping procedures to support audits.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Kept work areas clean, neat and free of safety hazards to maximize efficiency.
- Delegated daily tasks to team members to optimize group productivity.
- Fostered positive employee relationships through communication, training and development coaching.
- Mentored newly hired employees on machine operations and implemented training on safety procedures to prevent injuries.
- Conferred with other supervisors to coordinate operations and activities within or between departments.
- Completed daily quality assurance duties to provide feedback for improvements.
- Helped mitigate and resolve data issues by analyzing situation and implementing appropriate solutions.
- Tracked team financial information such as expenses to keep accounts current.
Team Assistant
Lygon 1B
Sydney, NSW
05.2022 - 02.2023
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
- Set up meeting and event logistics for senior management and updated calendars.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Managed and tracked expenses to meet company budget requirements.
- Managed daily invoices, reports and proposals.
- Followed proper accounting and bookkeeping procedures to support audits.
- Coordinated meeting and work schedules for staff teams and executives.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Collaborated with internal teams to support long-term research, marketing and ad hoc projects.
- Took detailed notes in meetings and disseminated information afterward.
- Researched and prepared information for presentations to high-level executives.
- Prepared invoices and drafted memos for executives.
- Coordinated multiple schedules using online calendaring system.
- Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
- 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.
Receptionist Administrator
Conso LTD PTY
Roseville
02.2021 - 05.2022
- Delivered administrative support to team members, including making copies, sending faxes, organizing documents and rearranging schedules.
- Answered and directed incoming calls using multi-line telephone system.
- Scheduled and confirmed appointments.
- Sorted incoming mail and directed to correct personnel each day.
- Screened and verified visitors for identification credentials and purpose of visit to maintain security of personnel and office environment.
- Communicated with vendors to place and receive orders, request services and deliver instructions from office management.
- Maintained all financial records to verify timely clearance of all credit and debit activities.
- Processed payments and updated accounts to reflect balance changes.
- Oversaw office inventory by restocking supplies and submitting purchase orders.
- Prepared packages for shipment by generating packing slips and setting up courier deliveries.
- Greeted customers, answered general questions and directed to appropriate locations.
Trainee Chef
William Angliss Institute
Alexandria, New South Wales
08.2019 - 02.2021
- Kept kitchen properly cleaned and maintained and all items put away after use.
- Monitored kitchen area and staff to maintain overall safety and establish proper food handling techniques.
- Adjusted seasonal plans to source local ingredients and align special dishes with area events.
- Stocked and managed inventory items using First-In First Out (FIFO) method to use products prior to expiration and reduce food waste.
Events Team Coordinator
White Light Events
Manila, Philippines
07.2017 - 05.2018
- Designed contracts, collected fees and booked venues for events.
- Maintained close communication with clients to mitigate service issues.
- Trained customer service, marketing and sales teams for events.
- Coordinated vendors, timelines and budgets for events.
- Designed and maintained spreadsheets documenting vendor, facility and guest information.
- Recommended money-saving strategies for events to bring costs within budget.
- Demonstrated self-reliance by meeting and exceeding workflow needs.
- Kept team on track by assigning and supervising their activities and giving constructive feedback.
Events Intern
White Light Events
Pasay City, Philippines
03.2017 - 07.2017
- Researched vendors and locations, organized and purchased supplies for events, coordinated event setup and teardown and liaised between event staff and facilities staff.
- Assisted with administrative details pertaining to private and public events, including photocopying, data entry and communication distribution.
- Organized venues, budgets, guest lists, catering and event timelines.
- Attended and participated in industry events.
- Managed catering services, audio-visual services and housekeepers.
Education
Bachelor of Science - Hospitality Management
De La Salle College Of St Benilde
Taft Avenue, Manila. Philippines.03.2018
Certificate IV - Commercial Cookery
William Angliss Institute
Alexandria, Sydney. 12.2019
Diploma - Business Administration
Mentor Education
SydneySkills
- Document handling
- Meeting planning
- Database management
- Resourceful
- Information confidentiality
- Email management
- Invoice processing
- Project management
- Logistics and schedule management
- Project planning
- Spreadsheet tracking
- Executive support
- Technical support
- Meticulous attention to detail
- Task delegation
- Travel coordination
Accomplishments
- Promoted from trainee to team coordinator, in less than 6-months
- Sourced reliable and talented florists, photographers, videographers, and musicians both locally and overseas.
- Improved delivery of the application for ISO Certification by effectively project managing to meet deadlines.
- Formally recognized for playing an instrumental role in the implementation of cost savings measures.
- Supported CFO through personal document management, calendar organization and collateral preparation for meetings.
Timeline
Executive Assistant to 5 Senior Managing Directors
FTI Consulting
07.2024 - Current
Team Assistant
MA Financial Group
03.2023 - 06.2024
Team Assistant
Lygon 1B
05.2022 - 02.2023
Receptionist Administrator
Conso LTD PTY
02.2021 - 05.2022
Trainee Chef
William Angliss Institute
08.2019 - 02.2021
Events Team Coordinator
White Light Events
07.2017 - 05.2018
Events Intern
White Light Events
03.2017 - 07.2017
Bachelor of Science - Hospitality Management
De La Salle College Of St Benilde
Certificate IV - Commercial Cookery
William Angliss Institute
Diploma - Business Administration
Mentor Education