Sharon Beaumont
Normandale
Summary
With 15 years of experience as a senior executive assistant, my expertise in diary and email management, financial acumen, event planning, and administrative support is finely honed. I have a personable and outgoing working style that allows me to effortlessly build strong relationships. Guided by a strategic mindset and an unwavering dedication to quality and continuous improvement, I am an ideal candidate for this role. Embracing the philosophy of 'Good is never good enough,' I am well-equipped to streamline communications and optimize workflows as outlined in the job description. Adapting to different management styles comes naturally to me, and my 'can do' attitude ensures that I am always willing to go the extra mile. Excited to contribute my skills in office administration and customer service, I am eager to support senior executives in achieving their goals.
Overview
20
20
years of professional experience
1
1
Certification
Work History
Office Administrator - contract
Crown Response Unit
10.2024 - 11.2024
- Supporting the Public Apology for Survivors of Abuse
- My responsibilities included managing high volumes of transactional work, such as completing complicated spreadsheets accurately covering all the logistics of the Public Apology
- Talking directly to survivors and arranging travel, accommodation and food allowance
- Collating speeches from the Public Apology, formatting a formal document, binding and couriering out to survivors unable to attend in person
- Attending and supporting the Public Apology at Shed 6, Queens Wharf, Wellington
- Being the contact person for survivors including attending to registration and queries
- My professional and ethical work standard was acknowledged by a Letter of Acknowledgement from the Director of the Crown Response Unit noting my contribution towards the success of the Public Apology
Executive Assistant
Oranga Tamariki
11.2019 - 03.2023
- Company Overview: Strategy and Performance
- As an Executive Assistant, I successfully supported the General Manager and teams overseeing all administrative services, including finance, cost centre management, human resource processes, onboarding/offboarding, travel, and other necessary tasks
- Human Resource support - liaising with HR advisor, drafting and formatting job description for manager's approval, arranging interview rooms and supporting the interview panel, download CVs for managers perusal, liaise with HR advisor re candidates' names and interview slots
- Greet candidates and escort them to the interview room
- Attend to onboarding requirements as well as conducting a Health and Safety induction on the employee's first day
- The role included extensive diary and email management
- Performance review support
- Collating papers for senior leadership team monthly meeting
- Collate managers paragraphs for weekly update to acting General manager
- Drafting service agreements and attending to execution and filing
- Communicating with other team members forming a collaborative environment
- Stakeholder relationship with a great reputation for assisting with internal and external meeting requests
- Assisted an external consultant with urgent meeting requests for individual senior leadership team members within a 10-day period
- I prepared a meeting schedule with a selection of dates and times and circulated amongst the Executive Assistants for completion
- The meetings were set up quickly and the consultant passed comment to my manager praising my prompt response
- Strategy and Performance
- Introduced Te Reo lessons to the teams during covid
- Coordinated two lessons a week over a two-year period for 120 people
- Liaise with Joan, receipt invoices, obtain approval and arrange payment
- Chase up overdue payments
- Health and Safety Representative - Attending monthly Health and Safety meetings
- Updating Health and Safety board on the floor
- Supporting team members with queries
- Team collaboration - Arranged successful team events
- Morning and afternoon teas, monthly drinks off and on site and Christmas events
- One event I organised was an Easter morning tea quiz with multi choice questions and prizes
- Supporting the acting Deputy Secretary for three months during the new appointment of the permanent Deputy Secretary
- Collate, format and present weekly reporting for the CEO
- Collate and format large induction document for the new Deputy Secretary
- Attend meetings and support and attend the Pōwhiri for the Deputy Secretary
- Draft an introduction schedule, set up meetings and attend to all technical requirements
- Organised monthly coffee catch ups with Executive Assistants to encourage collaboration and information sharing
Office manager - contract
The Law Commission
03.2019 - 10.2019
- Supporting the three Commissioners
- Assisting the acting General manager with office logistics
- Accounts payable/receivable, debt collection
- Supporting staff with requests
- Board meeting logistics
- Build monthly agenda and distribute Board papers in a timely manner
- Formatting annual reports
- Collating documents and using mail merge to distribute
- Assist auditors with relevant requests for information
- Arrange meetings with external stakeholders
- Organise catering for events and meetings
- Travel and accommodation as required for lawyers
- Coordinate Te Reo lessons with Joan Costello, Te Reo Tuhono Limited
- Health and Safety Representative - report monthly to General manager and assist staff with requests
- Arrange ergonomic equipment for staff
Executive Assistant/Finance administrator
National Science Challenge
08.2018 - 03.2019
- Company Overview: hosted by Callaghan Innovation
- This was a busy and exciting role
- Proactive about the team dynamic and making sure that the team is working well and well supported
- Organising monthly meetings for the senior leadership team, attend and take minutes
- Support the programme office with the logistics of a roadshow to all the universities
- Liaise with university staff arranging venues, catering, travel and accommodation
- Arrange travel, accommodation, meeting logistics and attend Programme Office meetings in Auckland and Christchurch supporting the office and the universities
- Liaise with scientists and university staff and assist with all enquiries
- Event planning - managing all the logistics from start to finish
- Successfully arranged and hosted events for 200 people at the Stadium including, travel, accommodation, and catering
- The role also supported the accountant with accounts receivable/payable
- Setting up annual monthly payments to universities, and actioning monthly
- Attending to all enquiries for the programme office including assisting contractors with induction and queries, monthly receipt of invoices and arranging payment
- Hosted by Callaghan Innovation
Executive Assistant - contract
Callaghan Innovation
06.2018 - 08.2018
- Company Overview: Communications and marketing
- Supporting senior leader based in Auckland
- This role required strong communication skills and a strong leadership style
- Proactively managed diary and email in a strategic style
- Anticipating needs with a 'can do' attitude
- Supporting the team, building agendas, distributing meeting papers, attending meetings, minute taking and following up on action points
- Collating and formatting Board papers
- Reconciling accounts/invoicing and collecting accruals for month end
- Covering reception for permanent receptionist when on leave
- Assist with performance reviews and documentation
- Attending to urgent requests, sometimes after hours
- Communications and marketing
Senior Executive Assistant - contract
Ministry of Health
08.2017 - 03.2018
- Supporting the CFO with all administrative duties
- Monitoring emails and diary logistics
- Arranging team meetings, building agenda and loading into Diligent Board books
- Minute taking and following up on action points
- Supporting managers with ad hoc requests
- Onboarding contractors and attending to inductions
- Power point presentations
- Draft a fortnightly newsletter to all staff to encourage collaboration and information sharing
- Arranging team building events, including staff barbecues, monthly birthday celebration morning teas and Christmas function
Executive Support - contract
Ministry Business, Innovation and Employment
08.2016 - 06.2017
- This position was supporting a newly created project team
- Arranging weekly meetings with internal and external staff
- Assisting Director with email and calendar management
- Drafting documentation as requested
- Receipt invoices and arrange payment
- Assisting staff with all office requests
- Drafting fortnightly newsletter to support contractors' communication
- Event planning including fortnightly get together with external and internal staff
- Health and Safety Representative - Secretariat, minute taking, following up on actions
- Role included being first point of call to all staff on the floor
- Monitoring the hazard register during the Kaikoura 2016 earthquake
Experienced Legal secretary/Legal Executive
01.2005 - 01.2013
- Positions included: Tertiary Education Commission - Corporate team, 12-month fixed term (Executive Assistant)
- The Treasury - 6-month contract with the legal team (Executive Assistant)
- Ministry of Health - 9-month contract with the legal team (Executive Assistant)
- Commercial lawyer - Legal Executive
- Public Trust - Conveyancing Legal Executive
- Employment lawyer - Office manager
Education
Bachelor of Business degree - Change Management, Quality Management, Marketing Management, Strategic Human Resource Management
Open Polytechnic
Lower Hutt07.2024
Legal Executive Certificate -
Massey University
Wellington, WGN07.2005
Skills
- Event Management
- Professional integrity
- Self-awareness
- Customer service
- Interpersonal skills
- Effective communication
- Research skills
- Analytical skills
- Problem-solving
- Business acumen
- Time management
- Continuous improvement
- Goal-oriented
- Adaptability
- Autonomy
- Teamwork
- Typing speed 65 words per minute
- Proficient in Microsoft suites
- Diligent Board books
- SharePoint
- Visio
- Xero
- File management
- CRM system
Certification
- G9999 Adult and Community Education, 2016, US29315
- Health and Safety Representative in the Workplace, Level 1 and 2
Strengths And Transferable Skills
- Event coordination
- Professional integrity, self-awareness
- Proven experience and excellent customer service
- Connects with people and understands different groups
- Effective communicator
- Research and analytical skills
- Problem-solving
- Business acumen
- Time management
- Continuous improvement
- Meets own objectives and helps others meet theirs
- Thrive on change - change is important in any organisation to improve and support productivity
- Ability to work autonomously
- Team player
- Typing speed 65 words a minute
Software And Systems Experience
- Proficient in Microsoft suites
- Diligent Board books
- SharePoint
- Visio
- Xero
- Experienced in file management and CRM system
Project Certificates
- Prince2 Foundation course
- Agile Certificate
Community Volunteer
HUHANZ - Petone Op shop, Casual customer service volunteer, 08/01/23
Personal Information
Hobbies: Supporting animal welfare, Enjoying daily walks with my two beautiful fur babies, Gardening, Cooking and entertaining friends and family
Timeline
Office Administrator - contract
Crown Response Unit
10.2024 - 11.2024
Executive Assistant
Oranga Tamariki
11.2019 - 03.2023
Office manager - contract
The Law Commission
03.2019 - 10.2019
Executive Assistant/Finance administrator
National Science Challenge
08.2018 - 03.2019
Executive Assistant - contract
Callaghan Innovation
06.2018 - 08.2018
Senior Executive Assistant - contract
Ministry of Health
08.2017 - 03.2018
Executive Support - contract
Ministry Business, Innovation and Employment
08.2016 - 06.2017
Experienced Legal secretary/Legal Executive
01.2005 - 01.2013
Bachelor of Business degree - Change Management, Quality Management, Marketing Management, Strategic Human Resource Management
Open Polytechnic
Legal Executive Certificate -
Massey University
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