Summary
Overview
Work History
Skills
Skills And Experience
Executive Administration Profile Summary - Expertise
Customer Services Award
Timeline
Generic

Yvonne Campion-Smith

Upper Hutt,New Zealand

Summary

I am a highly experienced senior administrator and executive assistant with an established skills base in executive and financial management support, and office administrative management in the project delivery environment. I am experienced and skilled in financial management, SAP financial recording and reporting systems, the preparation of project and tender documentation for infrastructure and construction projects, event management and cooperate board reporting. My skills include the full range of administrative duties, gained in 20 plus years in the executive and project office environment. I am confident in customer relations and have a personable character. I am dependable, loyal, and conscientious, taking pride in my work to meet deadlines and achieve excellence.

Overview

34
34
years of professional experience

Work History

Executive Assistant and Board Secretary

Occupational Therapy Board of NZ
12.2023 - 11.2024
  • Executive Assistant to the Chief Executive and Registrar of OTBNZ
  • To support the operational and governance work of the OTBNZ
  • Provide support and liaison for Chair and Board Members of the OTBNZ
  • Minute taking, maintaining HR files, completing fortnightly payroll, coordinate all claims and invoices for payment approval
  • Board secretary developing agenda and papers and preparation of the board pack
  • Coordinate external events and huis
  • Manage staff and OTBNZ Board travel and accommodation requirements
  • Support CE in achieving identified KPI’s
  • Working with other regulatory authorities
  • Co-authorisation of salary and payments processed through online banking system
  • Support CE with annual audit requirements
  • Maintain asset register

Project Coordinator for National Ticketing Solutions

Cubic Transportation Services
11.2022 - 11.2023
  • Supporting the Program Director and Engineering team leaders, Operations Manager and Procurement Manager with the timely delivery of the NTS project
  • Agenda distribution and minute taking for a range of meeting tasks assigned to this project
  • Production of the monthly client report and internal monthly and weekly reporting requirements
  • Coordinating contract deliverables plans to our customer for review and final acceptance
  • In putting of equipment orders into SAP, raising project orders and completing relevant shipping documentation
  • Organising onboarding of new staff, booking of all domestic and international travel

Executive Assistant & Office Manager

Downer NZ Ltd (Te Ara Tepua Alliance)
07.2022 - 11.2022
  • EA assistance to the Alliance Director and support to the Alliance Management Team and Project Alliance Board
  • Minute taking for the Alliance Management Team and Project Alliance Board
  • Assisting with monthly reporting requirements, management plans, diary management, calendar invites and general correspondence
  • Office Management, primary contact consulting with the property owner for all office maintenance, ordering of supplies and any necessary equipment, staff supervision of the receptionist
  • Event management, including catering and team building events

Contract Administrator

Fulton Hogan (Capital Journeys)
01.2015 - 06.2022
  • Preparation and administration of the monthly claim and update Waka Kotahi, NZ Transport Agency SAP with accrual forecasts and production of the monthly contract payment
  • Coordinate and prepare the project progress and financial monthly report
  • Minute taking for the contract board, contract management team and team meetings
  • Management and pricing of the cost recovery process in support of Capital Journeys and the Client
  • Customer and stakeholder administration responsible for correspondence and complaints on the Roading Network
  • Updating our Health and Safety manual for KRA auditing purposes
  • Customer service award received in appreciation of excellent service to our customers

Financial & Contract Administrator, Secretary Tenders Board

Opus International Consultants Auckland Office (now WSP)
04.1991 - 11.2014
  • Produce monthly Auckland Motorway Alliance (AMA) and Auckland Harbour Bridge Alliance (AHB) invoicing and other administration work associated with both these Alliance Contracts
  • Maintaining back up data and records for the effective management and administration of all physical works contracts
  • Responsible for updating SAP monthly (accrual reporting and updating financial forecasts)
  • Responsible for all Professional Service Contract spreadsheet for monthly return of fees and processing all contract payment for certification and forwarding onto the client for payment
  • Document Manager for the Asset Management /Major Projects groups ensuring all QA procedures are in place with regards to bids, project, and contract management files, updating and maintaining current list of files and overseeing archiving
  • Tenders Secretary, receipt of incoming tenders, scheduling, tag clarification, acceptance and decline letters, making up signing sets of documents for the client and contractor, receiving other formal contract documentation (contractor’s bonds and insurances)
  • Providing administration/PA support to staff off site (Auckland Motorway Alliance, Auckland Manukau Eastern Transport Initiative site, Auckland Harbour Bridge)
  • Member of the Health & Safety Northern Region committee
  • Other responsibilities – Building warden & first aider

Skills

  • MS Office Suite
  • SAP
  • Financial Reporting Software
  • Customer Relationship Management
  • Work Prioritisation
  • Planning
  • Administrative Support
  • Workload Management
  • Innovative Thinking
  • Office Procedure
  • Email Management
  • Contract Management
  • Documentation
  • Filing
  • Archiving
  • Database Management
  • Computing Systems
  • Data Storage Processes
  • Share Points
  • Intranet
  • Cloud-based Storage
  • Schedule & calendar planning
  • Office administration
  • Meticulous attention to detail
  • Information confidentiality
  • Customer Service-oriented
  • Customer service
  • Calendar management
  • Travel arrangements
  • Excel spreadsheets
  • Filing and data archiving
  • Invoice processing

Skills And Experience

Highly skilled in the MS office suite. Proficient in SAP and financial reporting software. First point of contact for customer relationship management., Able to coordinate personal workload and coordinate the weekly and monthly diaries and calendars for resource allocation. Direct administrative support to the Chief Executive and registrar. I have an excellent grasp of the principals and practice of workload management, aligned with innovative thinking that develops into clear unambiguous courses of action., Day to day running of the office, multiple e-mail management, contract management documentation, filing and archiving using database management. Administration support to a team of professionals., Experienced in modern office data storage processes, SAP financial reporting, share points, intranet, and cloud-based storage.

Executive Administration Profile Summary - Expertise

  • Office management providing full administrative and support to the executive and a team of professionals, control of portfolio and project reporting.
  • Administration of financial reporting, including accrual reporting to finalising claims in SAP and pricing of cost recovery.
  • Planning and coordination of multiple calendars for resource allocation.
  • Assisting in the preparation of the monthly KRA and KPI reporting requirements.
  • Contract Management and Governance board minute taking, producing monthly client reports, briefing documents and customer relationship correspondence.
  • Function coordinator and event management, for internal and external meetings, and organisation of team building events.

Customer Services Award

In appreciation of my excellent service to our customers.

Timeline

Executive Assistant and Board Secretary

Occupational Therapy Board of NZ
12.2023 - 11.2024

Project Coordinator for National Ticketing Solutions

Cubic Transportation Services
11.2022 - 11.2023

Executive Assistant & Office Manager

Downer NZ Ltd (Te Ara Tepua Alliance)
07.2022 - 11.2022

Contract Administrator

Fulton Hogan (Capital Journeys)
01.2015 - 06.2022

Financial & Contract Administrator, Secretary Tenders Board

Opus International Consultants Auckland Office (now WSP)
04.1991 - 11.2014
Yvonne Campion-Smith