1. Karen Orchard
1 Strathpine Chase
Landsdale PERTH WA6065
Mobile: 04155 94203
Email:klizo2009@hotmail.com
Summary
A well presented Executive Assistant with years of experience in office administration which have
enabled me to excel as an organised, responsible multi-tasker.
Well developed information and communication technology skills and ability to use initiative and deal
with complex and confidential matters in a discreet and sensitive manner.
Employment History
Personal Assistant to the State President and CEO
St Vincent de Paul Society
May 2013 – present
To provide executive support to the State President and Chief Executive Officer and take
responsibility for all administration matters and the coordination of special projects for Committees
as required.
Responsibilities
 Coordinate busy diary for both State President & CEO.
 Manage incoming & outgoing correspondence.
 Screen telephone calls.
 Travel & accommodation reservations/bookings.
 Maintain and update intranet and internal database.
 Organise internal functions when required.
 Liaise with government and external organisations.
 Update intranet.
 Preparation & distribution and attendance of monthly and weekly meetings
 Supervise receptionist and cover if needed.
 Manage building maintenance.
 Ordering of staff amenities and office equipment.
February 2013 – May 2013
Executive Assistant to the CEO
RISE: Your Community Support Network (temporary assignment)
Responsibilities
 Provide high level administrative support to the CEO,Leadership Group and Board including
extensive diary management.
 Coordinate Board and Advisory Committee meetings, prepare agenda, distribute all documents
electronically, prepare hard copies and take minutes.
 Follow-up with members of the board for action points for next meeting.
 Organise refreshments for Board meetings.
 Attend various weekly management meetings with the CEO, organize agendas, reports, and
communication requirements and minute take internal management meetings.
 Assist in submission preparation for grants and tenders.
 Responsible for coordinating key organizational functions and events.
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August 2012 – February2013 : Executive Assistant to Director of Medical Services
Joondalup Health Campus (temporary assignment)
Responsibilities
 Provide confidential and personal assistance to the Director.
 Respond to daily internal/external correspondence and emails on behalf of the Director.
 Liaise with internal management to coordinate meetings and events.
 Manage extensive diary scheduling.
 Screen calls and respond or redirect accordingly.
 Collate agenda items, minute take and distribute for Management and Board meetings.
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December 2010 – August 2012 :Office Manager/Personal Assistant to Managing Director
SafeDrive International PtyLtd (permanent position)
Responsibilities
 Provide executive level support to the Managing Director and administrative assistance to
members of staff in Perth, Dubai and Brisbane office as needed.
 Operate from the front desk and first point of contact for visitors, answeringmain phone line and
directed calls efficiently or take accurate messages where appropriate.
 Collaborate with departmental managers on weekly postings for master reports.
 Collate agenda items, attend and minute monthly management meetings.
 Responsible for maintainingofficial company policies and procedures such as contracts and
documents relevant to procedures on mine sites.
 Organise extensive travel itineraries including obtaining visas for Managing Director and office
members around Australia and worldwide.
 Manage capital purchases, direct vendor relations, generate and maintain equipment tracking
records.
 Process monthly expense reports reflecting supporting documents and budget code indexes.
 Prepare and maintain weekly attendance and annual vacation records on employees.
 Respond to email enquiries from the general public and direct as appropriate.
 Plan and coordinate corporate luncheons/functions and workshops, and develop presentations for
related on-site and off-site meetings.
 Liaise with external clients to attend in-house training.
 Assist the accountant when necessary with accounts payable (Sage).
Achievements
This position was undertaken as a temporary assignment where the last person left without notice
whilst in the middle of moving offices. I took on the challenge, picked up the pieces and ran with it to
ensure the smooth and successful move to new premises where I set up contracts and good working
relationships with new and local business whilst still keeping a good standard of assistance to the
Director and team. On completion I was offered the role as a permanent position.
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November 2010: Personal Assistant to Commercial Director
CB Richard Ellis (temporary assignment)
Responsibilities
 Typing of valuations.
 Editing of lengthy documents and collation for distribution to clients.
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September to October 2010 : Executive Assistant To Three Heads Of Faculty
ECU, Joondalup (temporary assignment)
Responsibilities
 Extensive diary management
 Organising seminars
 Reconciliation of expenses
 Order office supplies.
 Travel coordination.
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November 2006 – August 2010 : Executive Assistant to the Managing Director, Chief General
Manager and General Manager, Finance
Mrs Mac’s Pty Ltd (permanent position)
Responsibilities
 Provide confidential, business related and personal assistance to the Managing Director.
 Assist the General Manager and the Head of Finance with administrative help, diary management
scheduling of meetings and respond to internal and external correspondence.
 Liaise and schedule meetings with external clients.
 Screen calls and respond or redirect accordingly.
 Typing and distribution of tenders.
 Organise domestic and international travel itineraries.
 Collate agenda items, minute take and distribute for Management and Board meetings.
 Event management, planning and organisation of functions/workshops.
 Liaise with insurance companies and handle all insurance claims for the company e.g. vehicle,
public liability and risk issues.
 Liaise with charitable organisations, keep track and assist with the distribution of donations.
 Schedule meetings with local council members.
 Reconcile expense reports.
 Accounts payable.
 Renewals of business names and trademarks.
 Maintain confidential filing system.
 Assist ‘other’ managerial staff when required.
 Research for information on the web.
 Setup and maintain client database.
Achievements
This position originated from a temporary maternity cover which was then offered as a permanent
position. During my time there I modified and improved systems which saved time and company
resources and had a great working relationship with all three of my managers.
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