Andrea Gaynor

Experience

• 

  Kiwi Harvest

  Jan 1986 - Jan 1990

  Secretary
• 

  Monash Health

  Jan 1991 - Jan 1993

  Secretary
• 

  BHP Information Technology

  Jan 1993 - Jan 1995

  Administrative Assistant
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  Ericsson

  Jan 1998 - Jan 2000

  Administrative Assistant
• 

  Damovo

  Jan 2000 - Jan 2002

  • Facilities Administration

    Jan 2001 - Jan 2002

  • Personal Assistant to CEO

    Jan 2000 - Jan 2001
• 

  Southern Health

  Feb 2003 - Feb 2004

  Secretary

  Rostering for the Community Aged Care Package team of Personal Care Assistants and nurses, including direct client contact for appointment arrangements and rostering purposes. Providing assistance to the Case Managers as required and arranged team functions. Responsible for ordering stationery and office supplies, attending team meetings, and minute taking. Additionally, the role includes processing accounts, managing company vehicles, and coordinating conferences and events.

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  Olympic Polymers Pty Ltd

  Jul 2004 - Aug 2008

  Personal Assistant

  Provided comprehensive support to the Managing Director, including calendar management, call screening, and handling enquiries. Responsibilities encompassed monthly management analysis reporting and Key Performance Indicators (KPIs). Managed and coordinated IT requirements, HR duties such as new starters, exit checklists, payroll inquiries, and oversees employee time clock processes.Oversaw Occupational Health & Safety (OH&S) management, administration and coordination of business excellence and process-related activities, and management of quality-related meetings, training, and audits. Participated in management meetings, minute taking, and managed accounts and expenses for the Managing Director. Conference and event coordination, travel and accommodation arrangements, establishment, and ongoing management of the company filing system, as well as negotiating contracts and purchasing office equipment and supplies, are also key responsibilities of this position. Show less

• 

  Frankston City Council

  Sept 2008 - now

  Provide high-level executive and administrative support to the Director and Executive Management Team (EMT), including organising meetings, conferences, leadership forums, and event planning. Managing information and communication flows for the Director and provide regular support to Directorate Managers. Responsibilities include preparing planning and management reports, ensuring customer response targets are met, and overseeing improvement projects aligned with strategic objectives.The role includes facilitating confidential research and investigations, undertaking specific projects, and writing reports. Establishing and maintaining office management systems, communicate Executive Management and Councillor reports and decisions, and follow up to ensure timely completion. Collating, analysing, and interpreting reports, assistance with monitoring Directorate budget and performance indicators, and overseeing the improvement of written communication processes are key aspects of the role. Prepare and coordinate briefing papers, reports, and relevant correspondence for the Directorate.Human resource support such as recruitment, induction, performance management, learning and development, occupational health and safety, and diversity initiatives. Show less Responsible for providing comprehensive administrative and executive support to the Chief Executive Officer (CEO). Key duties include managing office operations, scheduling appointments and meetings, and handling travel arrangements. The role involved addressing confidential enquiries and requests, overseeing follow-up on action items for the CEO, and maintaining high customer service standards in the Executive Office. Additionally, the position involves coordinating administrative functions between the CEO and other divisions, organising various events, managing staff, preparing reports and correspondence, and overseeing the distribution of meeting agendas and minutes.The responsibilities extend to managing the Council's Policy Manual, monitoring budgets for catering and events, and fostering positive relationships with the business community, councillors, and local parliamentarian offices. Also tasked with addressing public complaints and queries on behalf of the CEO, updating communication channels such as the Council's website, and conducting research and investigations as needed. Furthermore, the role included preparing status reports and recommendations for review by the CEO, assisting with Council Agendas, and undertaking governance tasks, contribute to the design, development, maintenance, and review of office systems, databases, and information management systems. Show less Providing high-level executive and administrative support to the Director, including organising meetings, conferences, and leadership forums. Interfaced regularly with Directorate Managers, conducted preliminary research, and follow up on action items for the Director. Responsibilities also included preparing reports, meeting customer response targets, managing information flow, and establishing effective office files and systems. The role involved coordinating briefing papers, reports, and correspondence for the Directorate, as well as handling desktop publishing and process improvement activities. Collaboration with other Administration staff and updating communication channels, such as the Council's website and Council shop outlets, is also a key aspect of the position. Show less This role involved providing administrative support to the Manager and Department staff, including calendar bookings, conference arrangements, and reporting. Assisting with project and contract management, as well as the preparation, layout, and design of promotional material for initiatives like the Splash Card. Serving as a point of contact for internal and external stakeholders, the role includes managing seminars, events, business programs, and urban design and landscape projects.Assisted with Economic Development and Frankston CAD Advisory Committee meetings, involving the establishment and coordination of meetings, attendance, minute-taking, and direct consultation with Councillors and external/internal Committee members. The role also encompasses maintaining Department web pages and databases, including the Council's On-Line Business Directory, Splash Card, and Arts Directory. Furthermore, responsibilities include distributing publications, brochures, and advertising materials to appropriate outlets, as well as serving as the Occupational Health & Safety representative and Fire Warden for the Department. Show less Provided administrative support to the Manager and Department staff, including calendar bookings, conference arrangements, and reporting. Preparation, layout, and design of promotional material for initiatives like the Splash Card. Serving as a point of contact for internal and external stakeholders, the role includes managing seminars, events, business programs, and urban design and landscape projects.Assisted with Economic Development and Frankston CAD Advisory Committee meetings, involving the establishment and coordination of meetings, attendance, minute-taking, and direct consultation with Councillors and external/internal Committee members. The role also encompasses maintaining Department web pages and databases, including the Council's On-Line Business Directory, Splash Card, and Arts Directory. Furthermore, responsibilities include distributing publications, brochures, and advertising materials to appropriate outlets, as well as serving as the Occupational Health & Safety representative and Fire Warden for the Department. Show less

  • Executive Assistant to Director Infrastructure & Operations

    Jan 2018 - now

  • Executive Manager to CEO Office

    Apr 2016 - Jan 2018

  • Executive Assistant to Director City Development

    Sept 2013 - Apr 2016

  • Business Support & Project Officer

    Jun 2012 - Sept 2013

  • Administration Assistant

    Sept 2008 - Oct 2012