Vivienne Ong

Experience

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  Ministry of Health New Zealand

  Jan 1998 - Jan 2001

  Support Coordinator/Personal Assistant

  Government’s principal advisor on health and disability; improving, promoting and protecting the health of all New Zealanders.As a key contributor, I worked closely with the Manager of Service Development within the Personal Health Change Management Team, actively driving initiatives to revolutionise change within the healthcare system, improving access to quality care.• Change management• Monthly reporting• Liaison with strategy team• Special projects• Collation and analysis of national statistics• Child Health & Wellbeing project• Mobile surgical bus project• Preparation of Ministry Board papers• Minute and note taking• Personal assistance to Manager• Website management Show less

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  Girlguiding New Zealand

  Jun 2001 - May 2009

  Support Services Manager & National Events Manager

  A not-for-profit organisation with a membership of 17,000 including 2,600 leaders. With 43 staff it had an annual turnover of $10m and an asset base in excess of $18mCommenced my journey at the National Head Office as a Personal Assistant, providing support to the Executive Director. Additionally, served as an Executive Assistant to the National Board and Foundation. Recognised for my capabilities and proactive approach, I subsequently also assumed the expanded roles of Support Services Manager and National Events Manager. This multifaceted position demanded high levels of activity and involved diverse responsibilities. This busy and varied role included:• Vendor and supplier contract negotiations• Project management• Budget management• Feasibility study of property acquisition• Office fit-outs and renovations• Purchase of plant and equipment assets• Staff management• National Board / Governance secretary• Constitution and By-Laws• Agenda preparation and minute taking• Develop and review policies and procedures• Major conference and national event management (including rock concert for 5,000)• Travel and accommodation bookings• Personal Assistant to Executive Director Show less

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  Beauty Sense Ltd

  Jul 2009 - Jun 2011

  Administration Manager

  Recognised as a leading-edge enterprise within the industry, Beauty Sense was an import distribution company specialising in exclusive distribution rights for prestigious skincare and makeup brands such as Pier Auge, Yon-Ka, and Youngblood Mineral Cosmetics in New Zealand and Australia. I played a pivotal role in supporting the Director and the sales team, ensuring seamless coordination of day-to-day office operations. Acted as a key liaison, collaborating closely with the team to develop and implement effective strategies for optimal execution.• Customer liaison• Accounts receivable• Month end financial reporting• Website administration• Payroll administration• General office administration• Brochure design, preparation• Coordination with account managers• Product dispatch• Bank liaison Show less

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  Hawksbury Community Living Trust

  Jun 2011 - Feb 2014

  Executive (Officer)

  Hawksbury was dedicated to delivering exceptional residential support services for adults with intellectual disabilities, creating inclusive community oriented environments in residential homes located in Christchurch and Dunedin. The primary objective was to empower individuals to pursue their personal aspirations and make meaningful life choices.As a member of the Executive Management Team at Hawksbury, I actively contributed to the key decision-making processes as an integral part of the organisation’s leadership. I provided operational guidance and directly reported to the CEO, ensuring effective management and successful execution of strategic initiatives. Besides general duties, my role included:• Monthly risk management reporting• Health & Safety, ACC requirements• Recruitment and team leadership• Staff management• Policy and procedure development• General office management• Event and conference management• Preparation of job descriptions• Board/Governance secretary• Constitution and By-Laws• Agenda paper preparation and minute taker• Completing relevant documentation/presentations• Newsletter production and editing• Website development and maintenance Show less

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  Environment Canterbury

  May 2014 - now

  Senior Committee Advisor, Governance

  As a senior member of the Governance Services team, situated within the Office of the Chief Executive and Chair, I deliver expert advice, timely information, and guidance. My role is pivotal in facilitating informed decision-making for committee members and governing Councillors at Environment Canterbury.• Trained staff to become proficient Committee Advisors. Imparting expertise, contributing to the development of highly skilled Committee Advisors.• Developed and implemented a comprehensive central policy register to ensure best practice policy development.• Strengthened stakeholder engagement and facilitated cross-functional teams for process improvements.• Managed contracts, procurement processes, and financial oversight within Reporting World. • Providing expertise: Offering expert guidance and advice to Council governors on matters related to governance principles, best practices, and regulatory compliance.• Meeting coordination: Planning, organising and documenting Council and governance committee meetings for effective communication and record management.• Risk management: Assisting in identifying, assessing, and managing risks related to governance matters, including potential conflicts of interest, legal compliance, and reputational risks.• Compliance monitoring: Monitoring compliance with relevant laws, regulations, and internal policies, and providing governance advice on governance related compliance issues.• Relationship building: Building and maintaining effective relationships with key stakeholders, such as Councillors, Executive Leadership, legal advisors, and subject matter experts, to foster collaboration and ensure alignment with governance practices.• Continuous improvement: Continuously reviewing and enhancing governance practices, processes, and procedures based on emerging trends, best practices, and feedback, with the goal of optimising governance effectiveness and efficiency. Show less