Nina Hudson

• Monitoring and coordinating multiple calendars and scheduling meetings with internal and external parties
• Monthly Exco Meeting scheduling for all subsidiary companies in 5 different cities including all travel arrangements
• International and local travel arrangements for the CEO, CFO, Executives and Board Members
• Board meeting reporting preparation and planning
• Weekly forecast reporting on all subsidiary companies
• Company secretarial documentation
• Monthly credit card statements, expense claims and petty cash recons
• Office Management - maintenance, IT and admin staff
• Office groceries, online purchases and stationery
• Annual conference and events planning
• Reception and switchboard relief

• Monitoring both director's electronic diary daily and setting up external and internal meetings
• Management of all personal related tasks for the directors and their families
• Management of all personal admin related documents for the family
• Management & maintenance of family's various properties, boats, jet ski's, quad bikes – ensuring services, certificate renewals and documentation are up to date
• Management of Executive related tasks within the business via Share Point
• Credit & Vendor applications
• Documentation preparation for all governing body certificate applications
• Maintaining the database for certificate expiries and renewals
• Management of all company and personal vehicles
• Preparation of Tender documentation for weekly Tender submissions
• Screening of calls
• Staff assistance within the Estimating, QS and Operations departments

• Monitoring director's electronic diary
• Arranging client, sub-contractor, and general/internal meetings
• Project and personal correspondence
• Management of project action lists
• Project Management of 6 properties including 2 Farms with various buildings on each
• Placing orders and delivery arrangements
• Arranging office & personal errands
• Online purchases
• Personal tasks for director and his family (wife, 2 kids & mothers)
• Management of all personal admin related documents for the family
• Preparation of project and personal spreadsheets
• Creating and maintaining the family's household manuals and database
• Weekly project and personal payments – reconcile quotes vs invoices
• Coordinating business and personal family travel arrangements
• Screening of calls
• Management of SACAP Profile
• Updating of office templates
• Updating the office database
• System Filing
• Uploading of supplier products, news, and notices to the company's intranet
• Assisting with social events
• Reception relief assistance
• Business Social Media Management on 4 platforms (assisting the Media department for a few months)

• Monitoring directors' electronic diaries
• Arranging client, supplier and staff meetings
• Directors' appointments and personal administrative tasks
• Architect/Client Contracts
• Staff contracts and offer of employments
• Staff grievances
• Training of all new staff members
• Flight bookings and car hire
• Office errands (Post Office, Grocery shopping etc)
• Management of all office maintenance
• Management of all IT related duties and office equipment (Macintosh advantage)
• Minutes and agendas for staff meetings, disciplinary hearings, admin meetings etc
• Marketing/publications and social media
• Administrative support to all staff members throughout the studio
• Office photo shoot arrangements
• Arranging of office functions, events, and team building
• Directors' SACAP portfolios
• Telephone project enquiries
• Relieving receptionist

Reception & Administration

• Greeting and welcoming Clients
• Operating switchboard
• Microsoft Programs: Excel, Word, Outlook, and Access
• Loading and marking off payments
• Balancing of trust account, cashbook, statements, and summary
• Invoicing
• Month end reports
• Petty Cash
• Loading of hand over files onto our systems
• Creating and sending files to our clients
• Setting up tables for monthly bulk printing of hand over letters
• Scanning, faxing and filing
• Ordering stationery and groceries

Personal Assistant to Founder/Director: Cheryl Burrows

• Monitoring the directors diary
• Appointment bookings
• Flight bookings
• Monitoring company email account
• Typing letters and email correspondence
• Internet research for required information

Debt Collecting

• Incoming and outgoing calls
• Targets
• Customer enquiries

• Checking invoices
• Ordering of Stock
• Cash up and balancing of till
• Pilot Software