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Interactive Resume
When is an office manager ever just an
office manager?
With 15+ years of experience in reception, office management and administration, personal and executive assistance, quality customer service, renovations and interior design, event organisation (and much more), I consider myself well enough experienced to play 'mum' to all who reside in my office, and provide them with all the physical and moral support they need to enjoy their work as much, if not more, than I do!
About Ruth
Hi, my name is Ruth.
I'm an Office Manager and EA/PA most recently in the digital & agency world.
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With almost 20 years of experience in
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reception
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office management and administration
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personal and executive assistance
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quality customer service
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renovations and interior design
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event organisation
... and much more, I consider myself well enough experienced to play 'mum' to all who reside in my office, and provide them with all the physical and moral support they need to enjoy their work as much as I do.​
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My core skills and interests at work include:
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managing company culture in a fast-paced, high-stress environment
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administrative management
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personal and executive assistance
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event planning, logistics and execution
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I'm generally very enthusiastic, bubbly, hard working and detail focussed.
If you would like to chat about working together, send me an email or give me a call!
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Don't forget the sidekicks!
Everyone needs a good sidekick, right?
I have two! Sadie (8 years) and Chester (4 years) are my two miniature dachshunds.
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They're both pretty lazy, love to play, and are living their best lives.
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^ Click on a company logo for more information on a role
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02.2021 to Present
Jellyfish
Senior Office Manager APAC (2021-Present)
People Manager (2022-2023)
Originally hired by a small, boutique data analytics agency known as 'Data Runs Deep', I was brought on board to assist the MD and team with their integration into the Global Marketing company that had recently purchased them - Jellyfish.
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After 12 months of looking after all things Office Management for Jellyfish's Melbourne and Sydney offices, I transitioned into the Jellyfish People Team (in addition to my OM role) to support the wider APAC region with their HR needs.
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During a round of company downsizing in 2023, my role on the People team was cut and instead I picked up management of the wider APAC region's offices - in SIngapore, Tokyo, Seoul, Hong Kong and overseeing a junior office manager of our two offices in Bangalore and Mumbai, India.
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Management of the APAC office group involves a lot of collaboration with MDs across many timezones and cultures, plenty of out-of-hours calls with the UK based head-office team, and collaboration with an office management team spanning the globe.
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In addition to simple office management duties across these offices, I also look after the real estate side of our offices and manage the office leases and negotiations.
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07.2014 to 04.2020
IE Digital
Office Manager & Executive Assistant
My most recent role at IE was a dream come true. The role was originally recommended to me by a former CHE colleague who had worked for IE years before and came highly recommended.
The role initially gave me the opportunity to spread my wings as a one-man Office Management team working within a small operations team. Over the course of almost 6 years, the rapid evolution and expansion of the company allowed me to hire an Office Assistant who would take on the reception tasks, and free up my time to dedicate to personal and executive assistance to the company founder and CEO.
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Getting back to my original PA roots had me looking after everything from property management (organising bills, utilities, cleaners and maintenance) to multi-country international travel bookings and private events.
With a proven track record of fast-thinking, problem solving, quality results organising, I was also fortunate to be brought in on the ground floor of Silicon Block Party #1 back in 2015. The event that started as a low key garage party meets meetup, has evolved over 12 iterations in 5 years to a half-day, 3 panel set, 750 guest extravaganza event. I cannot wait to see where it goes next!
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After almost 6 incredible years looking after the people and the office of IE, my role was sadly made redundant during the early days of the COVID-19 lockdown. If it had to end ... at least this was a fair and fairly painless way for it to happen.
Key duties performed:
Reception
Rather than repeating the list, see the previous roles listed for an accumulation of the base-level requirements of IE's reception.
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Office Management
In addition to duties already mentioned for previous roles:
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Management of trades and services to ensure maintenance of the office building
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Liaise with building owners to discuss any fixed repairs, maintenance, upgrades required to the building, and to discuss rent renewals and terms
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Continuous work on seating and growth mapping within the physical office space to allow for rapid scaling and team movements as projects scale and change
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Training, supervision and support of junior office assistant / receptionist
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Renovation and styling planning to maintain workflow, create formal and informal meeting spaces, workshop and war room areas, and maintain quality furnishings
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Event Logistics
Events organised by and/or hosted at IE - including Silicon Block Party, curated Executive Luncheons, day bespoke Agile Training workshops, various meet-ups (F*ck Up Nights, Girl Boss).
While the IE Marketing team own the events and manage the guest list, talent, messaging, marketing, content, runsheet etc, I would report to them while focusing on the logistical set up, including:
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Planning and organising all event on-ground logistics from venue floor plans and run sheets, to liaising with the venue, to confirming and supervising tech, audio, lighting, food and drink vendors
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Ensuring proper planning and preparation done before event day
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Supervising and manually helping with bump in and set up
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Managing physical event run - ensuring everything goes smoothly and any last-minute fixes or forgotten tasks are remedied quickly and without fuss
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Liaising with vendors throughout event to ensure things are running smoothly and to plan
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Acting as mediator to any unhappy guests or neighbour complaints
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Ensuring venue and all vendors are properly and securely packed away before the event closes
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Supervising and assisting with bump-out and pack-down, ensuring nothing is left behind
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Follow up communications with all contacts, vendors, suppliers following the event
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Personal and Executive Assistance
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Property Management - organising utilities, managing accounts, payment of bills, management of trades and services
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Management of loyalty programs, subscriptions and memberships to ensure highest tier enrolment and benefits claimed
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Acting as gatekeeper to ensure CEO has time free from interruptions
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Anticipating the need for scheduling to be changed based on current situation, state of mind or goings-on
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Vehicle Management - insurance, registration, garaging, repairs and servicing all kept up to date
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Restaurant and show bookings - with upgrade requests where possible
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Liaising with business and personal contacts to maintain connections when the CEO is unavailable
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Diary management and coordination of meetings and catch ups - ensuring time is allocated for meals and breaks
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Important dates reminders - birthdays, anniversaries etc. - and organising cards and gifts accordingly
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Checking in to ensure all is well. (Being at the top can be isolating - a PA/EA is there for you!
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Ad hoc requests for friends and family! (it's part of the package)
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Any other ad hoc requests
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Optional Extras
Some additional things I ensure are taken care of:
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Moral support for team members
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Ad hoc project support as needed: copy proofing, document and/or diagram creation, document formatting, audio and video transcribing ... I'll give pretty much anything a go
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Ensuring team members are not over-working themselves and keeping an eye out for those under additional pressure
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Projecting a light, bubbly, enthusiastic personality to promote the happy, comfortable, 'family' culture at IE
01.2014 to 07.2014 (contract role)
Artisan Recruitment
Director of First Impressions
Key duties performed:
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Reception and telephone switchboard management
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Welcoming candidates, clients and guests to the office
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General office tidiness
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Management of candidate registration paperwork
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Verification of ABN and Superannuation information on registrations
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Preparation of content for team members' social media posts
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Preparation of content for weekly e-newsletter
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Artisan website content updates
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Set up for weekly TGIF multi-office video call and drinks/snacks
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Ad hoc errands
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Light Personal Assistant duties for the Managing Director
04.2011 to 01.2014
CHE Proximity
Front of House
The role at CHE began as a recurring temp role. After 3 months temping full time, the staff petitioned the newly hired office manager to interview me for the full-time role! Despite the fact that he had a policy to never hire temps to full time, I got the gig, and we formed an unstoppable team!
I was able to flourish in this role and rediscover my passion for personal service, administration, and providing high level, high quality support to a team.
Key duties performed:
Reception ​& Front of House
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Welcoming guests; clients, visitors, new team members, freelancers, trades etc.
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Telephone switchboard management for 140+ staff
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Staff, client and candidate directory management and maintenance
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Diary management for meeting rooms and guest car parking
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Mailroom management: incoming and outgoing mail and couriers
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Flight & accommodation bookings for domestic & international travel
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Management and allocation of conference accounts
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Management of off-site dry cleaning for staff
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Stationery and supplies management: stock maintenance, ordering etc.
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Catering for large and small meetings and events
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Accounts Payable support: invoice entry to system
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Set up for Friday Night Drinks
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Supervising and training a small 'concierge' service team
Office Management
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Event management for mid-year and end of year staff parties
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Organising seating plans and team moves within the office
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Coordinating training and drills for First Aid and Fire representatives
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Support in organising company move to a new location, including on-site supervision and support for the actual move weekend
09.2010 to 04.2011
The Devereux Group
aka Temporarily Yours
Administrative Temp
After 8 years in retail, temping was a great way to get back into an office environment, to rapidly upskill across a number of different systems, programs, tools and industries, and to figure out where I wanted to focus my efforts for future work.
Key duties performed:
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Long-term (1-month or more) clients Included:
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Rider Levett Bucknall (Quantitative Conveyancing)
Ongoing relief of both Reception and Personal Assistant roles. 6-month coverage in the typing pool - creating, formatting and sending reports and submissions -
Australian Catholic University
Reception and aiding Campus Operations with administrative work -
Australian Competition and Consumer Commission (ACCC)
Managing the Reception switchboard -
Clemenger Harvie Edge (CHE) (Advertising)
Managing Reception, Boardroom and Carpark bookings, and incoming and outgoing deliveries
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01.2007 to 09.2010
Newport & Newport West News
Store Manager
Working between two busy newsagencies, 6 days a week, often 10+ hour days was tough, but very rewarding for someone who thrives on a fast paced, high energy environment. I gained invaluable experience in customer service, conflict management, multi tasking and working under pressure
01.2005 to 12.2007
Kofoed's Pharmacy
Retail Pharmacy Assistant
Pharmacy Assistant at this busy, local pharmacy. Built a great rapport with regular customers, in charge of budgets, stock purchasing, and in-store and window displays.
08.2001 to 12.2004
Ralph Carr Management
Office Manager & Personal Assistant to CEO
Personal Assistant to the CEO as well as Receptionist and Administrative Manager for boutique record label and artist management company
Key duties performed:
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General office administration
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Coordinating national and international travel for staff and artists
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Liaising with clients to organise artist performances and appearances
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Assisted directly in the management of artists in both music and acting fields
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Coordinating corporate performance bookings ​
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Organising auditions
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By the time I left the company, the only staff were myself and the boss.. It was a great opportunity to jump in the deep end and swim!
Skills Spotlight
Executive Assistant
Taking care of the day-to-day minutiae of the CEO’s world, so they can be free to excel where they’re most needed.
Managing loyalty programs and memberships to ensure highest tier enrolment and benefits claimed
Diary management and coordination of meetings and catch ups
Liaising with contacts, friends & family to maintain connections when CEO is unavailable
Property Management - utilities, bills, repairs & maintenance, cleaners etc.
(local and
interstate)
Important Date Reminders - birthdays, anniversaries - & organising cards and gifts
accordingly
Checking in to ensure all is well.
Being at the top can be isolating,
a PA/EA is here
for you
Vehicle management: Insurance, repairs, servicing, garaging etc
Anticipating the need for scheduling to be changed based on current situation / state of mind / goings-on
Internal Gatekeeper - ensuring CEO has time allocated free from interruptions
Managing personal accounts - utility and services to ensure best possible plan and on time payments / renewals
Travel bookings: International and Domestic - including flights, accommodation, ground transport and any other requirements.
Restaurant and show bookings as needed. (Upgrading tables and tickets wherever possible
Ad hoc requests for friends and family!
(It’s a package deal)
Contact
If you have any questions, or want to get in touch, use the contact details below:
©2024 by xalanas
Based in Laverton 3028.