JOSEPHINE BARRUM
PORT MORESBY
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Executive Assistant
Office of the Minister-Counsellor, Development Cooperation, Australian High Commission
06.2024 - Current
- Manage the diary/calendar of two Minister-Counsellors (Development Cooperation), including identifying priorities, coordinate and arrange meetings, arrange travel
- Ensure high level visitors are supported effectively including facilitating office access/security protocol, receiving guests, preparing meeting documents/copies, provide guidance/directions etc
- Manage office events including planning and implementation
- Provide administrative and clerical support on an ongoing basis including recording and tracking in-house documents, provide advice on updated processes and forms, as well as streamline work procedures
- Liaise with internal and external stakeholders to support relationship building, and communicate effectively the expectation of the Minister-Counsellor
- Ensure information in and out is accurate, complete and in compliance with office procedures and standards
- Undertake research as directed
- Manage records according to the Department’s policies and guidelines in the records data base system (EDRMS)
- Undertake staff compliance courses or training as required by DFAT
Protocol Assistant
Executive Office, American Embassy
05.2022 - 02.2023
- Liaison with host government, diplomatic community, and key contacts for the Executive office
- Write correspondence including diplomatic notes, letters, event invitations, and emails and communicate expectations of the Exec office
- Administer protocol processes and procedures
- Support coordination of official events including preparing formal invitations, facilitate access per security protocol, receive guests, ensure meeting necessities are set up, serve guests as needed, and participate in post-event evaluation meetings
- Facilitate movement/travel per the mission’s guidelines for the Chargé d’Affaires
- Track and update personnel and organisation information in contact data base system regularly
- Drafted standard operating procedures for users for contact base system, for the mission (CRM)
- Undertake basic research as directed
- Establish and maintain working relationships with internal sections and external stakeholders
Executive Assistant
Office of the Minister-Counsellor, Development Cooperation, Australian High Commission
07.2020 - 04.2022
- Managed the diary/calendar of two Minister-Counsellors (Development Cooperation), including identifying priorities, coordinate and arrange meetings, arrange travel
- Ensure high level visitors are supported effectively including facilitating office access/security protocol, receiving guests, preparing meeting documents/copies, provide guidance/directions etc
- Manage office events including planning and implementation
- Provided administrative and clerical support on an ongoing basis including recording and tracking in-house documents, provide advice on updated processes and forms, as well as streamline work procedures
- Liaised with internal and external stakeholders to support relationship building, and communicate effectively the expectation of the Minister-Counsellor
- Ensure information in and out is accurate, complete and in compliance with office procedures and standards
- Undertake research as directed
- Managed records according to the Department’s policies and guidelines in the records data base system (EDRMS)
- Undertake staff compliance courses or training as required by DFAT
Removals Officer
Protocol Section, Australian High Commission
07.2013 - 07.2020
- Conducted briefings in relation to Protocol/Removals matters for new Australian based staff posted to the High Commission
- Facilitated request for the A-based Staff and the High Commission in seeking diplomatic concession on import duty/GST via Diplomatic Note writing and facilitate the processing of other required documents
- Administered and coordinate logistics by liaising with the A-based officers concerned together with the relevant authorities and service providers
- Administer payments to service providers
- Provided support in facilitating other protocol administrative clearances for diplomatic staff in the High Commission, by liaising with government stakeholders and service providers in the absence of colleague
- Managed the Protocol Section by representing the work area at internal meetings, progress jobs and report to senior staff in the absence of Protocol Manager
- Carried out secretarial duties/support wherever possible for the Consul-General in the absence of the Executive Assistant
- Processed Australian Passport Services as a support staff with Australian Consular Section when needed
Office and Customs Operations Assistant
Pearl Customs Agency
10.2012 - 07.2013
- Maintained job registrations, filing and general office records
- Managed and coordinated office administration runs simultaneously with operation runs for clearance jobs
- Assisted in providing on the job training to new employees on customs clearance functions
- Administered required documentation and liaised with all relevant authorities and/or service providers to progress clearance jobs
- Complied Customs entries using the Customs system (Asycuda ++) in accordance with the Customs Tariff Classification Guideline
Switch Board Operator
Front Office, Airways Hotel
04.2011 - 06.2011
- Monitored phone calls through the switchboard and referred clients to appropriate sections within the hotel or section supervisors depending on client issues/queries
- Maintained call logs sheet and job log requests for in-house guests
- Assisted with reception in receiving and serving guests at the reception counter in the absence of team members and provided other concierge services to hotel guests
- Attended to guest complaints or queries on approach
Customs Runner – Casual
Pearl Customs Agency
10.2010 - 12.2010
- Attended to the processing of all clearance documents through appropriate PNG Authorities and service providers for cargo clearances
- Attended to cargo inspections on behalf of clients at the wharf or cargo depots
- Arranged cartage and delivered cargo to clients
- Liaised with clients on providing information and updates on cargo clearance
- Attended to other office administration runs to maintain office functions
Education
Bachelor of Arts (B.A) - Linguistics and Modern Languages, Sociology and Anthropology
University of Papua New Guinea
01.2012
Higher School Certificate - undefined
Fr. Peter Secondary School (Fatima)
01.2004
School Certificate - undefined
Notre Dame High School
01.2002
Skills
- Competent in writing and speaking (both English and Tok Pisin)
- Executive support
- Office management
- Schedule & calendar planning
- Strong problem solver
- Office administration
- Trustworthy and reliable
- Flexible and have a positive attitude
- Competent in Microsoft Office software applications; Excel, Word, Power Point and Publisher
- Able to undertake report writing
- Able to undertake basic research and data analysis
Certification
- Alison Online, May2023 - Certificate in Project Management
- Alison Online, November2023 - Certificate in Data Entry Tools and Techniques
- Wings Education, Port Moresby, September2019 - Certificate of Participation in Supervisory Skills
- Institute of Banking & Business Management, Port Moresby, March2018 - Certificate of Participation in MS Excel2010 Essentials
- Department of Foreign Affairs, Australian Passports Office, Passports Training Unit, Canberra, August2017 - Training on Passports Overseas
- Institute of Banking & Business Management, Port Moresby, April2016 - Certificate of Participation in Communication Skills
Timeline
Executive Assistant
Office of the Minister-Counsellor, Development Cooperation, Australian High Commission
06.2024 - Current
Protocol Assistant
Executive Office, American Embassy
05.2022 - 02.2023
Executive Assistant
Office of the Minister-Counsellor, Development Cooperation, Australian High Commission
07.2020 - 04.2022
Removals Officer
Protocol Section, Australian High Commission
07.2013 - 07.2020
Office and Customs Operations Assistant
Pearl Customs Agency
10.2012 - 07.2013
Switch Board Operator
Front Office, Airways Hotel
04.2011 - 06.2011
Customs Runner – Casual
Pearl Customs Agency
10.2010 - 12.2010
Higher School Certificate - undefined
Fr. Peter Secondary School (Fatima)
School Certificate - undefined
Notre Dame High School
- Alison Online, May2023 - Certificate in Project Management
- Alison Online, November2023 - Certificate in Data Entry Tools and Techniques
- Wings Education, Port Moresby, September2019 - Certificate of Participation in Supervisory Skills
- Institute of Banking & Business Management, Port Moresby, March2018 - Certificate of Participation in MS Excel2010 Essentials
- Department of Foreign Affairs, Australian Passports Office, Passports Training Unit, Canberra, August2017 - Training on Passports Overseas
- Institute of Banking & Business Management, Port Moresby, April2016 - Certificate of Participation in Communication Skills
Bachelor of Arts (B.A) - Linguistics and Modern Languages, Sociology and Anthropology
University of Papua New Guinea
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