Samantha Karani

Executive Support, Governance Management, and Strategic Coordination

Provide comprehensive executive and board secretariat support to the Executive Council, Council, and Executive Director.
• Coordinate Board and Council meetings, including preparation of agendas, board papers, minutes, and tracking of resolutions.
• Manage governance processes, including circular resolutions, AGMs, and Council appointments.
• Prepare executive briefing materials and high-level correspondence for engagement with government, industry leaders, and international stakeholders.
• Support multiple industry committees (Mining, Petroleum, Taxation, Sustainability, Legal, National Content, Women in Resources).
• Coordinate high-level stakeholder forums/meetings, bilateral meetings, and flagship industry events.
• Administer APEC Business Travel Card (ABTC) applications and renewals for Council members.
• Manage executive calendars, scheduling meetings and appointments, and coordinating travel arrangements to optimize time.
• Streamline communication between departments to enhance collaboration and efficiency.
• Handle confidential and sensitive information with discretion and tact.

Policy & Stakeholder Engagement

• Support committee working groups across multiple industry sectors, ensuring effective coordination and follow-through on key deliverables.
• Coordinate stakeholder engagement with government agencies, regulators, and industry partners to strengthen collaboration and alignment.
• Lead the planning and scheduling of annual recurring meetings for respective committee groups, while also managing ad hoc meetings as required.
• Track and record all incoming and outgoing correspondence, maintaining an accurate and up-to-date database.
• Work closely with the Policy Manager to drive and support sensitive agenda items within the petroleum and mining sectors.

Events & Operations Support

• Coordinate major industry events, including logistics, travel arrangements for staff, and support in program delivery.
• Draft letters to the Prime Minister of PNG for invitations to PNG CORE’s flagship events (PRW and PIW), while maintaining close coordination with the Prime Minister’s Office and ensuring all protocols are followed.
• Liaise with vendors and stakeholders to ensure seamless execution of events.
• Maintain administrative systems, procurement processes, and records management.
• Develop and maintain comprehensive filing systems, ensuring quick access to critical documents.
• Facilitate executive onboarding processes for new hires, enhancing integration into organizational culture.
• Maintain confidentiality of sensitive documents, ensuring proper storage and distribution as required.

Executive & Administrative Support

• Managed executive calendars, travel arrangements, and communications for the COO and Interim Executive Director.
• Prepared agendas, reports, presentations, and meeting minutes, ensuring timely follow-up on action items.
• Drafted professional correspondence and maintained contract and records compliance.

Governance & Council Support

• Coordinated Council and Board meetings, including agenda preparation and accurate minute-taking.
• Collated departmental reports and managed board documentation processes.
• Administered circular resolutions and monitored action items through to completion.
• Organized domestic and international travel logistics for executives and Council members.
• Led AGM coordination, including nominations, elections, and preparation of briefing materials.

Policy & Stakeholder Engagement

• Supported committee working groups across multiple industry sectors.
• Coordinated stakeholder engagement with government agencies, regulators, and industry partners.
• Drafted formal correspondence and facilitated committee meetings.

Events Management Support

• Coordinated major industry events, including logistics, staff travel arrangements, and program delivery.
• Liaised with vendors and stakeholders to ensure seamless execution of events.
• Maintained administrative systems, procurement processes, and records management.

Operations & Office Support

• Managed the organization's Closed User Group (CUG) plan, ensuring effective administration and usage.

• Managed the organization's company tracking system

• Led Health, Safety, and Environment (HSE) initiatives for the office, ensuring appropriate safety equipment and standards are in place.

Facility Management

• Coordinated facility maintenance, contractor services, and ensured building compliance.
• Managed expatriate housing logistics, inspections, and lease documentation.
• Oversaw office services, including cleaning, utilities, and maintenance scheduling.
• Conducted regular facility inspections to ensure safety and operational standards.
• Coordinated repairs and preventive maintenance to minimize downtime.
• Managed workspace allocation and ensured efficient office layout planning.

Administration & Procurement

• Managed office inventory, procurement processes, and vendor coordination.
• Processed purchase requisitions (SAP) and monitored supply chain activities.
• Sourced and evaluated suppliers to ensure cost-effective procurement.
• Maintained procurement records and ensured compliance with company policies.
• Coordinated delivery schedules and monitored supplier performance.

Transport & Fleet Coordination

• Oversaw staff transport logistics and contractor performance.
• Processed and verified transport-related invoices.
• Scheduled and coordinated vehicle usage for staff and operations.
• Monitored fleet maintenance and ensured vehicle safety compliance.
• Maintained transport logs and usage reports for operational efficiency.

IT & Communications Support

• Managed corporate phones, SIM cards, and Closed User Group (CUG) systems.
• Maintained internal contact directories and IT equipment logistics.
• Coordinated IT equipment allocation, repairs, and replacements.
• Provided basic user support and liaised with IT vendors for issue resolution.
• Ensured timely updates of communication tools and systems.

Contracts & Stakeholder Management

• Supported lease negotiations and contractor management.
• Maintained contract trackers and ensured compliance with service delivery requirements.
• Monitored contractor performance against agreed service levels.
• Facilitated communication between vendors, management, and internal teams.
• Ensured timely renewal of contracts and service agreements.

Health, Safety & Environment (HSE)

• Conducted Job Risk Assessments and facilitated safety inductions.
• Supported audits, compliance reporting, and contractor safety processes.
• Monitored adherence to workplace health and safety regulations.
• Participated in incident reporting and corrective action follow-ups.
• Promoted a safety-first culture through awareness and training initiatives.

• Provided administrative support, including travel coordination, meeting organizations, and document control.

• Managed bookings, ticketing services, and customer service enquiries.

• Supported accounts payable, payroll processes, and financial record management.

• Managed front desk operations, guest services, and reception administration.