Jacinta Samiakos
Sydney,Australia
Summary
Highly organised Executive Assistant with over 10 years experience providing executive level support to Managing Directors, CEOs, and Senior Managers. Adept at managing complex diaries, coordinating corporate events, streamlining administrative processes, and handling sensitive information with discretion. Recognised for exceptional communication skills, efficiency improvements, and the ability to build strong relationships across all levels of an organisation.
Overview
10
10
years of professional experience
Work History
Practice Manager (Temporary Role)
Shire Doctors and Dentists
10.2024 - 12.2024
- Manage and co-ordinate all administrative and operational aspects of the practice.
- Oversee staff scheduling, recruitment, training and performance management.
- Maintain effective communication and collaboration with medical and administrative staff.
- Implement and monitor efficient processes and procedures to optimise practice efficiency.
- Manage the practice's financial operations, including budgeting and invoicing.
- Liaise with external stakeholders such as suppliers, insurers and regulatory bodies.
- Identify and implement opportunities for practice improvement and growth.
- Conduct regular staff meetings, training where required and performance discussions.
- Maintain and control debtors, creditors and general ledger to ensure maximum profitability and cash flow and compliance with all taxation, record keeping and other statutory requirements.
- Maintain knowledge of, and comply with, workplace health and safety principles including infection control.
- The ability to work independently as well as part of a team.
- The ability to maintain absolute confidentiality regarding patient and practice information at all times.
- Proficient in using Best Practice management software, Microsoft Office and other relevant IT systems
- Key Achievements:
- Ensuring patient appointments and practitioner’s availability was monitored and correctly where necessary.
- Ensuring adherence to Medicare, privacy and infection control standards daily.
- Monitoring next day list of no-show appointments and actively reaching out to patient to reschedule or pay no show fees.
- Maintaining the already high-performing staff in keeping with morale and team culture and engagement.
Team Assistant – Future Energy & Technology Dept.
Origin Energy
04.2023 - 09.2024
- Provided high-level support to five General Managers, managing calendars, travel, accommodation and ad hoc duties and expenses and invoicing.
- Procurement of invoices, purchase orders, supplier setups, and expense reports via SAP Concur for the Future Energy team.
- Co-ordinate reporting on compliance, travel, hybrid work, and training including Overseeing and updating seating plans and desk allocation using Serra view.
- Managed IT hardware orders and service requests.
- Reporting to the Executive Assistant to the Senior Leader of Origin Energy.
- Participated in bi-weekly team check-ins, improving cross-team communication.
- Key Achievements:
- Streamlined administrative workflows, reducing task completion time by 50%.
- Increased on-time task completion to 95% of invoice payments and reconciliations which then boosted productivity and compliance overall.
Executive Assistant / Office Manager
Bisley Workwear Pty Ltd
06.2015 - 05.2022
- Executive Assistant to the CEO and executive leadership team with travel, scheduling, and meeting coordination.
- Reception duties including couriers and mail ingoing and outgoing, managed initially from the front office and then organised via remote connection set up from my desk with monitor surveillance.
- Managed procurement, invoicing, and office operations including reception.
- Managing office and kitchen supplies.
- Liaising and organising building maintenance and repairs.
- Organised corporate events including yearly Sales Conferences and the travel and accommodation needs of Sales Reps in 7 interstate locations.
- 6 monthly compliance requirements work prior to meet accredited QMS certification of ISO practices (Quality Management Systems & Procedures) as a yearly target.
- Provided ad-hoc departmental support across the business in marketing & sales dept with Christmas parties and Sales Conferences.
- Provided personal expenses, car maintenance and requests for the CEO.
- Transported Stake holders internally and externally to and from the airport.
- Arranged staff birthdays, celebrations in and outside of the office.
- Key Achievements:
- Pro-actively ensuring any incidences with maintenance of office or urgent matters that arose within departments were actioned in a timely and professional manner.
- Ensuring smooth operations of the business daily, which enabled senior management to focus on the strategies of the overall business.
- Pre-empted scheduling conflicts by actively managing calendars, ensuring meeting co ordinations.
- Anticipated potential workflow bottlenecks which enable maintaining efficiency and deadlines.
- Meeting compliance requirements to meet accredited QMS certification of ISO practices (Quality Management Systems & Procedures)
- Responsible for overall office culture and team involvement and morale.
Education
High School Diploma -
St Andrews College
Marayong, NSWSkills
- Executive calendar & diary management
- Travel planning & event coordination
- Procurement & expense reporting (SAP Concur)
- Stakeholder communication & relationship management
- Document preparation & correspondence
- Workflow optimisation & process improvement
- Microsoft Office Suite, CRM systems & cloud-based collaboration tools
- Office Management
- Best Practice exposure
- Reception and Customer Service
- Secretarial duties including Microsoft Office applications
- Mature outlook and reliability
Prior Positions
- Production Assistant, Bisley Workwear Dept (returned in another dept) Gazal Apparel 2013-2015
- Temporary Office Assignment roles Recruitment Agency 2012-2013
- Medical Receptionist Peakhurst Medical Practice 2005–2012
- Carer (casual) Homecare Services 2003-2005
- Production Assistant, Men’s Export Dept Gazal Apparel 1991-1998
- Accounts Receivable Dept Clayton Utz 1989-1991 (returned in another role)
- Office Administration Perfection Fresh Produce 1986-1989
- Office Services Clayton Utz Solicitors 1984-1986
- Crew Member-Part time McDonalds 1981-1984
Additional Information
- Full Australian working rights.
- Referees are available upon request.
- Contactable via text or email in the interim preferred.
Timeline
Practice Manager (Temporary Role)
Shire Doctors and Dentists
10.2024 - 12.2024
Team Assistant – Future Energy & Technology Dept.
Origin Energy
04.2023 - 09.2024
Executive Assistant / Office Manager
Bisley Workwear Pty Ltd
06.2015 - 05.2022
High School Diploma -
St Andrews College