Jacinta Woolley
Melbourne,VIC
Summary
Results-driven professional with track record in high-level administrative roles. Proven capability to streamline operations and enhance organizational performance. Valued for collaborative approach and adaptability, excelling in strategic planning and stakeholder management.
Overview
15
15
years of professional experience
1
1
Certification
Work History
Service Plan Manager
Schneider Electric
07.2022 - Current
- Managed and motivated employees to be productive and engaged in work.
- Mentored junior team members for career advancement, fostering a pipeline of future leaders within the organization.
- Facilitated team brainstorming sessions that led to innovative solutions for long-standing operational challenges.
- Established team priorities, maintained schedules and monitored performance.
- Improved staffing during busy periods by creating employee schedules and monitoring call-outs.
- Accomplished multiple tasks within established timeframes.
- Maintained professional, organized, and safe environment for employees and patrons.
- Enhanced customer satisfaction by resolving disputes promptly, maintaining open lines of communication, and ensuring high-quality service delivery.
- Implemented process improvements to reduce bottlenecks in project workflows and increase overall efficiency in the organization''s plan coordination efforts.
- Increased team productivity by effectively delegating tasks based on individual strengths and expertise in plan coordination.
International Sales & Operations Manager
Seafood Exports Australia
10.2018 - 12.2021
- Delivered $3m in operational cost savings and improved commercial decision support by consolidating regional accounting teams within the Sydney head office, influencing the Leadership Team to redirect savings into a future-proofing system upgrade.
- Negotiated with freight forwarder (Comerford Pty Ltd) significantly reduced logistic rate exclusively for SEA Pty Ltd given volume of exports which yielded 43% less expenditure than budgeted.
- Streamlined business processes by analyzing current procedures and implementing necessary improvements.
- Increased overall efficiency by automating repetitive tasks and optimizing workflow.
- Implemented escalation procedures to effectively handle time-sensitive issues.
- Developed strategic partnerships with key stakeholders, fostering collaboration and driving growth.
Executive Assistant to the Chief Executive Officer
Mailguard-Neogenesis
01.2017 - 08.2019
- Organized and coordinated conferences and monthly meetings.
- Coordinated travel arrangements by booking airfare, hotel, and ground transportation.
- Provided comprehensive support to the CEO, enabling them to focus on critical decision-making and leadership tasks.
- Managed high-profile client engagements, consistently delivering exceptional results that exceeded expectations for both parties involved.
- Oversaw day-to-day operations across multiple departments, ensuring timely delivery of projects and streamlined workflows.
- Enhanced company reputation by establishing strong relationships with clients, partners, and stakeholders.
- Identified and pursued business development opportunities to grow organization and increase revenue.
- Established key performance indicators for each department to track progress towards organizational goals effectively.
- Cultivated strategic alliances, forging relationships with industry leaders that facilitated knowledge exchange and co-innovation.
- Established and maintained strong relationships with customers, vendors and strategic partners.
- Represented organization at industry conferences and events.
Executive Assistant to CEO
Wilson Security
01.2016 - 01.2018
- Developed a social media strategy and marketing campaign (using Instagram, Facebook, and other social media platforms) to increase client intake by 40%.
- Successful execution of Wilson’s annual leadership conference for 50 senior delegates across Australasia.
- Assisted relocated of 120 staff from Melbourne Central office to new Essendon Fields office over a weekend period.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Handled confidential and sensitive information with discretion and tact.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Attended meetings to make informed business decisions, provide administrative support and evaluate progress toward goals and objectives.
- Supervised staff and participated in hiring, training and performance evaluations to establish and enforce policies and procedures for business functions.
- Oversaw change management initiatives, minimizing disruption while maximizing positive outcomes during periods of transition.
- Led crisis-management efforts during unexpected challenges; mitigating potential negative impacts on business operations.
- Conducted regular performance reviews for direct reports, providing constructive feedback for continuous professional growth.
- Amplified CEO's effectiveness by managing complex schedules and prioritizing engagements based on strategic importance.
- Facilitated leadership development workshops, contributing to stronger executive leadership pipeline.
- Identified opportunities to streamline processes and improve office operations and efficiency.
- Anticipated potential challenges in daily operations and devised appropriate solutions to maintain uninterrupted workflow in the executive office.
- Improved team collaboration by acting as a liaison between the CEO, executive team, and staff members.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Supported decision-making processes by compiling research data and presenting findings to the CEO.
- Updated and maintained confidential databases and records.
Operations & Finance Manager
Sunbury United Sporting Club
01.2014 - 01.2016
- Developed and implemented safe work and best practice procedures for bar & gaming staff.
- Extensive negotiation with ATO in relation to past debt – $180,000 > $50,000 payable quarterly instalments.
- Implemented marketing strategies to promote the local community to the club & raise revenue – worked very closely with partners to evaluate local community, strategies and execute innovative business offering and renovations.
- Streamlined month-end close process, reducing time spent on manual tasks and improving data accuracy.
- Monitored budget and revenue trends, compiling reports for company leadership to inform decision-making.
- Enhanced budget management by implementing expense tracking and cost reduction strategies.
- Played key role in strategic planning sessions, offering insights that shaped company direction and growth.
- Delivered comprehensive financial training programs for non-finance managers, enhancing cross-functional understanding and collaboration.
Executive Assistant & Office Manager
Elite Crossings Pty Ltd
01.2010 - 01.2016
- Established efficient workflow processes, monitored daily productivity and implemented modifications to improve overall effectiveness of office personnel and activities.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Developed strong relationships with internal departments to facilitate cross-functional collaboration on key initiatives driven by senior leaders.
- Assisted senior management with major initiatives and projects.
- Improved office efficiency with the implementation of organized filing systems and document management processes.
- Allocated executive tasks and managed complex calendars and administrative functions.
- Increased team collaboration by organizing regular departmental meetings, distributing agendas, and recording minutes for future reference.
- Supported decision-making processes by conducting research, compiling data, and presenting findings in concise reports for executive review.
- Facilitated training and onboarding for incoming office staff.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Wrote reports, executive summaries and newsletters.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
Education
Bachelor of Business - Accounting
Victoria University
Business Administration III & IV - undefined
Aegis Aspire
Customer Contact III & III - undefined
Aegis Aspire
Advanced Social Media & Marketing Strategies - undefined
Net 101
Skills
- Public relations expertise
- Strategic resource planning
- Team leadership
- Digital marketing strategy
- Strong written communication
- Skilled in digital tools and technologies
- Analytical problem solving
- Prioritization and scheduling
- Ethical leadership
- Executive support
- Operations management
Accomplishments
- Delivered $3m in operational cost savings and improved commercial decision support by consolidating regional accounting teams within the Sydney head office, influencing the Leadership Team to redirect savings into a future-proofing system upgrade.
- Negotiated with freight forwarder (Comerford Pty Ltd) significantly reduced logistic rate exclusively for SEA Pty Ltd given volume of exports which yielded 43% less expenditure than budgeted.
- Successful execution of Wilson’s annual leadership conference for 90 senior delegates across Australasia.
- Developed a social media strategy and marketing campaign (using Instagram, Facebook, and other social media platforms) to increase client intake by 40%.
- Extensive negotiation with ATO in relation to past debt – $180,000 > $50,000 payable quarterly instalments.
OTHER ROLES
- Venue Manager Ballcourt Hotel, Valley Cellar Door, Thirsty Camel Liquor
- Accounts Manager Gainsville Fine Furniture
- Legal Secretary/Paralegal Effective Service Paralegal
Certification
- Certificate III & IV - Business Administration
- Certificate II & III - Customer Contact
Timeline
Service Plan Manager
Schneider Electric
07.2022 - Current
International Sales & Operations Manager
Seafood Exports Australia
10.2018 - 12.2021
Executive Assistant to the Chief Executive Officer
Mailguard-Neogenesis
01.2017 - 08.2019
Executive Assistant to CEO
Wilson Security
01.2016 - 01.2018
Operations & Finance Manager
Sunbury United Sporting Club
01.2014 - 01.2016
Executive Assistant & Office Manager
Elite Crossings Pty Ltd
01.2010 - 01.2016
Business Administration III & IV - undefined
Aegis Aspire
Customer Contact III & III - undefined
Aegis Aspire
Advanced Social Media & Marketing Strategies - undefined
Net 101
Bachelor of Business - Accounting
Victoria University
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