Summary
Overview
Work History
Education
Skills
Timeline

Jennifer Zafiridis

Moonee Ponds,Australia

Summary

Experienced Executive Assistant skilled in crafting and holding meticulous administration and procedural systems. As a dedicated administrative professional, possess a strong commitment to continuous learning and professional growth, striving for excellence in cognitive problem solving and performance. Driven and resourceful administrative professional with 10+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well organised precision. Successfully manages high volume workloads in rapidly changing environments.

Overview

15
15
years of professional experience

Work History

Executive Assistant

AASW - Hugo Recruitment Agency
05.2024 - 08.2024
  • Provide highly confidential secretariat support CEO's office
  • Provide high level of customer service to all stakeholders
  • First point of contact for telephone calls for CEO
  • Manage appointments for CEO in effective, professional, and timely manner
  • Co-ordinate travel and accommodation arrangements on behalf of CEO
  • Ensure CEO is prepared for meetings with relevant papers
  • Actively support Senior Leadership Team to prepare papers and documents for CEO
  • Proactively manage Board systems to ensure effective processes are in place for compliance with governance requirements and obligations
  • Prepare Board and Committee meeting agendas, and ensure compliance with distribution/circulation systems and timelines
  • Collate Board documents in efficient manner, ensuring accuracy over documents is maintained
  • Ensure all arrangements for Board meetings are in place for efficient management of Directors time

Executive Assistant

ANZSOG (Australian and New Zealand School of Government) - Recruitly Employment Agency
03.2023 - 08.2023
  • Calendar Management: Coordinated and managed executives' calendars, including scheduling meetings, appointments, and travel arrangements
  • Anticipated and resolved scheduling conflicts to ensure efficient use of time
  • Communication: Served as primary point of contact for internal and external communication, filtering and prioritising correspondence, emails, and phone calls
  • Draft, review, and edit communications on behalf of executives
  • Meeting Support & Event Planning: Prepared agendas, presentations, and materials for meetings
  • Attended meetings to record minutes, action items, and follow-up tasks
  • Ensure seamless communication between executives and relevant stakeholders
  • Organise company events including coordination of catering, planning and materials to ensure successful and memorable events
  • Travel Arrangements: Planned and coordinated travel arrangements, including flights, accommodations, transportation, and itineraries
  • Provided executives with all necessary information and ensure travel plans align with their schedules
  • Administrative Tasks: Managed administrative tasks such as expense reporting, invoicing, filing, and document management
  • Maintained organised records and systems to support executives' workflow
  • Project Assistance: Supported executives in various projects by gathering data and preparing reports
  • Collaborate with other team members to ensure project milestones are met
  • Confidentiality: Handle sensitive information with utmost discretion and maintain confidentiality on all matters related to executives' work and personal matters
  • Time Management: Assist in prioritising tasks and managing deadlines to ensure executives' efficiency and effectiveness in their roles
  • Problem Solving: Proactively identify challenges and opportunities to streamline processes, improve efficiency, and enhance executives' productivity

Executive Assistant

Matthews Steer Accountant - Hays Recruitment Agency
01.2022 - 01.2023
  • Calendar Management: Manage high level of administration for managing director, including calendar management, email correspondence, scheduling appointments and travel arrangements
  • Meeting Support: Prepared agendas and related material for client meetings and board meetings
  • Recorded minutes of meeting and follow up on agenda items and follow up tasks
  • Organise company events including coordination of catering and room bookings
  • Travel Arrangements: Planned and coordinated travel arrangements, including flights, accommodations, transportation, and itineraries
  • Provided executives with all necessary information and ensure travel plans align with their schedules
  • Project Assistance: Provided support to business development managers by updating sales data and carrying out background research
  • Confidentiality: Operate under strictest level of confidentiality and discretion regarding all managerial correspondence
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Served as a liaison between departments to facilitate effective communication throughout the company.
  • Organised and coordinated conferences and monthly meetings.

Executive Assistant

The Royal Children's Hospital - Melbourne
01.2010 - 01.2022
  • Calendar Management: Coordinated and managed complex executives' calendars including scheduling meetings, coordinated frequently changing appointments
  • Follow up on direct administration functions for director, executives, consultants and all stakeholders
  • Manage external contacts for director and keep track of periodic communication needed for priority stakeholders
  • Meeting Support: Attend all business and staff meetings
  • Prepare agendas and related documentation, follow up on agenda items as requested
  • Maintain upcoming deadlines on incoming requests and events
  • Communication: Served as primary point of contact for internal and external communication
  • Assist in team building initiatives and overall support for maintenance of organisational culture and employee morale
  • Administrative Tasks: Manage, create expense reports, budgets and filing systems
  • Produce monthly expense reports and follow up on budget spending and any discrepancies
  • Follow up on all staff yearly licences and subscriptions
  • Manage staff including payroll and timesheets are submitted on time
  • Maintained filing system for confidential material to be stored by private storage company
  • Confidentiality: Handle sensitive information with utmost discretion and maintain confidentiality on all matters related to executives' work and personal matters
  • Handled confidential and sensitive information with discretion and tact.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Organized and coordinated conferences and monthly meetings.
  • Answered high volume of phone calls and email inquiries.

Education

Graduate Diploma - Business Management

RMIT, Melbourne, VIC
11.2018

Skills

  • Excellent organisation and time management skills
  • Advanced MS Office application systems
  • Excellent communication skills
  • Employee training and development
  • Report analysis
  • Administrative Support
  • Office Management
  • Information confidentiality
  • Invoice Processing

Timeline

Executive Assistant - AASW - Hugo Recruitment Agency
05.2024 - 08.2024
Executive Assistant - ANZSOG (Australian and New Zealand School of Government) - Recruitly Employment Agency
03.2023 - 08.2023
Executive Assistant - Matthews Steer Accountant - Hays Recruitment Agency
01.2022 - 01.2023
Executive Assistant - The Royal Children's Hospital - Melbourne
01.2010 - 01.2022
RMIT - Graduate Diploma, Business Management

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Jennifer Zafiridis