Summary
Overview
Work History
Skills
References
Timeline
Generic

MARA SANOPOULOS

Summary

Experienced executive assistant with a proven track record of providing comprehensive support to high-level executives across diverse industries. Skilled in managing complex schedules, coordinating meetings, and handling confidential information. Strong communication, organization, and problem-solving abilities contribute to smooth office operations. Committed to fostering team collaboration and achieving tangible results while adapting flexibly to changing needs and priorities. Recognized for dependability and resourcefulness, consistently delivering high-quality outcomes. Highly organized and dependable candidate adept at managing multiple priorities with a positive attitude. Willing to take on additional responsibilities to meet team goals.

Overview

32
32
years of professional experience

Work History

Executive Assistant To, Chief Strategy, Innovation

AIA Australia
01.2023 - 10.2024
  • Email/Diary management
  • Pre-empting needs by understanding broader business priorities and activities
  • End-to-end management of internal and external meetings across multiple time zones
  • Manage papers for monthly and quarterly reporting, including standardisation of templates, communicate timelines and review draft papers for consistency with organisational practice
  • Lead regular project review sessions within the project team to help communicate upcoming, forecasted or potential risks and issues
  • Maintain effective lines of communication, expectations and reporting with internal and external stakeholders to ensure the timely and complete implementation of each initiative
  • Assist with the development and review of effective processes and policies, including process improvement and reviewing best business practice
  • Various administration and reporting duties which may include (but are not limited to); meeting agendas, meeting minutes and status reports
  • Be the driving force and promote a collaborative team environment that fosters company values for continuous improvement and celebrate successes
  • Build strong relationships with all team members providing support as required
  • Supporting broader team activities including but not limited to coordinating logistics associated with team activities, offsites, functions or events
  • Maintain people registers, support new start onboarding and co-ordination of team inductions, activities and oversight of assets
  • Handling confidential and sensitive information with a high level of integrity
  • Travel coordination, including flights, visas, and accommodation
  • Expense and invoice management

Executive Assistant To, Executive General Manager

AMAYSIM
09.2019 - 06.2020
  • Manage inbox, meetings, appointments, events/functions and relevant follow up action and exercise judgement in managing any conflicting priorities
  • Anticipate requirements and resolve potential issues to maximise the effective use of the EGM’s time
  • Draft, manage and lead communication, proactively providing divisional updates, ensuring active communication is across immediate teams, the business and relevant stakeholders
  • Act as a point of contact for the EGM and office, this includes screening and responding to email enquiries, resolving, and forecasting issues and action items
  • Manage meetings, including the preparation of agendas, minutes, meeting papers, correspondence and undertake appropriate follow-up action
  • Manage papers for monthly and quarterly reporting, including standardisation of templates, communicate timelines and review draft papers for consistency with organisational practice
  • Research and investigate related topics on behalf of the EGM and prepare correspondence, reports and briefings
  • Coordinate and facilitate conferences, meetings, and events, including the preparation of written and visual presentations
  • Maintain staff performance, development, and reward program
  • Managed international and domestic travel for the EGM and office
  • Point of contact for client enquiries and resolve queries professionally, accurately and in a timely manner ensuring quality customer service
  • Build and maintain positive and constructive working relationships with internal and external stakeholders
  • Expense management

Executive Assistant to, COO, CXO and CMO

ISELECT
07.2018 - 09.2019
  • Manage inbox, meetings, appointments, events/functions and relevant follow up action and exercise judgement in managing any conflicting priorities
  • Anticipate requirements and resolve potential issues to maximise the effective use of their time
  • Draft, manage and lead communication, proactively providing divisional updates, ensuring active communication is across immediate team/s and the business
  • Act as a point of contact to Executives, this included screening and responding to email enquiries, resolving, and forecasting issues and action items
  • Act as Board, Sub-committee secretary for committees, maintaining action logs, agendas, annual work plans, distributing papers and taking minutes
  • Be accessible for the Board and resolve queries accurately and in a timely manner
  • Research and compile information, source briefing material and prepare presentations and correspondence
  • Manage papers for weekly and monthly reporting, including standardisation of templates, communication of timelines and review draft papers for consistency with organisational practice
  • Manage iSelect Annual Partner of the Year awards, EOFY and Christmas functions, quarterly workshops and annual conference including the preparation of written and visual presentations
  • Manage international and domestic travel for my Executives and the wider team
  • Manage staff performance and development process
  • Build and maintain positive working relationships with internal and external stakeholders
  • Expense management

Executive Assistant to, Executive General Manager and Directors

VOCUS GROUP
04.2014 - 07.2018
  • Inbox and diary management, schedule and making decisions accordingly ensuring the Executive and Directors inbox and diary is maintained, and outstanding items are proactively followed up
  • Manage and plan internal and external meetings and supporting information and documentation to relevant stakeholders
  • Manage papers for monthly reporting, including standardisation of templates, communication of timelines and review draft papers for consistency with organisational practice
  • Minuting of team monthly meeting, action follow-up
  • Research and compile information, source briefing material and prepare presentations and correspondence
  • Act as a point of contact to Executives, this includes screening and responding to email enquiries, resolving, and forecasting issues and action items
  • Draft, manage and lead communication, proactively providing divisional updates, ensuring active communication across immediate team/s and the business
  • Be accessible to the Board and resolve queries accurately and in a timely manner
  • Build positive and trusted relationships with internal and external stakeholders
  • Manage international and domestic travel
  • Manage company EOFY, Christmas, monthly and quarterly drinks and annual conference including the preparation of written and visual presentations
  • Manage office facilities and requirements, nationally
  • Expense management

Office Manager and Executive Assistant to, Group State Manager

DOTMAR EPP
04.2010 - 04.2014

Office Assistant

MAIA FINANCIAL
02.2006 - 04.2010

Reception, Purchasing and Planning Assistant to COO

RIAN INDUSTRIES Pty Ltd
09.1992 - 02.2006

Skills

  • Executive Support
  • Strong Problem Solver
  • Meticulous attention to detail
  • Expense Reporting
  • Calendar Management
  • Professional and mature
  • Meeting planning
  • Travel Arrangements
  • Database Management
  • Document Preparation

References

Available on request

Timeline

Executive Assistant To, Chief Strategy, Innovation

AIA Australia
01.2023 - 10.2024

Executive Assistant To, Executive General Manager

AMAYSIM
09.2019 - 06.2020

Executive Assistant to, COO, CXO and CMO

ISELECT
07.2018 - 09.2019

Executive Assistant to, Executive General Manager and Directors

VOCUS GROUP
04.2014 - 07.2018

Office Manager and Executive Assistant to, Group State Manager

DOTMAR EPP
04.2010 - 04.2014

Office Assistant

MAIA FINANCIAL
02.2006 - 04.2010

Reception, Purchasing and Planning Assistant to COO

RIAN INDUSTRIES Pty Ltd
09.1992 - 02.2006

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MARA SANOPOULOS