Eyeshare
Natasha Pereira
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills. Personable and organized professional with strong multitasking skills and attention to detail. Well-versed in managing calendars and handling correspondence, proficient in office software and project management tools. Committed to enhancing productivity and streamlining administrative processes to support organizational goals. Offering strong organizational and communication skills, eager to learn and thrive in dynamic environment. Contributes to efficient office operations and effective communication with proficiency in scheduling and document management. Ready to use and develop administrative and coordination skills in Executive Assistant and Office Manager role in Marine Industry.
Overview
22
22
years of professional experience
1
1
Certificate
Work History
Executive Assistant/ Office Manager
OSM Thome
02.2024 - 02.2025
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Approved and processed account invoices in Eyeshare and processed client invoices
- Managed and coordinated the whole office move with staff and contractors
- Maintain document control with accurate and up to date documentation
- Provided high level of admin assistance to the whole office
- Coordinated assistance with tender formatting and submission, ensured documents were polished and professional
- Interacted with clients and visitors to ensure friendly and professional office environment
- Office supply management with monitoring inventory, place orders and ensure supplies were stocked
- Assisted in IT coordination with setting up IT for new starters and staff leaving and troubleshooting minor issues
- Monitored office expenses and managed staff expense claims
- Booked travel arrangement for office staff
- Managed internal communication with distributed announcements
- Managed stock and supplies in storeroom
- Managed bookings in meeting rooms and coordinated meetings as well as ensuring setup
- Managed confidential documentation to ensure documents were storage safely and correctly
- Coordinated wellness and wellbeing programs for staff and team building
- Managed onboarding new staff IT, building access and inductions and HR documentation.
- Managed and coordinated contractors in a friendly and professional environment
- Managing staff mobile phone accounts with telstra and ensuring new staff are set up
- Managing staff mobile phone accounts with telstra and ensuring new staff are set up
- Managed and coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Used advanced software to prepare documents, reports, and presentations.
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Coordinated events and worked on ad hoc projects.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Provided comprehensive administrative support to senior management, enabling them to focus on strategic decision-making.
- Conducted regular reviews of office procedures, identifying and implementing improvements for operational excellence.
- Managed scheduling and coordination of all office meetings to ensure smooth operations and minimal conflicts.
- Improved team morale and cohesion with regular team-building activities and open communication channels.
- Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
- Facilitated smooth office relocations by meticulously planning and coordinating all aspects of move.
- Reduced environmental impact by initiating recycling program and promoting paperless processes.
- Coordinated with IT department to upgrade office technology, enhancing overall efficiency and data security.
- Reduced overhead costs significantly through negotiation of vendor contracts for office supplies and services.
- Oversaw office budget, ensuring all expenditures were within allocated funds and identifying cost-saving opportunities.
Business Owner
Online Business
03.2020 - 01.2024
- Established strong customer relationships through excellent communication and attentive service.
- Strengthened company reputation by consistently meeting or exceeding customer expectations in terms of quality products/services offered.
- Consulted with customers to assess needs and propose optimal solutions.
- Managed financial operations to ensure fiscal responsibility, including budgeting, forecasting, and financial reporting.
- Managed social media accounts and marketing accounts
Executive Assistant
PPB
11.2008 - 05.2010
- Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics
- Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
- Manage senior executives' travel logistics and activities, including accommodations, transportation, and meals
- Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database
- Maintain professionalism and strict confidentiality with all materials
- Organize team communications and plan events, both internal and off-site
- Making travel arrangements (such as booking taxis for executives)
- Creating presentations
Personal Assistant
Dept of Education and Training
10.2008 - 11.2008
- Diary Management to Finance Accounting Manager
- Preparing reports using Word, Excel and PowerPoint
- Typing of correspondence and formal documentation
- Organizing meetings, distributing agendas, taking minutes and distributing meeting minutes
- Screening incoming and prepare outgoing mail
- Screening incoming calls and taking messages if necessary
- Events management (Christmas/ Melbourne Cup etc)
- Recruitment
- HR/ Payroll queries.
Accounts Officer
Coventry Group
10.2007 - 09.2008
- Control petty cash – re imbursements and balancing
- Prepare reports for accountants
- Daily banking for all West Australian branches
- Reconciliations of bank statements
- Matching bank statements with Oracle
- Preparing journals for daily banking
- Daily payment runs
- Monthly Diners payment & journals
- Credit card payment runs
- Daily Infix bank statement matching
- Cash management.
Property Administrator
Westrac
01.2007 - 10.2007
- Diary Management to the Property Manager
- Arrange travel and accommodation for department personnel
- Maintenance of current lease agreements
- Arranging and finalising new lease documents
- Establish lease commitment schedules
- Receiving and allocating invoices
- Preparation of invoices
- Liaising with property maintenance team
- Liaising with real estate agents
- Administration and reconciliation of bonds
- Arranging payroll deductions
- Arranging payment for invoices.
Underwriter Assistant
Chubb Insurance Company
08.2006 - 01.2007
- Underwriting Support
- Organising Functions for clients
- Organising staff functions
- Order stationary and general purchasing
- First point of contact for underwriters
- Filing, mail distribution and coordination of meetings
- Calculating insurance premiums and broker closing
- Update data in Prism program
- Processing and issuing reinsurance
- Issuing policy documentation and correspondence
- Handling accounting queries
- Maintain tracking spreadsheets
- Claims Support
- Processing claim payments
- Drawing cheques
- Following up on outstanding claims
- Opening and closing of claims
- Maintain spreadsheets
- Collating and processing monthly fee payments.
Personal Assistant
New Horizons Learning Centre
05.2005 - 08.2006
- Book flights and accommodation for staff travelling abroad interstate or internationally
- Preparing reports using Word, Excel and PowerPoint
- Proving day-to-day support on a variety of activities
- Typing and preparing course certificates
- Assist clients as first point of contact
- Screening incoming and prepare outgoing mail
- Screening incoming calls
- Recording minutes
- Diary management
- Assistance in tender documentation preparation
- Coordinating meetings
- Maintaining a schedule of daily events
- Organising functions
- Typing of correspondence
- Operations
- Maintain workplace to a presentable and professional manner
- Prepare classrooms for daily courses
- Prepare and collate courseware material
- Coordinate OHS
- Raise purchase orders for course materials, stationary, hospitality goods and miscellaneous items
- Reconcile invoices with purchase orders
- Maintain operations budget
- Allocate and source trainers for courses
- Support to the management team as required
- Assistant to Training Manager
- Raise purchase orders for all purchasers for the company
- Handling Accounts payable/ Receivable
- Processing payments
- Maintaining all information in a CMS program
- Schedule and rescheduling courses
- Take course bookings from clients
- Confirm upcoming course bookings with clients
- Call up past clients to gain feedback and provide opportunity for future course bookings
- Prepare and maintain schedule for current and upcoming courses
- Assess course evaluation forms and provide a report to Trainers.
Contracts Officer/Administration
Content Living
02.2005 - 04.2005
- Data entry utilising Word and Excel
- Distributing messages through Outlook
- Typing and preparing contracts
- Filing
- General office duties
- Incoming and outgoing mail
- Relief reception and effective switchboard operation
- Assist in ordering goods
- Assist clients as a first point of contact.
Waitress/Supervisor
Sandalford Winery
09.2002 - 01.2005
- Acted as Restaurant Manager for 2 months
- Assistant in preparation of function event orders
- Balancing Daily Restaurant Revenue
- Effective Rostering
- Organising training for staff
- Procurement of Food and Beverage Requirements
- Prepare Accounts for Clients
- Liaise with all departments to ensure customer satisfaction
- Utilise team in accordance to their strengths
- Assist in training team members to increase their abilities to further their value to the organisation
- Greeting Guests
- Prepare restaurant for service
- Prepare function rooms for functions as requested
- A la Carte service
- Function Service for up to 300 people
- Event Service – WASO, A day on the green
- Up sell establishments product
- Provide knowledge of the organisation to customers.
Education
High School Diploma -
Rossmoyne Senior High School
Rossmoyne, WA12.2001
Skills
- High attention to detail
- Excellent attitude to customer service
- Exceptional communication skills, both written and verbal
- Strong ability to work under pressure
- Excellent time management
- Ability to prioritise effectively
- Effective team player
- Proactive and Hard working
- Enthusiastic and energetic
- Reliable
- Confident
- Loyal and trustworthy
Timeline
Executive Assistant/ Office Manager
OSM Thome
02.2024 - 02.2025
Business Owner
Online Business
03.2020 - 01.2024
Executive Assistant
PPB
11.2008 - 05.2010
Personal Assistant
Dept of Education and Training
10.2008 - 11.2008
Accounts Officer
Coventry Group
10.2007 - 09.2008
Property Administrator
Westrac
01.2007 - 10.2007
Underwriter Assistant
Chubb Insurance Company
08.2006 - 01.2007
Personal Assistant
New Horizons Learning Centre
05.2005 - 08.2006
Contracts Officer/Administration
Content Living
02.2005 - 04.2005
Waitress/Supervisor
Sandalford Winery
09.2002 - 01.2005
High School Diploma -
Rossmoyne Senior High School
- First Aid Certification
- OSHA Certified
- Certified Executive Assistant (CEA) - AICI Global.
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Certification
- First Aid Certification
- OSHA Certified
- Certified Executive Assistant (CEA) - AICI Global.
Work Preference
Work Type
Part TimeContract WorkWork Location
On-SiteRemoteHybridImportant To Me
Flexible work hoursCompany CultureWork from home optionCareer advancementWork-life balancePersonal development programsTeam Building / Company RetreatsSoftware
Tramada
Powerpoint
Word
Excel
Quote
There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins
Languages
English
Advanced (C1)
References
Referees available on request
Education And Certificates
- Successfully completed Diploma in Executive Assistant
- Successfully completed unit in Business Writing
- Successfully completed unit in Time Management
- Successfully completed unit in Essential Skills for Secretaries and PA's
- Successfully completed Level 2 in Outlook
- Successfully completed Fundamental of Customer Service
- Successfully completed Level 2 in Excel
- Successfully completed Level 2 in Word
- Successfully completed Level 2 in PowerPoint
- Senior First Aid
- Responsible Service of Alcohol- completed in 2004
- Completed Course in Flight Attendant Career Preparation at Results Centre in 2003
- Certificate 4 in Hospitality and Accommodation completed in 2003 at Australian School of Tourism and Hotel Management
- Certificate 3 in Hospitality and Accommodation completed in 2002 at Australian School of Tourism and Hotel Management
- Occupational Safety and Health Laws in 2002
- Graduated year 12 at Rossmoyne Senior High School in 2001
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