Petra Theilhaber
54 Oakdene Grove South, Altona Meadows,Australia
Summary
Executive Assistant with extensive experience supporting senior leaders in multi-site operations. Expertise in coordinating travel, logistics, and stakeholder communications. Proven ability to manage executive schedules and operational records, enhancing efficiency and execution. Proficient in utilizing AI tools to boost productivity while maintaining confidentiality with sensitive information.
Overview
15
15
years of professional experience
Work History
Executive Assistant
Melbourne High School
South Yarra, VIC
10.2023 - Current
- Managed dynamic executive diary, prioritizing meetings, events, and confidential matters.
- Prepared agendas, recorded minutes, tracked actions, and ensured timely completion.
- Drafted and proofread correspondence, reports, and stakeholder communications.
- Coordinated complex logistics including travel, accommodation, itineraries, and expense reconciliations.
- Maintained accurate records and documentation to uphold operational efficiency.
- Supported school-wide projects by coordinating timelines and contributors.
- Liaised with internal teams and external stakeholders to resolve operational issues.
- Coordinated high-profile events, managing logistics for Governor's visit to Turning of the Sod.
Executive Assistant to the Chief Executive Officer
Australian Grand Prix Corporation
St Kilda, VIC
01.2022 - 09.2023
- Provided high-level support to CEO, Chair, and Board in complex operational environment.
- Managed dynamic diary and meeting schedule, balancing stakeholder and operational priorities.
- Drafted professional correspondence, reports, briefings, and presentations aligned with organizational goals.
- Coordinated domestic and international travel arrangements, accommodations, and executive expense claims.
- Organized executive and board meetings, including agenda preparation and action item tracking.
- Maintained accurate records and documentation to enhance operational efficiency.
- Collaborated with operations teams and contractors to facilitate multi-site events and logistics.
Office Manager
Seabrook Kindergarten
Seabrook
07.2021 - 12.2021
- Oversaw daily administration, records management, and procurement activities.
- Coordinated enrolments and compliance documentation for regulatory audits.
- Facilitated data reporting to support informed decision-making.
- Enhanced operational planning through effective staff coordination and supplier engagement.
Administration Officer (Project Delivery)
New Model Beauty Queen
Brunswick, VIC
06.2020 - 08.2020
- Administered end-to-end delivery of 300,000 reusable face masks for Victorian Government.
- Coordinated daily production schedules and conducted quality checks to ensure compliance.
- Supervised packing and dispatch processes to meet strict deadlines.
- Liaised with suppliers and logistics providers to streamline operations.
Executive Assistant to CEO & CFO
SNAICC-National Peak Body For Aboriginal Children
Collingwood
05.2019 - 01.2020
- Coordinated executive schedules, meetings, and national travel logistics efficiently.
- Supported board operations through accurate documentation and effective reporting.
- Developed and implemented processes to enhance operational efficiency.
Executive Assistant to Director
Early Childhood Management Services
Northcote, VIC
08.2018 - 05.2019
- Executed systems for documentation and coordination of multi-site programs.
- Planned and conducted large training events while managing budgets, suppliers, and logistics.
- Implemented processes that improved efficiency across multi-site program operations.
Admin & Finance Officer to Finance Manager
Djirra
Abbotsford, VIC
06.2013 - 02.2017
- Developed and implemented efficient procedures for managing DHHS Flexible Support Packages to assist Aboriginal family violence survivors.
- Delivered front-line administration and finance support, including document management and reporting.
- Maintained accurate records to support operational reporting requirements.
Administration & Finance Officer
Universal Village Pty Ltd
Blackburn, VIC
04.2011 - 06.2013
- Oversaw large customer orders, managing outbound logistics and freight coordination.
- Maintained payroll processes, including BAS, AP/AR, and bank reconciliations.
- Executed month-end reporting to ensure financial accuracy.
- Supported administration and finance functions within commercial warehousing environment.
Education
High School Diploma -
Schiller Schule
Frankfurt On MainSkills
- Executive and director support in multi-site, high-volume environments
- Complex diary, meeting, agenda, and minutes management
- Operations coordination and action tracking across multiple sites
- Reporting support and document preparation
- Stakeholder, supplier, and customer communication
- Travel, fleet, accommodation, and logistics planning
- Record keeping and operational documentation support
- Financial administration support (reconciliations, purchasing)
- Advanced Microsoft 365 and Google Workspace (strong Excel capability)
- Highly computer literate, proficient in leveraging AI tools for efficiency
- Quick learner, able to adapt efficiently to new environments and operational contexts
- Process improvement, organization, and confidentiality
Training
- Leadership through Self-Management
- Women in Leadership - Personal Brand Management
References
References available upon request
Passions
- Sustainability/Climate Change - Tree planting with Landcare within Victoria
- Contributing towards reconciliation
- Volunteering at annual Turramurra Folk Music Festival
- Committed long-term financial supporter of Foodbank Victoria, Médecins Sans Frontières Australia, ChildFund Australia
- Regular blood/plasma donor, Lifeblood Victoria
Languages
English
Full Professional
German
Native/ Bilingual
Hebrew
Professional
Timeline
Executive Assistant
Melbourne High School
10.2023 - Current
Executive Assistant to the Chief Executive Officer
Australian Grand Prix Corporation
01.2022 - 09.2023
Office Manager
Seabrook Kindergarten
07.2021 - 12.2021
Administration Officer (Project Delivery)
New Model Beauty Queen
06.2020 - 08.2020
Executive Assistant to CEO & CFO
SNAICC-National Peak Body For Aboriginal Children
05.2019 - 01.2020
Executive Assistant to Director
Early Childhood Management Services
08.2018 - 05.2019
Admin & Finance Officer to Finance Manager
Djirra
06.2013 - 02.2017
Administration & Finance Officer
Universal Village Pty Ltd
04.2011 - 06.2013
High School Diploma -
Schiller Schule