Priscilla Zahra
Executive Assistant (C-Suite)
Melbourne
Summary
Highly self-motivated, organised and methodical in approach. Possesses a calm demeanour, with the ability to gracefully deal with the unexpected.
A strong reputation for being hardworking, reliable, trustworthy and consistent. 10 years combined experience as an Executive Assistant across Technology, Property & Retail industries, supporting Executives and Senior Leadership teams to perform at their best.
Overview
12
12
years of professional experience
3
3
years of post-secondary education
Work History
Executive Assistant to the Chief Executive Officer
99designs / Vista
04.2021 - Current
- Navigated an acquisition and merger into parent company.
- Managed complex calendar scheduling globally, across multiple timezones including managing the bi-annual timezone changes and agreeing on new meeting rhythms across large teams.
- Managed the planning & coordination of various quarterly and annual offsites. These have been both in-person and virtual.
- Managed global airfare, visa applications, hotel, restaurant and ground transportation for executives and senior leaders on a quarterly basis.
- Responsible for the minute-taking to all meetings I attend, as well as communicating actions and following them up.
- Responsible for quarterly company-wide "All In" meetings. It's schedule, talk track, presentation and screen share.
- Enhanced productivity with meticulous organisation of documents and files for easy access and retrieval.
- Supported decision-making processes by compiling research data and presenting findings to the CEO.
- Improved team collaboration by acting as a liaison between the CEO, executive team, and team members.
- Anticipated potential challenges in daily operations and devised appropriate solutions to maintain uninterrupted workflow in the executive office.
- Boosted morale with event planning and coordination of company-wide functions, celebrations, and gatherings.
- Contributed to strategic planning by providing administrative support during Board of Directors meetings.
- Maintained confidentiality by handling sensitive information with discretion and professionalism.
Executive Assistant & Office Manager
Up Property Pty Ltd
12.2016 - 4 2021
- Navigated with the Managing Director to roll out strategic initiatives based on the 'Scaling Up' and 'Traction' EOS methods and developed strategies to free up the Managing Director & Heads of Departments through calendar management, monthly projection and developing daily routines.
- Implemented the business's filing system, from researching and selecting the software, setting up architecture between two organisations and creating levels of access. Files can now be accessed quickly and maintaining the system is very simple.
- Initiated the use of project management software to become the integral source for the business's entire register of information. This includes, the key dates register, loan tracker, insurance register, lease tracker, arrears tracker and all other key information relating to the 30+ properties managed.
- Became the main contact for legal and financial matters and learnt to track and action the key information from contracts of sale, financial agreements and lease agreements.
- Learnt to develop and issue corporate structures, investor reports and lease snapshots to the relevant parties and maintain them quarterly.
- Generated all employment contracts and developed the business's onboarding process.
- Event planner for quarterly team-building events, philanthropy partnerships and frequent site tours for stakeholders and consultants.
Executive Assistant to Managing Director
Van Laack
06.2015 - 11.2016
- Ensured the Managing Director was across key information required to work efficiently, in a time of immense change occurring in the business.
- Developed a traffic light system so that I was able to identify levels of priority for tasks to be completed, in an environment where time was of the absolute essence.
- Developed a routine to ensure the Managing Director could plan strategies with Regional Managers, in line with seasonal events in the calendar month.
- Collaborated with the Managing Director to develop and implement new training and development programs and compliance processes for the national network of 40 stores.
Store Manager & Area Manager
Hugo Boss
01.2013 - 05.2015
- Passionately led a team of 20+ to strive for client experience and product knowledge excellence.
- Ensured the business's world-class training model was delivered to the team, individuals coached, and performance heavily tracked through various key performance indicators.
- Frequently met targets and regularly exceeded targets, through the diligent use of client relationship management software and store-specific initiatives.
- Managed the recruitment process and aligned new starters to key team members, to ensure their onboarding was as effective as possible.
- Managed various stores around Australia to step in when they were between managers.
- Developed store-specific initiatives to promote client satisfaction from basic language training to demographic specific product mix.
Education
Associate Degree - Business Management & Economics
Swinburne University of Technology
01.2007 - 01.2010
Skills
- Google suite
- Microsoft suite
- Dropbox
- Mac
- PC
- Slack
- DocuSign
- Google Meet
- Zoom
- Confluence
- Miro
- Mondaycom
- Concur
- Zycus
- Blueprint/Success Factors
- Bamboo HR
Additional Information
Psychological safety, Communication, Managing team performance, Emotional intelligence, Organisational culture, Time management, Leadership & change management, The future of work and Project management. Currently I'm completing: DEI Foundations
Core Skills
- Document & presentation preparation
- Minute-taking and follow-up
- Project management
- Conflict management
- Business administration
- Global timezone scheduling management
- Strategic planning
- Office administration
Outside of work I love...
- To cook and bake for my family
- Going for bushwalks with the kids
- Driving is a real love and outlet of mine
- Dance parties with the kids before wind-down
- Starting the day with some kind of movement
Timeline
Executive Assistant to the Chief Executive Officer
99designs / Vista
04.2021 - Current
Executive Assistant & Office Manager
Up Property Pty Ltd
12.2016 - 4 2021
Executive Assistant to Managing Director
Van Laack
06.2015 - 11.2016
Store Manager & Area Manager
Hugo Boss
01.2013 - 05.2015
Associate Degree - Business Management & Economics
Swinburne University of Technology
01.2007 - 01.2010
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