Sharon Micinthe
Altona,VIC
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
24
24
years of professional experience
Work History
Health, Safety, and Environmental Officer
Holcim
Laverton, VIC
01.2022 - Current
- Communicated safety and environmental training material to employees.
- Enhanced workplace safety by conducting regular audits for 2 sites and implementing corrective actions.
- Developed effective relationships with regulators to ensure prompt resolution of any compliance issues or concerns raised during inspections.
- Promoted a positive safety culture through employee engagement initiatives such as recognition programs and reward systems.
- Played an instrumental role in achieving ISO 14001 certification by coordinating efforts across all departments within the organization.
- Completed safety inspections and accident investigations.
- Reduced accident rates by developing and enforcing comprehensive safety policies and procedures.
- Conducted and documented daily safety and health inspections recommending corrective actions when needed.
- Managed incident investigations to identify root causes and prevent future occurrences.
- Provided new-employee health and safety orientations and developed materials for presentations.
- Partnered closely with external consultants to conduct third-party audits which led to the identification and resolution of critical gaps in our environmental management system.
- Streamlined communication channels between departments to facilitate efficient sharing of health, safety, and environmental information.
- Maintained detailed records of inspections, accidents, incidents, near misses, injuries, and illnesses for accurate reporting and trend analysis.
- Prepared comprehensive reports for senior leadership highlighting key health, safety, and environmental performance indicators on a quarterly basis.
- Provided ongoing training for employees on health, safety, and environmental regulations, ensuring a well-informed workforce.
- Organized successful campaigns promoting sustainability practices among staff members leading to increased awareness about their individual responsibilities towards the environment.
Executive Assistant to the IT Director
Future Fund
CBD, VIC
05.2021 - 12.2022
- Monitor and action the IT Director's incoming emails
- Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
- Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
- Fostered positive work environment, organizing team-building activities and events.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- 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.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Answered high volume of phone calls and email inquiries.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Improved office efficiency by implementing new filing systems and document management processes.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Facilitated onboarding of new employees, ensuring smooth transition into company culture and workflow.
- Improved document management and accessibility with creation of centralized digital repository.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Facilitated training and onboarding for incoming office staff.
- Used advanced software to prepare documents, reports, and presentations.
- Updated spreadsheets and databases to track, analyze, and report on performance and contractor data.
- Co-ordinate TLT workshops and meetings
- Assisted EAs within other departments when required
- Coordinated the renovation of new office space.
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
- Streamlined office operations, leading to more organized environment by implementing digital filing systems.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
Executive Assistant to 3 Directors
Melbourne Exhibition and Convention Centre
CBD, VIC
02.2020 - 04.2021
- Acted as the point of contact among executives, employees, clients, and other external partners
- Managed information flow in a timely and accurate manner
- Format information for internal and external communications emails, presentations, and reports
- Managed 3 executives' calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Handled confidential and sensitive information with discretion and tact.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Chair and prepare agenda for Finance Monthly Team meetings, prepare notes for CFO for topics to discuss in meetings
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Collate and prepare PowerPoint presentations & Board papers.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Process requisitions and sign off on purchase orders for Customer Invoices and Utility Invoices in the Ungerboeck system
- Liaise with the Senior Leadership Team and EAs across all departments to coordinate meetings with other Department Heads and Budget Review Meetings
- Co-ordinate Workshops with Events Teams (SharePoint) Process License Agreements for Customer Events
- Liaise with Security Staff regarding access cards for new team members.
EXECUTIVE ASSISTANT TO CHIEF CUSTOMER OFFICER/ CHIEF PEOPLE OFFICER
Opteon Solutions
Docklands, VIC
01.2016 - 02.2020
- Providing high-level support for a broad range of business initiatives
- Set travel arrangements and gather documents for management and executive staff meetings and trips
- Maintained office schedules and special event calendars for the senior leadership team, factoring in availability and expected operational demands to keep workloads in balance
- Managed three executives' calendars and prepared meeting agendas and materials
- Prepared and updated office records, spreadsheets, and presentations to support executive needs and enhance office efficiency
- Scheduled conferences and associated travel arrangements, including hotel, airfare, and ground transportation
- Developed sound relationships with key internal and external stakeholders
- Supervised executive and management calendars while allocating tasks to the administrative support team for smooth operational flow
- Planned and executed corporate meetings, lunches, and special events for groups of 10+ employees
- Assisted the Company Secretary with management and filing of leasing contracts
- Assisted the Company Secretary with the preparation of solvency statements and preparation of ASIC Annual company Statements ensuring payments were made promptly
- Collaborated with other team members, special projects, and events.
EXECUTIVE ASSISTANT
Toll Group
Port Melbourne, VIC
02.2010 - 01.2016
- Promoted productivity by coordinating schedules, meetings, and correspondence
- Cultivated a positive environment for executives by developing strong relationships with internal and external stakeholders
- Approving and raising purchase orders through the SAP system
- Designed PowerPoint presentations for monthly divisional meetings with top-level executives
- Reviewed operating practices and procedures to improve workflow and reporting
- Collaborating with EA network within the IT Department
- Supported clerical needs of the Leadership Teams including taking messages, drafting PowerPoint slides, scanning documents and routing business correspondence
- Coordinated and directed personnel issues and housekeeping to support executives
- Attended meetings to record and distribute minutes
- Organised and scheduled meetings with global executives using video teleconference
- Approved travel expenses and reimbursement requests from managers and other administrative support professionals.
EXECUTIVE ASSISTANT
Cato Brand Partners
Fitzroy, VIC
02.2001 - 01.2010
- Set up company-wide administrative policies and procedures
- Prioritized and distributed incoming memos, submissions, and reports
- Promoted productivity by coordinating schedules, meetings, and correspondence
- Balanced departmental finances by processing accounts payable and receivables
- Booked executive accommodation and travel before scheduled conferences
- Processed invoices, payroll, and payments in line with bookkeeping processes
- Completed ad-hoc projects for executives to support personal events or family needs
- Served as lead to facilitate office administration functions
- Arranged travel, visas, agendas, necessary contacts, and country information for executive travel
- Coordinated scheduling for internal and external meetings, travel plans, conference calls and day-to-day executive obligations
- Handled routine responses to telephone and email inquiries on behalf of executives
- Restocked office and kitchen supplies independently to maximise team productivity.
Skills
- Training Coordination
- Written Communication
- Problem-Solving
- Time Management
- Attention to Detail
- Multitasking
- Problem-solving abilities
- Reliability
- Excellent Communication
- Critical Thinking
- Organizational Skills
- Decision-Making
- Relationship Building
- Team building
- Self Motivation
Work Preference
Work Type
Full TimeContract WorkLocation Preference
On-SiteRemoteHybridImportant To Me
Career advancementWork-life balanceCompany CulturePersonal development programsTeam Building / Company RetreatsWork from home optionQuote
There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins
Timeline
Health, Safety, and Environmental Officer
Holcim
01.2022 - Current
Executive Assistant to the IT Director
Future Fund
05.2021 - 12.2022
Executive Assistant to 3 Directors
Melbourne Exhibition and Convention Centre
02.2020 - 04.2021
EXECUTIVE ASSISTANT TO CHIEF CUSTOMER OFFICER/ CHIEF PEOPLE OFFICER
Opteon Solutions
01.2016 - 02.2020
EXECUTIVE ASSISTANT
Toll Group
02.2010 - 01.2016
EXECUTIVE ASSISTANT
Cato Brand Partners
02.2001 - 01.2010