Summary
Overview
Work History
Skills
Work Preference
Quote
Timeline
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Sharon Micinthe

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
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
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
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
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
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
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 Work

Location Preference

On-SiteRemoteHybrid

Important To Me

Career advancementWork-life balanceCompany CulturePersonal development programsTeam Building / Company RetreatsWork from home option

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

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

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Sharon Micinthe