Smita Sinnya
Sydney
Summary
Diligent Executive Assistant with background in providing comprehensive support to senior executives. Successfully coordinated high-priority projects and streamlined office operations. Demonstrated proficiency in calendar management and travel arrangements.
Overview
18
18
years of professional experience
Work History
Executive Assistant
Commonwealth Ombudsman
Sydney, NSW
09.2024 - Current
- Handled confidential and sensitive information with discretion and tact.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized and coordinated conferences and monthly meetings.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Coordinated events for staff members, promoting team-building activities and boosting morale within workplace.
- Provided responsive and efficient administrative support services to senior executives.
- Managed senior executive diaries, organising and coordinating meetings and functions and booking travel.
- Provided secretariat support to range of committees, including drafting agendas, drafting minutes and coordinating preparation and distribution of agenda papers.
- Liaised effectively and professionally with other senior staff, internal and external stakeholders and clients.
- Coordinated responses to enquiries, including drafting correspondence.
Personal Administrative Assistant
Nine Ent Co
09.2010 - 08.2024
- Provided administrative support to executive staff members, including scheduling meetings and preparing reports
- Created detailed spreadsheets for tracking financial data and managing budgets
- Conducted research on potential vendors to compare prices and quality of goods or services offered
- Tracked project deadlines and communicated changes to stakeholders promptly
- Assisted in the preparation of presentations by collecting relevant data from multiple sources
- Monitored inventory levels of office supplies to minimize costs associated with restocking orders
- Collaborated with colleagues to develop innovative solutions for addressing challenges faced by the organization
- Processed invoices and other financial paperwork in accordance with company policies
- Managed daily calendars, emails, and contact databases for senior staff members
- Developed comprehensive training materials for new employees based on their job roles
- Organized travel arrangements for business trips, including flight tickets, hotel accommodations, car rentals
- Compiled weekly/monthly/quarterly progress reports on projects for internal review
- Maintained organized filing systems for both digital and physical documents
- Provided technical assistance when troubleshooting computer hardware and software issues encountered by users
- Monitor, respond to and distribute incoming communications using high degree of professionalism, judgment and discretion
- Help to prepare documents, presentation, reports, agendas and draft responses, ensuring a high degree of accuracy and professionalism
- Parking management for executives, staff & visitors while maintaining high level of discretion
- All staff email, project management, desk management & moves in the organization
- Regular updating of intranet with changes
- Build & maintain relationships with internal & external stakeholders
- Managing a team of 5 employees including, payroll, rosters, performance reviews for Switchboard Staff
- Induction and training for new staff
- Successfully handled the project of Staff Redundancy
Team Leader - Customer Service
ISS Integrated Services
Sydney, New South Wales
12.2007 - 09.2010
- Implemented best practices in order handling processes which led to a reduction in processing time by 15%
- Supported recruiting and hiring efforts of high caliber, customer-focused team members
- Assisted with the development of training materials for new hires as well as refresher courses for existing employees
- Actively participated in weekly team meetings; facilitated conversations among colleagues regarding challenges faced by the department
- Monitored calls by listening in randomly to provide real-time coaching and reinforce positive behaviors
- Handled escalated calls from customers who had unresolved issues from previous contacts; resolved disputes amicably whenever possible
- Conducted regular appraisals to drive KPIs and improve all areas of performance
- Utilized strong problem-solving skills to quickly identify root causes of customer complaints and develop appropriate solutions
Education
Bachelor In Business Studies - International Business & Finance
Charles Stuart University
Sydney, NSW11.2006
Diploma In Business - International Business Management
Martin College
Canberra, ACT02.2001
High School Certificate -
St Mary's
Skills
- Exposure and understanding of government Industry & large complex organisations
- Highly flexible and resilient; able to easily adapt to organisational changes and learn new skills rapidly and effectively; confident to work autonomously & the ability to handle teams
- Extreme composure in handling demanding situations; demonstrates strong commitment in always completing tasks efficiently and responsibly whilst maintaining keen attention to detail
- Excellent written and oral communication skills, with ability to convey information professionally, concisely and without ambiguity; comfortable in interacting with people from diverse range of backgrounds
- Advance skill in computer operation including effective use of wide range of programs including the Microsoft Office (Word, Excel, and PowerPoint), Google Workspace as well as role-specific applications, like D365, Concur, Intranet changes, SAP, Peoplesoft, web design/modification, concur expense management
Timeline
Executive Assistant
Commonwealth Ombudsman
09.2024 - Current
Personal Administrative Assistant
Nine Ent Co
09.2010 - 08.2024
Team Leader - Customer Service
ISS Integrated Services
12.2007 - 09.2010
Bachelor In Business Studies - International Business & Finance
Charles Stuart University
Diploma In Business - International Business Management
Martin College
High School Certificate -
St Mary's