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, New South Wales
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