Sophia Hood

Full-Time & Contracting

Executive Assistant / Operations Coordinator Responsibilities:

Executive Support & Time Management

• Answered high volume of phone calls and email inquiries.
• Managed busy Directors’ calendar, meetings, and daily schedules for business and executive needs.
• Conducted note-taking
• Reviewed, prepared, and signed documents on behalf of the Director when authorised.
• Ensured availability of daily essentials for Directors’ productivity (e.g. water, meals, coffee).

Communication & Correspondence

• Monitored and managed high-volume email inboxes, drafted professional responses, and followed up on key communications.
• Conducted internal and external reference checks for candidates and stakeholders.
• Liaised with clients, contractors, vendors, and business contacts on behalf of the Director when requested.

Document & Data Management

• Created and managed business documents and contracts, ensuring accurate filing across both physical and electronic
• Maintained and updated company databases and CRM, improving accuracy and usability.
• Oversaw password, account, and device access management to ensure data security.

Event & Project Coordination

• Organised business events, conferences and client meetings including logistics, RSVPs, and catering.
• Assisted in marketing by reviewing and approving co lateral, liaising with third parties, and editing designs.
• Managed CRM configuration, clean-up, and data audits to support operational projects.

Recruitment & HR Support

• Sourced candidates, conducted interviews, and performed reference checks for internal recruitment.
• Utilised platforms like LinkedIn Recruiter, Seek, Lusha, and Signal Hire for talent sourcing.

Business Operations & Administration

• Handled invoice tracking, expense reconciliation, and financial documentation via tools like Dext.
• Managed business registrations, licensing renewals, and operational compliance tasks.
• Conducted quality control checks and research to support business development.
• Oversaw client gifting (selection, purchase, and delivery

Additional Skills & Projects: Business Analysis • Process Improvement • Operational Efficiency

Personal Assistant Responsibilities:

Lifestyle & Personal Management

• Coordinate personal appointments, errands, and daily schedules
• Plan and prepare daily meals, smoothies, coffee, and vitamins
• Ensure essentials are always available (e.g. water, black coffee, backup phone battery)
• Manage car registration, servicing, and maintenance
• Organise dry cleaning, ironing, and clothing care
• Maintain personal records and handle invoice payments (e.g. utilities, contractors)
• Support lifestyle logistics (e.g. gym, personal errands, morning/evening debriefs)

Home & Property Management

• Coordinate third-party contractors (landscapers, electricians, cleaners, etc.)
• Manage property maintenance, licensing, and compliance
• Track home & property expenses and important information
• Schedule and track services required for home and business premises

Executive & Business Support

• Manage executive calendar (personal & business), diary, and reminders
• Draft and send professional emails on behalf of the executive
• Prepare, sign, and file documents (including authority to sign on behalf)
• Maintain executive’s workspace (clean desks, devices, glasses, etc.)
• Ensure accuracy and organisation of digital/physical documents
• Support marketing tasks

Communication & Coordination

• Liaise with lawyers, bookkeepers, and external stakeholders
• Manage travel arrangements and itineraries
• Flag action items
• Ensure seamless communication across internal teams and vendor

Customer Service Department:

• Helped large volume of customers every day with positive attitude and focus on customer satisfaction (phone, email, and live chat (Gorgias, Shopify).
• Responded to customer needs through competent customer service and prompt problem-solving.
• Supervised employees and assessed performances to determine training needs
• Collaborated with upper management to improve customer service processes and support structures company-wide.
• Kept accurate records to document customer service actions and discussions.
• Assisted with pricing questions, inventory availability and changes to existing order and shipping information.
• Took ownership of customer issues and followed problems through to resolution.
• Kept high average of performance evaluations.
• Implemented project management techniques to overcome obstacles and increase team productivity.
• Improved office operations by automating client correspondence, record tracking and data communications.
• Developed procedures to streamline workflows and enhance team performance.
• Coordinated with domestic and international couriers to track shipments and recover lost parcels, ensuring timely resolution of delivery issues (Starshipit, Auspost Business, Fedex, DHL)
• Prepared and delivered detailed reports on customer experience and sales performance on a daily, weekly, and quarterly basis.
• Assisted on photoshoot

Warehouse Department:

• Assisted with dispatch, picking, and packing of online orders.
• Managed low stock counts and high-volume inventory (inbound/outbound).
• Monitored KPIs and conducted regular quality control checks.
• Maintained cleanliness and organization within the warehouse.
• Processed customer returns with quality control on re-entered garments.
• Assisted with receiving and sending shipments, coordinating with couriers

Provided front-of-house reception and guest services at a popular rainforest resort and adventure park offering accommodation, activities, wedding venue and on-site dining.

• Greeted guests at front desk and engaged in pleasant conversations while managing check-in process.
• Developed and maintained positive relationships with guests for satisfaction.
• Kept reception area clean and neat to give visitors positive first impression.
• Used quick response and dynamic service skills to build relationships with patrons and improve customer retention rate.
• Answered incoming calls, directing clients to individuals addressing specific needs.
• Liaised with housekeeping staff to verify service and maintenance of hotel standards.
• Worked flexible hours across night, weekend, and holiday shifts.
• Organized and detail-oriented with a strong work ethic.
• Assisted with day-to-day operations, working efficiently and productively with all team members.
• Self-motivated, with a strong sense of personal responsibility.
• Exercised leadership capabilities by successfully motivating and inspiring others.
• Proven ability to develop and implement creative solutions to complex problems.
• Managed client bookings and profiles using RMS CRM.
• Managed and directed inbound calls for a multi-functioning venue.
• Handled objections and complaints in a calm and professional manner.
• Answered a high volume of phone calls and email inquiries, in a fast paced environment
• Completed banking and end-of-day procedures.
• Shared knowledge of the local area with guests.

• Clinical and telehealth consultations
• Assessed clients' nutritional and health statuses to prescribe appropriate eating and basic exercise advice.
• Completed detailed nutritional assessments and analysis of each client based on health history, conditions, and energy requirements.
• Educated clients about long-term health benefits of balanced diets and exercise.
• Documented clinical findings and entered health data for processing and recordkeeping
• Planned nutritious meal options for individuals with various health needs and concerns.
• Monitored client progress and documented nutritional information in client charts and records.
• Developed nutrient-dense recipes and flexible meal templates to meet nutritional needs.
• Referred patients to appropriate outpatient settings for additional education and support.
• Mindset and mindfulness coaching
• Manage client onboarding, case taking and on-going reporting
• Marketing and business development
• Built business website and sales funnels
• Liaising with affiliated businesses
• Product development (health programs, online courses, recipes and meal plans)

• Offered hands-on assistance to customers, assessing needs, and maintaining current knowledge of consumer preferences.
• Exceeded sales goals and accomplished business objectives by inspiring staff and promoting target products.
• Oversaw employee performance, corrected problems, and increased efficiency to maintain productivity targets.
• Completed routine store inventories.
• Coached employees and trained on methods for handling various aspects of sales, complicated issues, and difficult customers.
• Optimised store displays and appearance via strategic merchandising.
• Managed inventory control, cash control, and store opening and closing procedures.
• Managed store employees successfully in fast-paced environment through proactive communication and positive feedback.
• Set effective store schedules based on forecasted customer levels, individual employee knowledge, and service requirements.
• Maximized sales and minimized shrinkage through excellent customer service and adherence to standard practices.
• Assisted with hiring, training and mentoring new staff members.
• Coached sales associates in product specifications, sales incentives, and selling techniques, significantly increasing customer satisfaction ratings.

• Coached sales associates in product specifications, sales incentives, and selling techniques, significantly increasing customer satisfaction ratings.
• Verified inventory counts remained within monthly tolerance levels and compiled financial data in compliance with budget.
• Walked through store areas to identify and proactively resolve issues negatively impacting operations.
• Delivered exceptional customer service by greeting customers, assisting with product selection, and processing purchases.
• Acted as in-store sales leader, driving team performance to meet and exceed sales and KPI targets
• Trained and supported team members in sales techniques, customer service standards, and merchandising best practices
• Maintained a clean, well-organised, and visually appealing store through effective stock replenishment and visual merchandising execution
• Assessed and processed faulty items in line with company policies to ensure customer satisfaction
• Managed daily banking, cash handling, and reconciliation tasks with accuracy and accountability
• Created staff rosters to ensure optimal floor coverage and operational efficiency
• Built strong rapport with customers to enhance loyalty, increase repeat business, and create a welcoming store environment
• Prioritised customer experience by providing personalised service, handling special orders, and recommending complementary products
• Supported inbound and outbound stock deliveries, ensuring timely processing and correct placement on the shop floor
• Led by example on the shop floor, providing coaching and real-time feedback to team members
• Used in-store systems to track inventory, resolve stock issues, and maintain accurate product availability

• Greeted customers and helped with product questions, selections, and purchases.
• Maintained high levels of organisation in store by directing customers and replenishing merchandise.
• Developed strong rapport with customers and created positive impression of business.
• Upheld company customer service standards to provide customers with outstanding service and friendly environment.
• Engaged in friendly conversation with customer to better uncover individual needs.
• Acted as in-store sales leader and maintained strong presence on floor to build relationships with customers, support and develop team and increase revenue.
• Maintained exceptionally clean, customer-friendly and well-run shop floor.
• Trained employees in suggested selling and merchandising techniques to meet sales KPI's.
• Stocked merchandise, clearly labelling items, and arranging according to size or colour.
• Built customer loyalty and retention by delivering excellent shopping experiences.
• Performed cash and card transactions to complete customer purchases.
• Used in-store system to locate inventory and place special orders for customers.
• Recommended complementary purchases to customers, increasing revenue.
• Prioritised helping customers over completing other routine tasks in store.
• Visual merchandising