Summary
Overview
Work History
Education
Skills
Languages
Personal Information
References
Timeline
Generic

Summa Hicks

Tweed Heads,NSW

Summary

Accomplished executive administrator with a proven track record of efficiently managing high-level administrative tasks, specialising in overseeing office operations, coordinating complex schedules, and providing seamless executive support, possessing strong organisational and multitasking abilities that ensure the smooth functioning of executive offices. With exceptional communication and interpersonal skills enable effective interaction with stakeholders at all levels. Demonstrated ability to handle confidential information with discretion while streamlining processes to enhance efficiency and productivity. Commitment to excellence in executive administration contributes to the overall success of organizational objectives.

Bringing a diverse skill set, including event management, financial expertise, and office administration, with a proven ability to orchestrate and execute events ranging from conferences to community gatherings. Skilled in financial management, including budgeting, financial analysis, and maintaining fiscal integrity. Adaptability includes proficiency using multiple software and AI platforms, such as Asana project management software, HubSpot CRM, Copilot, and other tools. Detail-oriented and highly time-efficient, possessing exceptional organizational skills that allow for managing complex tasks with precision and efficiency. Attention to detail ensures that no aspect of a project is overlooked, and the ability to prioritize effectively enables meeting deadlines and delivering results promptly.

Overview

25
25
years of professional experience

Work History

Administration Executive

Connected Farms
02.2024 - Current
  • Managed confidential documents, maintaining a secure filing system to protect sensitive information.
  • Handled incoming calls professionally while directing inquiries appropriately according to departmental responsibilities.
  • Provided hospitality and support to visitors and meeting attendees.
  • Maintained client files and spreadsheets with office management software.
  • Streamlined office processes by implementing efficient administrative systems and procedures.
  • Maintained confidentiality in handling sensitive information, preserving trust among employees and stakeholders.
  • Organized successful company events, promoting employee engagement and fostering a positive work environment.
  • Coordinated facilities management tasks to provide a clean, functional workspace for all team members.
  • Enhanced executive productivity by managing schedules, organizing events, and coordinating travel arrangements.
  • Assisted in the development of company policies and procedures to ensure consistency throughout the organization''s operations.
  • Improved cross-departmental communication through timely dissemination of relevant information to various teams.
  • Managed high-level correspondence effectively prioritizing responses according to urgency levels while maintaining professionalism.
  • Supported Human Resources functions by assisting with recruiting efforts, onboarding new hires, and maintaining personnel records.
  • Managed budgetary responsibilities with accurate financial record-keeping and expense tracking.
  • Tracked office supplies and restocked low items to keep team members on-task and productive.
  • Reconciled account files and produced monthly reports.
  • Assisted in preparation and processing of payroll to facilitate prompt staff payments.
  • Scheduled conference rooms, prepared agendas, and maintained calendars to prepare for meetings and events.

Business Owner/Operator

Coolangatta Florist
01.2018 - 12.2023
  • Managed day-to-day operations and successfully developed and managed the online shop, resulting in significant business growth
  • Supervised and trained a team of 3+ staff, effectively managing rosters and ensuring smooth workflow
  • Orchestrated all purchasing and stock management, optimising turnover to reduce costs and waste
  • Acted as a brand ambassador, promoting the organisation's commitment to exceptional customer service to both internal and external stakeholders
  • Managed customer service records, including service requests, complaints, and compliments, ensuring accurate and up-to-date information
  • Business bookkeeping, accounts payable and receivables, inventory, asset management, insurance, payroll, tax requirements, and compliance with policies and legislation
  • Formulated and executed business plans, adhering to financial obligations and identifying business opportunities
  • Successfully managed business diversity during the pandemic, achieving a 38% year-on-year growth in sales and profit margin.
  • Established and maintained community connections, managed social media content, and devised marketing strategies throughout the year.
  • Coordinated with suppliers, vendors, and contractors to secure resources and services for events, negotiating contracts and managing vendor relationships
  • Conducted pre-event and post-event evaluations, gathering feedback from participants and stakeholders to improve event quality continually
  • Collaborated with internal teams and external partners to ensure seamless event coordination, from initial planning to post-event wrap-up.
  • Oversaw end-to-end business processes to maintain proficiency and profitability.
  • Improved customer satisfaction rates by prioritizing client needs and addressing concerns promptly.

Community Engagement Officer

headspace Lismore
12.2016 - 12.2018
  • Collaborated with colleagues to promote headspace and develop, implement, and evaluate community engagement, education, and awareness initiatives
  • Developed and maintained strong partnerships with external agencies, contributing to community capacity-building strategies and education sessions
  • Utilised data and insights to make informed decisions about differentiated support needs for service and delivery improvements
  • Established relationships, networks, and partnerships with allied organisations, community groups, and educational institutions to promote headspace and progress engagement activities
  • Coordinated headspace events and the organisation’s participation, including promotional days, education sessions, and information sessions
  • Facilitate the Youth Advisory Group meetings and training modules developed by headspace National
  • Handled event-related documentation and reporting, including permits, insurance, and compliance with safety regulations
  • Worked closely with community members to identify their needs and interests, ensuring that events were relevant and impactful
  • Developed and executed marketing and outreach strategies to promote community development events, using various channels to reach a wide audience
  • Maintained comprehensive records and documentation of community development events, facilitating accurate reporting and future planning
  • Utilised strong public speaking skills, including clear articulation, dynamic delivery, and audience interaction, to captivate and inform event attendees.
  • Conducted analysis of community needs and resources to support strategic plans.
  • Assisted with business communications via email, social media and mailings.
  • Delivered high-level administrative support to board during regular operations and special meetings.
  • Established performance metrics to track the success of community engagement efforts over time.

Executive Administrative Assistant

Headspace Tweed Heads
03.2015 - 12.2016
  • Managed daily office operations, including answering phones, scheduling appointments, and handling inquiries from clients and visitors
  • Supported the overall cleanliness and professional presentation of the reception area to create a positive first impression for patients and visitors
  • Acted as a liaison between patients and healthcare professionals, ensuring seamless communication and assistance
  • Maintained confidential client files and assisted clinicians and psychologists with IT and administration duties
  • Assist Clinicians, Psychologists, GPs and Councillors with all IT and administration duties
  • Liaise with other community services face to face and over the phone
  • Extensive experience in providing the highest quality customer service
  • Adept at handling customer inquiries and resolving issues effectively
  • Value teamwork and encourage a collaborative work environment
  • Maintained electronic health records (EHR) and patient databases, ensuring accurate and up-to-date information
  • Coordinated and scheduled meetings, conferences, and appointments for management and staff, optimising time management
  • Provided vital administrative support to the management team, handling tasks such as travel arrangements and data analysis
  • Collaborated with cross-functional teams to improve office efficiency and workflow processes
  • Conducted research, compiled data, and prepared reports to support decision-making processes
  • Assisted with the preparation and dissemination of internal and external communications, such as memos, emails, and reports.
  • Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
  • Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
  • Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
  • Reviewed incoming communications for urgency or importance; prioritized correspondence accordingly for executive review or action.
  • Scheduled appointments promptly, ensuring optimal use of executive time while minimizing conflicts or cancellations.
  • Organized and updated schedules for executives.
  • Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.

Executive Assistant to the Chief Executive Officer

Total Supply Solutions (XO2)
08.2012 - 03.2015
  • Manage and maintain accurate financial records for multiple clients, ensuring compliance with relevant accounting standards
  • Handle full-cycle bookkeeping duties, including accounts payable/receivable, bank reconciliations, payroll processing, and month-end closing
  • Utilise software such as QuickBooks, Xero, and Excel to record financial transactions, generate financial statements, and analyse financial data for reporting purposes
  • Collaborate with clients to streamline their financial processes, providing valuable insights and recommendations for financial improvements
  • Implement efficient filing systems for financial documents, enabling easy retrieval and audit readiness
  • Oversaw the daily financial operations, including general ledger entries, invoicing, and cash flow management
  • Conducted regular financial analysis, identifying discrepancies and ensuring financial accuracy
  • Prepared and filed tax documents, ensuring compliance with tax laws and regulations
  • Managed payroll processing and reconciled employee benefits, resolving any discrepancies
  • Assisted in the preparation of financial reports and presentations for management
  • Conducted in-depth financial research and data analysis to support investment decisions, risk assessments, and cost reduction strategies
  • Collaborated with cross-functional teams to support budgeting, cost control, and financial decision-making.
  • Coordinated travel arrangements by booking airfare, hotel, and ground transportation.
  • Anticipated potential challenges in daily operations and devised appropriate solutions to maintain uninterrupted workflow in the executive office.
  • Organized and coordinated conferences and monthly meetings.
  • Created expense reports, budgets, and filing systems for management team.
  • Updated spreadsheets and created presentations to support executives and boost team productivity.
  • Collaborated cross-functionally diverse departments within organization achieve common goals streamline workflow initiatives.
  • Streamlined office processes by implementing efficient administrative systems and procedures.

Office Administrator and Bookkeeper

Border Sheetmetal
04.2006 - 01.2015
  • Interacted with customers by phone, email, or in-person to provide information.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
  • Demonstrated exceptional multitasking abilities while juggling diverse responsibilities, including reception duties and ad-hoc administrative tasks.
  • Reconciled account files and produced monthly reports.

Personal Assistant to the Owner

Projects 1 Group
07.2008 - 03.2009
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Maintained an organized workspace for the owner which facilitated easy access to important documents when needed.
  • Maintained appropriate filing of personal and professional documentation.
  • Reduced administrative workload for the owner through proficient handling of routine tasks, allowing them to focus on higher-level responsibilities.
  • Oversaw personal and professional calendars and coordinated appointments for future events.
  • Kept detailed track of household and maintenance inventory and schedules.
  • Facilitated smooth business transactions through diligent management of invoices, expense reports, and budget tracking.
  • Supported seamless decision-making processes by conducting research and preparing comprehensive reports for the owner''s review.
  • Sourced and ordered office equipment and supplies.

Florist

Blossoms of Tweed
08.2006 - 09.2007
  • Managed daily opening and closing of florist shop to prepare for incoming customers and balance payments.
  • Prepared potted plants and bouquets based on customer requirements.
  • Transported and set up floral arrangements for large-scale functions, comprising weddings, funerals, and banquets.
  • Maintained fresh inventory through proper rotation, storage, and display methods.
  • Worked with customers to determine type of arrangement desired, occasion, and date, time and location for each arrangement needed.

Community Home-care Assistant

Queensland Health
11.2005 - 05.2006
  • Assisted patients with dressing, grooming and feeding needs, helping to overcome, and adapt to mobility restrictions.
  • Provided patients with assistance in completing daily tasks, reducing daily burden on family members.
  • Planned, prepared, and served meals and snacks according to prescribed diets.
  • Encouraged patients to participate in safe physical activity to help boost mood and improve overall wellness.
  • Documented residents' mental status, sleep, and eating patterns in medical record books.

Florist

Gold Coast Floral Centre
04.1999 - 04.2006

Education

Bachelor of Social Services -

University of New England
06.2023

No Degree - Education

First Choice Training
01.2017

Courses for Success
01.2015

Kingscliff TAFE
01.2015

Kingscliff TAFE
01.2015

North Coast TAFE
01.2005

Hunter Institute of Tech
01.1997

Skills

  • Proficient in Microsoft Office Suite, including:
  • Microsoft Word: Creating and formatting documents, reports, and letters
  • Microsoft Excel: Data analysis, spreadsheet management, and financial modelling
  • Microsoft PowerPoint: Designing and delivering effective presentations
  • Microsoft Outlook: Managing emails, calendars, and appointments
  • Microsoft Access: Database creation and management
  • Strong proficiency in using Microsoft Office tools for data analysis, reporting, and documentation
  • Advanced skills in Microsoft Excel, including functions, pivot tables, and data visualization
  • Competent in using Microsoft Word for document formatting, editing, and report creation
  • Proficient in Microsoft PowerPoint for creating engaging and visually appealing presentations
  • Experience in Microsoft Outlook for email communication and calendar management
  • Familiarity with Microsoft Access for database organisation and data retrieval
  • Advanced proficiency in financial software: QuickBooks, Xero, MYOB, Excel
  • Adaptability includes proficiency in using multiple software and AI platforms, such as Asana project management software, HubSpot CRM, CoPilot, ChatGPT, Netus, and other tools
  • General ledger maintenance
  • Accounts payable and receivable management
  • Bank reconciliation
  • Payroll processing and tax preparation
  • Financial analysis and reporting
  • Strong organisational and time management skills
  • Excellent communication and interpersonal abilities
  • Attention to detail and accuracy
  • Anti-virus software
  • Motivate and engage colleagues and staff
  • Efficient time management
  • Excellent communication and people skills with the ability to be caring and compassionate
  • Negotiation skills
  • Work well under pressure and with high standards
  • Problem solver, critical thinker
  • Scheduling appointments
  • Organizational Management
  • Payroll Processing
  • Office Management
  • Report Preparation
  • Expense Tracking
  • Travel Arrangements
  • Appointment Scheduling

Languages

English

Personal Information

Date of Birth: 06/08/77

References

  • Lana Jankowiak, 0405 033 275, Manager, School Counselling Services, NT Education Department
  • Teri King, 02 66 269 110 or 0434 714 920, Senior Manager, Student Care & Support, Southern Cross University
  • Lisa Hampson, 0408 702 264, Former headspace Regional Office Manager

Timeline

Administration Executive

Connected Farms
02.2024 - Current

Business Owner/Operator

Coolangatta Florist
01.2018 - 12.2023

Community Engagement Officer

headspace Lismore
12.2016 - 12.2018

Executive Administrative Assistant

Headspace Tweed Heads
03.2015 - 12.2016

Executive Assistant to the Chief Executive Officer

Total Supply Solutions (XO2)
08.2012 - 03.2015

Personal Assistant to the Owner

Projects 1 Group
07.2008 - 03.2009

Florist

Blossoms of Tweed
08.2006 - 09.2007

Office Administrator and Bookkeeper

Border Sheetmetal
04.2006 - 01.2015

Community Home-care Assistant

Queensland Health
11.2005 - 05.2006

Florist

Gold Coast Floral Centre
04.1999 - 04.2006

Bachelor of Social Services -

University of New England

No Degree - Education

First Choice Training

Courses for Success

Kingscliff TAFE

Kingscliff TAFE

North Coast TAFE

Hunter Institute of Tech

Similar Profiles

CREATE PROFILE
Summa Hicks