SYLVIA ORSINI

TEMP CONTRACT

• Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
• Prepared comprehensive meeting agendas with meticulous detail.
• Organized travel arrangements and itineraries for executives across multiple locations.
• Assisted in the preparation of reports and presentations for board meetings.
• Maintained confidential files and handled sensitive information with discretion.
• Communicated effectively with internal teams and external partners to facilitate operations.
• Streamlined office procedures to enhance workflow efficiency and support daily tasks.
• Monitored incoming emails and responded accordingly in a timely manner.
• Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
• Assisted in organizing conferences, seminars and other events as directed by the executives.
• Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
• Ensured that all relevant paperwork was completed accurately prior to submission for approval.
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• Oversaw inventory management and supply ordering processes.
• Maintained office equipment and ensured proper functioning at all times.
• Tracked invoices and payments to ensure accuracy of accounts receivable and payable information.
• Managed front desk operations including greeting visitors, answering questions or directing them to appropriate personnel.
• Performed general bookkeeping duties such as reconciling bank statements and creating journal entries.
• Provided training to new hires on office policies and procedures.
• Organized company events including holiday parties, team building activities.

MATERNITY REPLACEMENT TEMP

• PA support to the General Manager – 1:1 business partnering.
• Assisting in Project documentation and maintaining accurate records.
• Busy calendar management and scheduling of appointments.
• Assisting with special projects as needed by researching topics, organizing data, summarizing findings.
• Scanning documents into electronic format for storage in a secure database system.
• Owning and managing an ever-changing calendar, flagging conflicts and adjusting priorities in real time.
• Coordinating extensive domestic and international travel – flights, accommodation, transfers, itineraries and visa arrangements.
• Acting as the first point of contact for internal and external stakeholders, including handling correspondence, emails and calls.
• Gatekeeping, triaging communications and filtering distractions. Using sound judgment when handling big personalities with discretion and diplomacy.
• Reconciliation of the monthly expenses in Concur.
• Working at pace either remotely and in the office with agility and unflappable poise.
• Building trusted relationships across the business and acting as the conduit between the GM and the wider team.
• Anticipating the GM’s needs before they arise to facilitate his busy schedule.
• Drafting and reviewing high level correspondence with proofreading to ensure a high standard of presentation and clarity.
• Overseeing and planning the GM’s events, meetings, workshops, external summits, tickets, lunches and dinners.
• Coordinating weekly office orders.
• Always upholding strict confidentiality and professionalism.
• Representing the GM in selected meetings and ensuring timely follow up actions are met.

ROLE REDUNDANT

• Providing Senior Executive Assistance to the CEO and Site Leadership Team. At times working between 2 factories.
• Controlling & categorizing the CEO’s emails, calls and correspondence and strategically planning his priorities.
• Managing the CEO’s calendar, appointments, meetings in outlook and JARVIS (CRM System).
• On behalf of the CEO, I would solely Manage and plan all site measures and quote preparations related to installations.
• On behalf of the CEO, I solely Managed classified customer photos, information and company documents in OneDrive
• Gate keeping all company phone calls and enquiries about business operations, policies and order ETA’s
• Manage Supply Only orders, invoicing and entering the job sheet in Jarvis (CRM System)
• Prepare/elaborate supply only quotes and invoices in Xero Customer Service and interactions.
• Proficiently using Microsoft Office Suite, Xero and JARVIS (CRM System) and applying excellent phone manner and organizational skills.
• Maintained filing systems and ensured document management compliance standards.
• Assisted in project coordination by tracking deadlines and deliverables for teams.
• Trained junior administrative staff on office processes and best practices.
• Managed multiple projects simultaneously while ensuring deadlines were met without compromising quality standards.
• Managed executive schedules and coordinated meetings for senior leadership.

MATERNITY REPLACEMENT TEMP

• Provided comprehensive administrative assistance to the CEO and C-Suite senior management team.
• Managed an ever-changing calendar with precision and coordination.
• Managed intricate meeting scheduling and prepared communications on behalf of the CEO.
• Coordinated business events, board meetings, expo's and gala's.
• Upheld confidentiality regarding sensitive information and documentation.
• Facilitated the collation and distribution of meeting materials.
• Supervised executive expense management, ensuring precision and accuracy.
• Proficiently utilized Microsoft Office Suite and concur.
• Exhibited independence and reliability in executing responsibilities.
• Organized travel arrangements and itineraries for domestic and international trips.
• Facilitated communication between departments to enhance collaboration on projects.
• Assisted in the development of office policies and procedures to improve efficiency.
• Oversaw office supplies inventory, ensuring availability for daily operations.

TEMP CONTRACT

• Supervising both front and back office operations, which included managing a team of five employees
• Employing XERO software for invoicing, debt collection, and conducting daily reconciliations of the trust account
• Processing client income tax refunds and generating jobs for tax returns and related reports
• Uploading pre-fill reports for clients and liaising with the Australian Taxation Office (ATO)
• Ensuring the allocation of a job and invoice for every appointment, as well as the timely preparation and submission of tax returns
• Reviewing invoices and tax returns to ensure their accuracy
• Upholding a high standard of customer service and maintaining effective communication with clients
• Overseeing all staff to guarantee efficient office operations
• Acting as the primary point of contact for all inquiries and staff-related matters.
• Managed daily operations of practice to ensure efficiency and compliance.
• Developed staff schedules to optimize resource allocation and coverage.
• Implemented training programs for staff to improve skills and knowledge.
• Oversaw billing procedures to ensure accuracy and timely processing.
• Facilitated communication between departments to support collaborative efforts.
• Analyzed practice workflows to identify areas for improvement and innovation.
• Resolved escalated customer service issues in a timely manner while maintaining a high level of professionalism.
• Ordered supplies needed and kept tabs on inventory levels.
• Conducted regular meetings with staff to discuss operational issues and ensure proper communication between departments.
• Facilitated implementation of new technology systems into existing workflows in order to improve operational efficiency.
• Checked entire office and waiting areas regularly to provide clean and organized surroundings.
• Provided support during audits by gathering requested documents as well as answering questions from auditors.

COVID REDUNDANCY

• Managing office functions and coordinating tasks for the team
• Utilizing software to maintain and update company information, schedules, and financial reports
• Assisting with purchasing, accounts payable, and accounts receivable
• Communicating with suppliers, clients, and internal departments
• Maintaining a clean and organized office environment
• Ensuring compliance with health and safety regulations
• Managed daily office operations and maintained efficient workflow.
• Oversaw inventory management and supply ordering processes.
• Developed office policies to enhance organizational efficiency.
• Implemented filing systems for improved document retrieval.
• Scheduled meetings and organized company events for staff engagement.
• Maintained office equipment and ensured proper functioning at all times.
• Maintained filing system for records, correspondence and other documents.
• Answered phone calls, responded to emails, routed mail and coordinated courier services.
• Managed office inventory and placed new supply orders.
• Tracked invoices and payments to ensure accuracy of accounts receivable and payable information.
• Managed front desk operations including greeting visitors, answering questions or directing them to appropriate personnel.
• Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
• Performed general bookkeeping duties such as reconciling bank statements and creating journal entries.
• Maintained impeccable office organization to support efficiency, professionalism and performance objectives.

COVID REDUNDANCY

• Managed the North Sydney Head Office, ensuring a seamless work environment for staff and management to focus on service excellence.
• Served as Executive Assistant to the North Sydney CEO, managed company guest house, and provided administrative support to HR, Procurement, and Finance.
• Handled mobile device allocation, reconciliation of corporate credit cards, and coordinated national travel.
• Supervised office relocation and managed company documentation on IT level.
• Adapted to unexpected circumstances, such as remote work, with strong attention to detail and commercial acumen.
• Managed daily office operations and maintained efficient workflow.
• Coordinated communication between departments and external partners.
• Oversaw inventory management and supply ordering processes.
• Developed office policies to enhance organizational efficiency.
• Supervised administrative staff and provided training as needed.
• Implemented filing systems for improved document retrieval.
• Scheduled meetings and organized company events for staff engagement.
• Maintained office equipment and ensured proper functioning at all times.
• Maintained filing system for records, correspondence and other documents.
• Answered phone calls, responded to emails, routed mail and coordinated courier services.
• Managed front desk operations including greeting visitors, answering questions or directing them to appropriate personnel.
• Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
• Ordered supplies and equipment to maintain adequate inventory levels.
• Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
• Handled scheduling and managed timely and effective allocation of resources and calendars.

FULL TIME PERMANENT

• Worked closely with the CEO, serving as the go-to person for the company.
• Oversaw office management, time management, meeting and function organization, and client teleconferences.
• Handled financial aspects of the company, including invoices, expense reconciliations, and end of financial year budget preparation.
• Served as Project Manager and Controller, procuring project materials and implementing sales publicity projects.
• Maintained company documents, served as customer service responsible, and assisted in market strategies to increase sales.
• Oversaw scheduling and coordinated meetings for staff and management teams.
• Implemented office procedures to enhance workflow efficiency and organization.
• Developed and maintained filing systems for electronic and paper documents.
• Fostered positive relationships with vendors and service providers for office needs.

FULL TIME PERMANENT

• Senior Site Compliance Specialist.
• Conducted regular compliance audits to ensure adherence to regulatory standards.
• Developed and maintained compliance documentation for pharmaceutical manufacturing processes.
• Collaborated with cross-functional teams to implement compliance training programs.
• Reviewed and analyzed regulatory guidelines for pharmaceutical product safety.
• Monitored changes in regulations impacting manufacturing operations and procedures.
• Assisted in investigations of compliance issues and recommended corrective actions.
• Provided guidance on best practices for maintaining quality control standards.
• Facilitated communication between departments regarding compliance requirements and updates.
• Assisted in developing strategies for improving overall compliance performance.
• Performed risk assessments to identify areas of non-compliance and potential risks.
• Checked records for required signatures by closely reviewing documents.
• Conducted periodic internal audits to ensure compliance with applicable regulations.
• Provided support to department by assisting with special assignments and projects.
• Prepared monthly reports on progress made towards meeting organizational goals around compliance matters.
• Responded promptly to inquiries from government agencies regarding regulatory issues.
• Participated in meetings between senior leadership teams to discuss any potential violations or concerns about regulatory issues.
• BSE/TSE EMEA/410/01 rev. 4 and other regulatory compliance
• Writing and releasing finished products with Certificate of Suitability
• Interacting with Ministries of Health and corporate leadership
• Authoring Site Master File and Drug Master File for government documents

FULL TIME PERMANENT

• EA and 1:1 assistant to the Quality Assurance Director.
• Coordinated executive schedules and managed complex calendars for senior leadership.
• Facilitated communication between departments to streamline project workflows.
• Organized and maintained confidential files and sensitive documents for compliance.
• Prepared reports and presentations using various software tools for meetings.
• Assisted in planning corporate events and meetings, ensuring all logistics were addressed.
• Managed travel arrangements, including itineraries, accommodations, and transportation for executives.
• Supported onboarding processes by preparing training materials and schedules for new hires.
• Developed office procedures to improve efficiency in daily operations and support tasks.
• Monitored incoming emails and responded accordingly in a timely manner.
• Performed data entry tasks into various software programs including MS Excel spreadsheets.
• Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
• Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
• Tackled and addressed top-level, high-priority issues with professional administrative discretion.
• Ensured that all relevant paperwork was completed accurately prior to submission for approval.
• Greeted visitors warmly upon arrival at the office premises.
• Managed and tracked expenses to meet company budget requirements.
• Managed all aspects of catering needs for special events hosted by the organization.
• Conducted research on various topics as requested by executives or senior management personnel.
• Developed effective filing systems for easy retrieval of information when needed.
• Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
• Handled administrative and office management duties, travel coordination, and financial statements.
• Prepared high-level communications, managed special assignments, and organized department events.
• Possessed excellent time management skills, computer literacy, and professional presentation.
• Controlled all GMP and inspection-related documents and equipment.

FULL TIME PERMANENT

• Organized product forecasting and orders addressed customer queries and concerns with patience and professionalism and maintained product registration documentation.
• Had thorough product knowledge and was responsible for warehouse inventory and delivery schedules.
• Analyzed market trends to identify potential suppliers and negotiate contracts.
• Coordinated inventory management to ensure optimal stock levels for manufacturing needs.
• Collaborated with cross-functional teams to forecast demand and streamline purchasing processes.
• Oversaw vendor relationships to maintain quality standards and compliance regulations.
• Evaluated supplier performance and implemented improvements for procurement efficiency.
• Developed purchasing strategies aligned with production schedules and business objectives.
• Trained junior buyers on procurement best practices and company policies.
• Resolved any discrepancies between purchase orders and actual receipts of goods or services.
• Participated in negotiations with vendors concerning prices, delivery schedules, warranties and other contractual issues.
• Requested pricing quotes from suppliers to determine best source of supply.