Summary
Overview
Work History
Education
Skills
LANGUAGES
Timeline
Generic
Thalia Gomes

Thalia Gomes

128 Adelaide Terrace - East Perth,Australia

Summary

ADMINISTRATOR - EXECUTIVE ASSISTANT

Highly organised, proactive, and detail-oriented Executive Assistant with over 5 years of experience supporting senior leadership in fast-paced environments. Demonstrated ability to manage multiple priorities, optimize administrative systems, and enhance operational efficiency. Adept in managing complex schedules, coordinating logistics, and liaising with stakeholders at all levels. Strong proficiency in Microsoft Office Suite, SAP, and SAMS, with excellent communication skills in English, Portuguese, and Spanish.

Overview

10
10
years of professional experience

Work History

Administrator - Executive Assistant

CTI - Logistics
01.2023 - 04.2025
  • Providing high quality administrative support for the Executive Team, Including calendar and email Management.
  • Managing the Site Access process for all new employees and contractor personnel in accordance with the Site Entry Policy.
  • Creating and submitting approved payroll including leave forms, cash out, ad hoc related task, ensuring correct data management and deadlines are achieved.
  • Create and manage purchase requisitions, receipting of invoices ensuring correct information/rates are recorded.
  • Coordination of travel arrangements for transport, accommodation.
  • Ensuring timely and accurate data updates in Inflight and INX databases.
  • Ensuring Pronto requisition and work orders are raised and compliant with company procedure.
  • Ensuring that the general office is kept in a neat and tidy manner and ensure that office equipment is maintained and functional.
  • Assisting with coordinating site events and functions.
  • Assisting with daily and weekly reporting.
  • Supporting operational departments with general administrative duties as required.
  • Highly organised and detail-oriented approach, with a proactive attitude to problem-solving.
  • Strong communication skills to liaise with team members, suppliers, and external accountants.
  • Ensuring Data System is regularly and updated with Underground Contract Items, Mining Plans, Distances and Locations for accurate Data management.
  • Obtaining site clearance and complete mobilisation for large number of employees, visitor, and contractors to site.
  • Managing high volume of flights and accommodation bookings for all personnel, visitors and contractors with detailed record keeping across multiple systems.

Office Manager

Pentium Hydro
01.2019 - 01.2023
  • Organising office operations and procedures.
  • Coordinating activities such as hiring, promotions, performance management, payroll, training and supervision.
  • Provide administrative support to site management and other departments, including preparing reports, presentations, and others
  • SAP & SAMS Systems (Experienced)
  • Maintaining records and files, managing correspondence, and scheduling appointments.
  • Develop and maintaining spreadsheets, databases and documentation.
  • Liaising with clients and contractors to coordinate site access.
  • Assist the recruitment and onboarding team with site clearances for personnel mobilisation.
  • Coordinating flights and accommodation bookings.
  • Raising of purchase orders and receipting invoices.
  • Assisting payroll with timesheet accuracy.
  • Supporting various ad hoc site requirements.
  • Coordinate with IT department on all office equipment.
  • Partnering with HR to maintain office policies as necessary.
  • Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
  • Providing general support to visitors.
  • Responsible for managing office services by ensuring office operations and procedures are organised, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored.
  • Establishing a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers.
  • Ensuring office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems.
  • Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.
  • Ensure top performance of office staff by providing them adequate coaching and guidance.
  • Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications.
  • Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analysing variances, and carrying out necessary corrections that may arise.
  • Participating actively in the planning and execution of company events.
  • Responsible for developing standards and promoting activities that enhance operational procedures.
  • Allocate available resources to enable successful task performance.
  • Coordinating office staff activities to ensure maximum efficiency.
  • Evaluate and manage staff performance.
  • Recruiting and select office staff.
  • Organising orientation and training of new staff members.
  • Coach, mentor, and discipline office staff.
  • Design and implement filing systems.
  • Ensure filing systems are maintained and current.
  • Establish and monitor procedures for record-keeping.
  • Ensure security, integrity, and confidentiality of data.
  • Design and implement office policies and procedures.
  • Oversee adherence to office policies and procedures.
  • Analysing and monitor internal processes.
  • Implement procedural and policy changes to improve operational efficiency.
  • Preparing operational reports and schedules to ensure efficiency.
  • Coordinate schedules, appointments, and bookings.
  • Monitoring and maintain office supplies inventory.
  • Reviewing and approve office supply acquisitions.
  • Handle customer inquiries and complaints.
  • Managing internal staff relations.
  • Maintaining a safe, secure, and pleasant work environment.
  • Contributing to the planning and review of office services, and setting priorities and office service standards.
  • Allocating human resources, space and equipment.
  • Assigning work to and monitoring work performance of staff.
  • Managing records and accounts of the office.
  • Liaising with Professionals to coordinate office business and to facilitate resolution of problems.
  • Managing physical facilities and ensuring buildings and equipment are maintained.
  • Ensuring compliance with occupational health and safety regulations.
  • Ensuring work complies with relevant government legislation, policies and procedures.

Receptionist - Administrative Assistant

The Greens
01.2015 - 01.2019
  • Greeting and welcome guests as soon as they arrive at the office.
  • Direct visitors to the appropriate person and office.
  • Answering, screen and forward incoming phone calls.
  • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).
  • Provide basic and accurate information in-person and via phone/email.
  • Receiving, sorting and distribute daily mail/deliveries.
  • Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
  • Ordering front office supplies and keep inventory of stock.
  • Updating calendars and schedule meetings.
  • Arranging travel and accommodations, and prepare vouchers.
  • Keep updated records of office expenses and costs.
  • Performing other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
  • Answering and direct phone calls.
  • Organising and schedule appointments.
  • Planning meetings and take detailed minutes.
  • Handling administrative requests and queries from senior managers.
  • Organising and scheduling appointments with admin software.
  • Planning meetings and taking detailed minutes.
  • Writing and distribute email, correspondence memos, letters, faxes and forms.
  • Assisting in the preparation of regularly scheduled reports.
  • Developing p and maintain a filing system.
  • Updapting and maintain office policies and procedures.
  • Ordering office supplies and research new deals and suppliers.
  • Maintaining contact lists.
  • Booking travel arrangements.
  • Submitting and reconcile expense reports.
  • Providing general support to visitors.
  • Working knowledge of office equipment, like printers and fax machines.
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
  • Excellent time management skills and the ability to prioritize work.
  • Attention to detail and problem solving skills.
  • Excellent written and verbal communication skills.
  • Strong organisational skills with the ability to multi-task.

Education

Certificate IV in Leadership and Management -

Skills Institute Australia
Perth, WA
01.2023

Bachelor of Business Management - undefined

UNB - University of Brasília
01.2019

Skills

  • Project Management
  • Public Relations
  • Teamwork
  • Time Management
  • Leadership
  • Effective Communication
  • Communication
  • Analysis and Assessment
  • Problem Solving
  • Decision Making
  • Planning and Organization
  • Attention to Detail
  • Accuracy
  • Delegation
  • Coaching
  • Initiative
  • Integrity
  • Adaptability
  • Budgeting
  • Staffing
  • Supervising
  • Developing Standards
  • Process Improvement
  • Inventory Control
  • Supply Management
  • Creativity
  • Proactivity
  • Recordkeeping
  • Approachability
  • Proficiency in Microsoft Office
  • Coordination
  • Billing
  • Interpersonal Skills
  • Motivation
  • Empathy
  • Administrative Support

LANGUAGES

English (Fluent)
Portuguese (Fluent)
Spanish (Intermediate)

Timeline

Administrator - Executive Assistant

CTI - Logistics
01.2023 - 04.2025

Office Manager

Pentium Hydro
01.2019 - 01.2023

Receptionist - Administrative Assistant

The Greens
01.2015 - 01.2019

Bachelor of Business Management - undefined

UNB - University of Brasília

Certificate IV in Leadership and Management -

Skills Institute Australia

Similar Profiles

CREATE PROFILE
Thalia Gomes