Shona Winterstein
Auckland,AUK
Summary
Skilled in navigating the complexities of executive support and legal administrative tasks, I have significantly enhanced operational efficiency at Southern Cross Health Society by mastering technical tools and fostering strong stakeholder relationships. My expertise in governance compliance and exceptional interpersonal skills have been pivotal in driving project success and ensuring meticulous management of sensitive information. With a proven track record of improving processes and supporting executive leadership, I am well-equipped to contribute to the success of your team.
Overview
24
24
years of professional experience
Work History
Executive Assistant
Southern Cross Health Society
Auckland CBD, Auckland
08.2021 - Current
- Supported C-Suite Executives: Managed calendars, coordinated projects, and provided comprehensive administrative support to two senior executives.
- Confidential Information Handling: Handled sensitive information with discretion, ensuring confidentiality and security.
- Project Coordination: Coordinated multiple projects, tracked progress, and ensured timely completion, contributing to the overall efficiency of the executive team.
- Research and Communication: Conducted thorough research to support executive decision-making and facilitated effective communication across departments.
- Schedule Management: Managed intricate schedules, ensuring seamless coordination of meetings, travel arrangements, and events.
- Stakeholder Relationships: Built and maintained strong relationships with internal and external stakeholders, enhancing collaboration and communication.
- Technical Proficiency: Utilised industry-specific software and tools to streamline administrative processes and improve efficiency.
- Ethical Standards: Maintained high ethical standards in all tasks, ensuring compliance with company policies and procedures.
- Meeting Management: Proactively managed diaries, booked and confirmed meetings with internal and external customers, and ensured meeting rooms were appropriately set up with required audio-visual equipment.
- Event Coordination: Organised off-site workshops, one-on-one catch-ups, and other events, including venue, catering, and event management.
- Action Points Monitoring: Circulated action points, pre-meeting reading materials, and monitored action points assigned to the Chief Officer.
- Governance Compliance: Ensured compliance with governance and regulatory requirements in all administrative tasks.
Personal Assistant
Haigh Lyon Lawyers
09.2015 - 06.2021
- Managed property transactions and client enquiries, ensuring efficient scheduling and appointment management.
- Provided comprehensive administrative support to the Residential Property Partner and Senior Associate, including managing calendars, meetings, and travel arrangements.
- Coordinated team activities, assisting in goal setting and organising team-building events to foster a collaborative work environment.
- Created high-quality business materials and meticulously managed property documentation, ensuring adherence to policies and procedures.
- Reviewed system and shareholder resolutions and drafted financial statements for settlement accounting.
- Conducted PPSR and company searches, demonstrating a thorough understanding of legal processes and attention to detail.
Personal Assistant (temp Contract)
Burton Partners & North Harbour Law
North Shore & Auckland CBD
07.2015 - 07.2015
- Assisted the Managing Partner with clients’ needs, particularly in commercial and residential law matters.
- Managed client interactions, handling calls and emails with ease.
- Prepared important legal documents such as wills, enduring powers of attorney (EPA), and loan documents.
- Conducted PPSR and company searches, demonstrating a thorough understanding of legal processes.
- Reviewed system and shareholder resolutions and drafted financial statements for settlement accounting.
Personal Assistant
Hornabrook MacDonald
03.2015 - 03.2015
- Assisted the Managing Partner with clients’ needs, particularly in commercial and residential law matters.
- Managed communication by handling calls, emails, and client portfolios.
- Prepared various transactional legal documents, along with wills and trust deeds, and provided administrative support by managing daily tasks and travel arrangements.
Personal Assistant
Duthie Whyte
04.2014 - 03.2015
- Prepared tender documentation, share transfers, and PPSR releases, managing documents with precision.
- Assisted in managing client relationships both nationally and internationally, and organised international travel and meetings.
- Provided general systems support and training for new applications, ensuring smooth technological operations.
- Managed electronic diaries, emails, and handled communications with clients and staff.
Personal Assistant
Corban Revell Lawyers
West Auckland
12.2002 - 03.2015
- Organised and liaised with corporate and private clients, staff, and government bodies, ensuring effective communication.
- Prepared submissions, affidavits, and various legal documents for the Managing Partner and Senior solicitors.
- Provided day-to-day administrative support, managed scheduling, meeting facilitation, and privileged correspondence.
- Oversaw team members, ensuring smooth operations, and managed electronic diaries and coordination of meetings.
- Managed client interactions, handling calls and emails with ease.
- Prepared important legal documents such as wills, enduring powers of attorney (EPA), and loan documents.
- Conducted PPSR and company searches, demonstrating a thorough understanding of legal processes.
- Reviewed system and shareholder resolutions and drafted financial statements for settlement accounting.
- Coordinated team activities, assisting in goal setting and organising team-building events to foster a collaborative work environment.
- Created high-quality business materials and meticulously managed property documentation, ensuring adherence to policies and procedures.
- Provided general systems support and training for new applications, ensuring smooth technological operations.
- Managed electronic diaries, emails, and handled communications with clients and staff.
Personal Assistant
Martelli McKegg
03.2001 - 12.2002
- Prepared general documentation and correspondence, managing electronic diaries and coordinating meetings and teleconferences for two Partners.
- Handled ledger reconciliation, file management, and general accounting of client ledgers.
- Managed general administrative tasks such as file management and word processing, and liaised with clients to manage communications effectively.
Education
High School Diploma -
Kaitaia College
Kaitaia, NZ01-1988
Skills
- Administrative Management: Proficient in managing calendars, scheduling meetings, and handling correspondence
- Financial Oversight: Experience in managing budgets and financial records
- Communication & Correspondence: Excellent verbal and written communication skills
- Event Coordination: Skilled in organising events and coordinating logistics
- Project & Task Management: Expertise in coordinating projects and ensuring timely completion
- Technical Proficiency: Familiar with industry-specific software and tools
- Governance Compliance: Knowledge of compliance and regulatory requirements
- Interpersonal Skills: Strong ability to build relationships with stakeholders
References
References available upon request.
Timeline
Executive Assistant
Southern Cross Health Society
08.2021 - Current
Personal Assistant
Haigh Lyon Lawyers
09.2015 - 06.2021
Personal Assistant (temp Contract)
Burton Partners & North Harbour Law
07.2015 - 07.2015
Personal Assistant
Hornabrook MacDonald
03.2015 - 03.2015
Personal Assistant
Duthie Whyte
04.2014 - 03.2015
Personal Assistant
Corban Revell Lawyers
12.2002 - 03.2015
Personal Assistant
Martelli McKegg
03.2001 - 12.2002
High School Diploma -
Kaitaia College
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