Mary L.
Senior Executive Assistant & Practice Operations Manager
Open to offersNew to PlatformPhotos
About
Hi, I’m Mary 😊
I am a Senior Executive Assistant, Virtual Assistant, and Operations Professional with 10+ years of experience supporting CEOs, founders, directors, healthcare leaders, and international businesses across Australia, Singapore, the UK, and the USA.
I specialise in executive support, operations management, healthcare administration, NDIS support, CRM management, customer experience, project coordination, and business process improvement. I am experienced in managing executive calendars, inboxes, travel arrangements, meetings, reporting, onboarding, recruitment coordination, compliance documentation, client records, CRM systems, and daily business operations.
✨ Core Skills:
• Executive Assistant support (CEO / Founder / Leadership teams)
• Calendar, email & inbox management
• Operations coordination & workflow improvement
• Healthcare & NDIS administration support
• Clinic & practice administration
• CRM & database management
• Customer experience & client communication
• Project coordination & task management
• SOP creation & documentation
• Recruitment & onboarding support
• Compliance & audit documentation
• Invoicing, billing & financial admin support
✨ Industries:
• Healthcare, clinics & allied health
• NDIS / disability services
• Construction & property management
• SaaS & technology
• E-commerce, consulting & startups
• Professional services
✨ Tools & Platforms:
• Microsoft 365 (Outlook, Excel, Word, Teams)
• Google Workspace (Gmail, Drive, Calendar, Docs)
• CRM systems: HubSpot, Salesforce, Zoho
• Project management: Asana, ClickUp, Monday.com, Trello, Airtable
• Finance: Xero, QuickBooks
• Communication: Slack, Zoom, Calendly
• Canva & digital tools
I am highly organised, proactive, detail-oriented, and reliable. I help businesses streamline operations, improve efficiency, manage priorities, and support leadership teams so they can focus on growth.
📩 Open to:
• Executive Assistant (CEO / Founder support)
• Operations Manager / Coordinator roles
• CRM & Systems Management roles
• Healthcare / NDIS administration roles
• Clinic & business support roles
📞 Contact:
Mobile / WhatsApp: +63 905 147 9600
Experience
Site Clinical Trials Manager / Executive Assistant to CEO
ACTionsmo & iNGENū CRO · 2025 — 2026Managed the CEO’s calendar and travel arrangements across multiple time zones, ensuring alignment with strategic priorities. Coordinated executive communications, including inbox management and confidential documentation. Facilitated stakeholder meetings and maintained CEO relationship records. Oversaw travel logistics and coordinated end-to-end participant recruitment workflows, acting as the first point of contact for study interest submissions. Maintained study trackers and assisted with compliance documentation per HREC/Bellberry requirements.General Administrator / Business Accounts Manager
MEDIA GARCIA · 2024 — 2025Handled high-volume inbox management and executive scheduling, ensuring timely client communications. Coordinated multi-project workflows and task allocation across internal teams. Managed client onboarding and account setup processes, maintaining service consistency. Responsible for invoicing and reconciliations using QuickBooks and Xero. Supported business development efforts through lead research and proposal coordination while supervising freelancers.General Admin and Finance Manager | Support Coordinator
FOUNDATION FIRST - NDIS · 2023 — 2024Oversaw the complete NDIS participant lifecycle, handling intake, service agreements, and compliance documentation. Processed claims and invoicing to ensure compliance with funding requirements. Coordinated scheduling and service workflows across multidisciplinary teams. Supported workforce compliance checks and maintained audit-ready participant files per NDIS Quality & Safeguards Framework. Assisted in compliance reviews and data accuracy controls.Executive Assistant to CEO
INCLUDE CONSULTING · 2023 — 2024Managed the CEO's inbox, calendar, and priority scheduling. Coordinated staff onboarding and task allocation to enhance operational efficiency. Processed contracts and compliance documentation with a focus on accuracy. Prepared presentations and reports using MS Office and Google Workspace, while overseeing travel arrangements and expense tracking.Executive & Personal Assistant to CEO
CC WEST PTY LTD & THE HOUSE AND LAND EXPERT · 2021 — 2023Provided support to the CEO in coordinating calendar and meeting schedules. Ensured project timelines and deliverables were met while managing employee onboarding and contracts. Organized travel logistics and handled payroll documentation. Oversaw social media and podcast content production, as well as procurement and client relationship management.Executive Assistant to CEO / Doctor
CANNVALATE · 2020 — 2021Supported the CEO with inbox management, scheduling, and travel coordination. Handled patient medical records and contracts while ensuring confidentiality. Managed billing and invoicing processes to support financial operations. Oversaw recruitment efforts and led lead-generation activities, maintaining vendor sourcing and providing personal assistance as needed.Sales Manager / Appointment Setter (VA)
MAZUMA · 2019 — 2021Scheduled client appointments via phone and email while maintaining CRM records to track leads. Nurtured client relationships through ongoing communication and provided administrative support including calendar management.Operations Coordinator / SME (Subject Matter Expert)
HSBC BANK & CAPITAL ONE BANK USA · 2010 — 2019Coordinated payment processing and dispute resolution with a focus on compliance. Monitored fraud alerts and managed customer escalations. Provided training to enhance team performance and supported HR processes including onboarding.
Skills & Expertise
Education
- Associate Degree in Management System & TechnologyMapua Institute of Technology · 2002 — 2004