Geena Dhillon

31b Offham Way, Westminster 6061

Cell: (614) 09 929 906
[email protected]

EXECUTIVE ASSISTANT
A fast learner, recognised for excellent interpersonal and organisational skills, dynamic
with a can-do attitude and result oriented professional with extensive experience.

PROFESSIONAL EXPERIENCE

Yamatji Marlpa Aboriginal Corporation (September 2019 to current)

Executive Assistant (Temp)
Reporting to the Principal Legal Officer and Deputy Principal Legal Officer

 Completes a broad variety of administrative tasks for the Senior Executive

including: managing extremely active calendar of appointments, composing and
preparing correspondence that is sometimes confidential; arranging complex
and detailed travel plans, itineraries, and agendas; compiling documents for
travel and non-travel related meetings.
 Plans, coordinates and ensures the Senior Executives’ schedule is in line with
their business agendas, followed and respected.
 Provides "gatekeeper" and "gateway" role, creating win-win situations for direct
access to the Senior Executives’ time and office.
 Communicates directly and on behalf of the Senior Executive with Executive
Management Team, staff, and external stakeholders on matters related to
Senior Executives’ initiatives.
 Researches, prioritises, and follows up on incoming issues and concerns
addressed to the Senior Executive, including those of a sensitive or confidential
nature. Assists the Senior Executive in the execution of appropriate course of
action, referral, or response as and when requested.
 Provides a bridge for smooth communication between the Senior Executives’
office and internal departments; demonstrating leadership to maintain
credibility, trust and support with senior management staff.
 Works closely and effectively with the Senior Executive to keep them well
informed of upcoming commitments and responsibilities, including the provision
of background materials and following up appropriately. • Acts as a "gauge”
having a sense for the issues pertaining to the Senior Executives’ departments
and keeping them updated accordingly.
 Builds relationships crucial to the success of the organisation and manages /
participates in a variety of special projects as requested by the Senior
Executive. Yamatji Marlpa Aboriginal Corporation is a Native Title
Representative Body ICN 2001 ABN 14 011 921 883 ymac.org.au
 Completes critical aspects of deliverables with a hands-on approach, including
drafting acknowledgement letters, personal correspondence, producing
reports / briefs, and other tasks that facilitate the Senior Executives’ ability to
effectively lead their departments.
 Prioritises conflicting needs: handles matters expeditiously, proactively, and
follows through on projects to completion, often with deadline pressures.
 Co-ordinates meetings from start to end including assisting in scheduling,
attending, coordinating, distributing agenda and briefs, preparing minutes and
following-up actions for all meetings whether on-site or off-site.
 Maintains discretion and confidentiality.
 Required to demonstrate excellent organisational and administrative skills and
have the ability to work independently using discretion, judgement and analysis
to support the Senior Executive.
 Ability to communicate with all levels of staff and external agencies in a
confident and sensitive manner, verbally and in writing.
 Responsible for ensuring that all aspects of the service are administered and
executed to a high standard.
 Acting as a point of contact for the Senior Executive, dealing and responding
effectively with complex queries from stakeholders and passing on relevant
information to appropriate team members sensitively and autonomously

Paterson & Dowding (November 2018 – July 2019)

Legal Assistant (7 month contract)
Reporting to three Senior Associates

 Drafting, formatting and amending court documents and other correspondence

as directed by fee earners
 Online lodgement of court documents on Commonwealth Court Portal
 Typing and collating Briefs and Disclosure
 File and document management
 Opening files, archiving, etc.
 Proof reading legal documents
 Client liaising by phone and email
 Arranging meetings and mediation conferences
 Diary management
 Some paralegal duties
 Month end billing
 Format and update precedents
 Organise meetings and prepare PowerPoint presentations
 Marketing
 Manage telephones, mail, firm enquiries, meeting bookings, office visitors,
maintain the reception area and other general reception tasks
 Dictation typing;
 Briefs and Disclosure
 Other general administration duties

McLeods
Legal Secretary (June 2015 – October 2018)
Reporting to Partner, Senior Associate and Junior Associates - Property

 General typing

 Preparation of basic documentation and letters (such as Section 70A

Notifications, Easements, Withdrawals of Caveat and Caveats, settlement
documentation and basic deeds)

 Arranging booking times for settlements

 Responding to general telephone enquiries in relation to cost estimates for

basic documentation and other routine enquiries (where that query may be
dealt with by secretary rather than a solicitor)

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 Outside clerk duties where required including attendance at settlements (in
the event neither the outside clerk nor the articled clerks are available to
attend settlement or perform the required task)

 General secretarial duties including copy typing, binding of documents,

opening of new files, preparation of accounts and printing out matters
summary to enable preparation of accounts (at least 3 days prior to end of the
month deadline)

 Carrying out Landgate searches and ASIC searches

 Filing of mail, faxes and emails

 Printing out emails on a regular basis during the day and placing the printed
out email and any attachments on the relevant file for the fee earner

 Following up debtors and preparing debtor letters. Process bad debt and
WIP write-off as soon as it has been approved

 Reviewing files to determine whether they may be closed and carrying out the
necessary printouts to enable file closure

 Sorting out accounting issues with the accounts clerk/general manager

King & Wood Mallesons

Legal Secretary (Temp) (September 2014 to November 2014) – Perth
Reporting to the Partner – Construction
Two Senior Associates and one Junior Associate

Legal Secretary (Contract) (November 2014 – June 2015)

Reporting to the Partner – Dispute Resolution
Two Senior Associates, Two Junior Associates and One Paralegal

 Pro-actively manage emails and diaries including scheduling appointments,

and dealing with competing priorities

 Typing, amending and producing documents and letters with a high level of
accuracy

 Document management, including track changes, preparing and amending

lengthy documents, edits, mark-ups and proof reading documents, a high
level of document production

 Manage travel arrangements

 Processing invoices using Elite

 Archiving of files

 Scheduling and making arrangements for meetings/conferences

 Processing expense report using Chrome River

 Entering time for the Partner on DTE Axiom

 Photocopying, scanning and binding of transaction documents

 Opening of new matters and doing conflict of interests

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 Assisting in organising events for clients

 Organise internal and external meetings and coordinating catering and room
bookings

 Frequent client phone dealings requiring excellent phone manner

 Liaise with senior executives and their assistants

 Managing and maintaining files (electronic and paper)

 Proactive preparation for meetings (printing, copying)

 Arranging filing of tenement documents at Perth Warden’s Court

Ince & Co Singapore LLP (September 2013 – September 2014) – Singapore

Executive Assistant
Reporting to the Partner – Asia Head of Energy
Senior Marine Manager and Two Associates

 Typing and producing documents with a high level of accuracy.

 Preparing draft correspondences, proposals, presentations, engagement

letters, reports, legal documents, etc. from digital dictation, copy typing or
manuscript form.

 Amending large documents, eg. Power Purchase Agreement, Concession

Agreement, Due Diligence, Heat Purchase Agreement, etc. and doing track
changes and using house styles.

 Proof-reading and correcting prepared materials for correct grammar,

spelling, punctuation and formatting.

 Receiving and screening telephone calls, and accurately relaying messages

both internal and external.

 Scheduling and making arrangements for meetings/conferences/events (both

in-house and external).

 Preparing and assembling materials, documents and exhibits for meetings,

court appearances and hearings.

 Creating and maintaining office files ensuring that filing is done in a timely
manner so that files are accurate and up-to-date.

 Working knowledge of the Firm’s house style, document management

system, templates and precedents.

 Inputting, retrieving, updating and deleting information using computerized

database eg. billing system, CRM system.

 Ensuring that all relevant fields in the file opening forms are completed, the
forms are sent to the Cases team in London,

 Ensuring that client care letters are prepared and sent, a copy of which to be
given to the Cases team.

 Entering time worked is entered into the system.

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 Assisting fee-earners with the preparation of invoices including drafting client
invoice together with covering letters.

 Processing invoices and various forms of expenses in the multiform

completion.

 Using CRM database to assist with client relationships and marketing events
by entering new client details and updating client contact information to
ensure the information is accurate and up-to-date.

 Managing the fee earners’ travel arrangements and application of visas.

 Pro-active diary management of allocated fee-earners via Outlook, to include

activating out-of-office alerts on behalf of fee-earners.

 Providing support for other fee-earners when required to cover holiday and
absence of fellow secretaries.

 Dealing with post/mail in fee earners’ absence, including distributing to

relevant fee-earners earning ‘pair’.

 Providing ad-hoc secretarial and administrative support to other fee-earners

and/or secretarial colleagues.

 Helping and covering for colleagues in their absence or on an adhoc basis

(especially at the Reception and Pantry areas).

 In charge of the library.

INPEX (June 2011 to February 2013) – Perth

Commercial and Legal Assistant
Reporting to the Company Secretary and the Legal & Commercial
Department/Insurance Team

 Book, set up and manage both internal and external meetings using Microsoft
Outlook and other technology.

 Assisting in managing the diaries of the Company Secretary and senior

members of the Legal & Commercial team.

 Assist in office administration including the smooth operation of Perth office

activities and establishing and maintaining filing and document management
systems for the Legal & Commercial team (including developing and
maintaining on-line and hard copy data storage facilities for legal documents
and general filing duties including binding, photocopying, scanning and
uploading of documents).

 Uploading all contracts and executed agreements on DMS and thereafter

preparing an index register.

 Assist in the coordination of correspondence and appropriate approvals for

various legal and commercial activities.

 Assist with the management and maintenance of Manuals of Authority.

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 Maintain correctness and completeness of all registers as required under the
Corps Act such as members register, PPSA register, corporate information,
charges register and minute book.

 Assist administration of powers of attorney.

 Assisting in the administration of our internal approvals processes including

circular requests.

 Assist with the preparation, lodgment and maintenance of all ASIC lodgments.

 Develop familiarity with the Company Constitutions, Shareholders Agreement

and Joint Operating Authorities as well as the INPEX Group Structure.

 Develop rapport with Officeholders and senior management.

 Circulation of industry periodical / magazines for internal review

 Prepare and produce documents such as board and shareholder resolutions

and meeting minutes, letters, reports, presentations and spreadsheets using
Microsoft Office.

 To assist and coordinate the development (including typing, formatting,

scanning, copying) of all Legal and Commercial department documentation
e.g. meeting information, procedures, legal precedents (including contracts
and legal advices).

 Maintain general office administration such as expense claims, timesheets,

invoices and stationery requirements.

 Assist with CATS input, processing, time writing, data management,

monitoring and reporting of Purchase Requisitions, Orders and Contracts in
SAP.

 Develop and maintain accurate user manuals for key administration

procedures and processes for the Legal & Commercial teams.

 Assist the Legal & Commercial team, and the travel department, in making
staff travel arrangements as required from time to time and complete all
necessary documentation to support the requests.

 Assist the Legal & Commercial team, and the Administration and IT
departments, with various logistical exercises including desk allocations,
shifts, inductions of new staff, setting up IT, meeting the IT requirements of
the members of the Legal & Commercial team and sorting out IT problems.

 To answer, screen and forward calls for INPEX staff and take messages
where required.

 Organise local and international couriers as needed (which includes updating

of associated register/s).

 Provide tea/coffee for guests.

 Distribution of incoming faxes (and updating of associated register).

 Other duties as directed by the General Manager Commercial, General

Counsel, Legal Manager or Assistant Company Secretary.
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 Managing the CPD Register.
 Arrange any external requirements as requested.  Includes liaising with
representative bodies, such as JCCIP - Japanese Chamber of Commerce and
Japanese School, coordinating functions, gifts and donations.
 Booking of local and international conferences and training seminars
 Participate and support procedural and new developments by teamwork with
other administrative staff and department PAs.

McKenzie Moncrieff Lawyers (June 5, 2007 to May 15, 2011) Perth

Executive Assistant
Reporting to the Managing Director (Corporate, Banking, and M&A) and Partner
(Commercial Litigation)

 Processing correspondence and documents, including dictaphone transcribing.

 Working on complex agreements
 Using deltaview to compare documents
 Liaise with clients and staff and deal with inquiries and requests, ensuring all
client expectations are met, and exceeded, where appropriate.
 Manage telephones, Outlook Calendar / diaries and voice mail for fee earners.
 Administers emails (incoming and outgoing) on behalf of fee earners, ie
reviewing, printing and actioning certain tasks, including electronic filing to
Filepro and hardcopy versions.

 Monitoring bookings for board room and arranging refreshments when required
for meetings.

 File opening, drafting letters of engagement and costs agreements for approval
by authors.
 Organise travel and hotel accommodation for fee earner(s).

 Ensuring stationery requirements of authors are met ie, business cards.

 File management to ensure all filing is kept up to date.
 Billing. Accurately and regularly post timesheets of legal staff. Checks all input
for billing purposes. Preparing draft invoices and covering letters. Editing and
finalising invoices including posting on Filepro system and sending invoices to
clients. Cancelling, reversing invoices and reissuing of invoices if necessary or
required.

 General administrative assistance, including arranging of couriers, deliveries

arranging photocopying, printing, faxing and scanning documents, collating and
binding documents.

 Coach and train new staff in office procedures.

 Close and archive all files, as necessary.

 General search duties including Lexis Nexis case/news articles, Dunn &
Bradstreet company reports/searches, Landgate certificate of title searches.

 Lodging of documents with ASIC

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 Internet research.

 Perform other secretarial and administrative tasks as may be required from time
to time.

 Preparing power point presentations.

 Organising internal CLEs.

 Screening calls, assisting with overflow from reception.

Minter Ellison (November 20, 2006 to June 2007) (Temp position) – Perth
Executive Assistant
Reporting to the Head of Real Estate Division

 Free partners and other fee earners in Division from administrative tasks
including typing and thereby give them more time to:

(a) add value to the provision of legal services [often this will involve simply
having the time and space to think creatively];

(b) develop further business and marketing initiatives;

(c) spend more time fostering and developing staff.

 Assist the Division Head and others to whom "Division Head tasks" have been
assigned, focusing in particular on:

Finance

A. Budget management, including the monitoring and reporting on:

(i) expenses including those relating to:

(A) marketing and BD;
(B) training and education.
(ii) time recording and work in progress;
(iii) billing and debtors;
(iv) reduced rates, in particular write offs;
(v) profitability of Division.

BD/Marketing

B. Developing and maintaining strong links with relevant industry and professional
organizations including:

UDIA, Property Council, Chamber of Minerals and Energy, CCI, NELA, ISWA, HIA,
PIA and Law Society Committees.

(a) assist in developing the Division's business and related plans;

(b) monitoring the implementation of personal business plans of fee

earners including action plans;

(c) monitoring the implementation of the Division's business plan;

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 Monitor cross-MELG meetings and ensure through Division Head appropriate
arrangements are made for meetings including responding to emails, setting up
tele and video conferences the cross-firm Groups;

 Ensuring that typing is distributed and carried out efficiently regardless of formal
allocations of support to fee earners;.

 Ensuring that staff are appropriately rostered at lunch times and all other times
such that telephones are answered promptly and courteously;

 Keep and monitor leave rosters.

 Monitoring the organization of the social events of the Division.

 Attend all Division meetings (general and on specific matters such as BD) and
act as Secretary to them, ensuring as appropriate the timely preparation of
agendas and minutes, as well as following up on actions identified at the
meetings.

 Monitoring the partner's emails.

 Organizing meetings and travel arrangements, making appointments and

booking conference rooms.

 Preparing bills, including formatting bills and timesheet input.

 Organizing travel arrangements.

Corrs Chambers Westgarth (March 21, 2005 till October 2006) – Perth
Legal Secretary with experience in Commercial Litigation and Corporate and M&A
Reporting to Partners
 Creating and amending documents, including completing precedents.
 Audio tape transcription.
 Photocopying, facsimile transmissions and courier dispatches.
 Meeting and liaising with clients, making appointments, booking conference
rooms.
 Filing and retrieval of documents.
 Answering all telephone calls and taking messages.
 Managing mail, messages and facsimiles for fee earners that are absent from
the section.
 Drafting of routine and other correspondence.
 Organising section lunches, client functions and meetings.
 Completing all expense reimbursement forms for partner and fee earners.
 Assisting client inquiries when professionals are away from the office.
 Preparing financial report at month end, bills,and timesheet input.
 Preparing documents for filing in court.
 General administration work.
 Assisting the team when necessary

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 Organising travel arrangements, including bookings for travel, accommodation
and for clients.
 Maintenance of client contact database.
 Preparing powerpoint presentations.
 Taking minutes of meeting.

McMahons National Lawyers (29 November 2004 till March 2005) in Sydney
Legal Secretary with experience in Commercial Litigation

 Screening calls, assisting with overflow from reception.

 Assisting client inquiries when professionals are away from the office.
 Providing secretarial support services to the partner, special counsel and
associate.
 Drafting correspondence.
 Managing and maintaining files.
 Preparing documents for filing in court
 Daily time entry.
 General administration work.
 Assisting the team when necessary.

Milbank, Tweed, Hadley & McCloy, LLP, Singapore (1997 – June 2004) – Singapore
Legal Secretary with experience in Project Finance, Banking, Mergers &
Acquisition, Telecommunication, Mining, Oil & Gas and Capital Markets

 Provide high level and confidential assistance to the Managing Partner and to
two mid-level associates.
 Document management, including track changes, formatting of lengthy
documents, edits, mark-ups and proof reading documents such as Credit
Facility Agreements, Share Purchase Agreements to ensure for consistency
and accuracy and suggesting improvements relating to drafting style.
 Client liaison.
 Dictaphone typing.
 Taking care of partner’s personal matters.
 Managing and maintaining files.
 Liaising with our New York office regarding opening of client matter number and
conflict of interest search.
 Daily time entry.
 Organizing conference calls, travel, meetings, and general administrative
duties.
 Drafting correspondence.
 Preparing power point presentations.
 Maintaining the recruitment file, setting up interviews and replying to them
regarding their resume.
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 Maintenance of client database (300 contacts) for the partner.

Allen & Gledhill (1992 –1997) in Singapore

Executive Secretary in Litigation Department

 Provided secretarial support services to the senior litigation partner

 Drafting correspondence to clients
 Managing and maintaining files
 Preparing documents for filing in court, i.e. Writ of Summons, Affidavit,
Statement of Claim, Authorities, etc.

EDUCATION

Diploma in Health and Wellness Coaching, 2019

Certificate on Management of Nominees Directors and IPAD for Directors and Corporate
Governance in August 2012.

Diploma in Paralegal Studies offered by the Law Society of Western Australia, 2005

Diploma in Holistic Massage (Level 3), 2003

Certificate of Attendance in Business Letter Writing, 1991

Certificate for Private Secretarial Course, 1991 and LCCI PSC, 1991

G.C.E. “O” Level Examinations, 1981

ADDITIONAL SKILLS & TRAINING UNDERTAKEN

I am able to type 85 wpm and able to take shorthand at 60/70 wpm.

Proficient in Microsoft Office packages including Outlook, Word, Excel and Powerpoint,
Filesite, Filepro, Open Practice, Lotusnotes, CMS, DMX, Keystone, Elitewebview,
Worksite, IManage, Chrome River, DTE Axiom, Interaction and SAP.

LANGUAGES

English, Bahasa Indonesia, Punjabi, Hindi and Mandarin (basic conversational).

Currently learning Japanese.

STRENGTHS

 Excellent organizational and prioritization skills, with the ability to multi-task in

order to meet deadlines.

 Strong team player who displays tact, cooperation and respect for others.

 Able to work in a pressurized environment whilst maintaining a calm disposition

and level-headed approach at all times.

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 Always approach duties with the highest levels of enthusiasm, diligence and
initiative and discharge duties professionally, reliably and competently.

 Discretion and good understanding of and adherence to rules and principles of

data protection and confidentiality.

 A proactive work ethic and use of initiative to solve problems and improve
efficiency.

 Taking the initiative where necessary and working as a team to ensure the
delivery of service.

 Works collaboratively with others both within and outside the group.

 Attention to detail – believe if something needs doing, it should only be done

once.

 Willingness to help other areas of the office where necessary to facilitate a better
turnover of work and volunteers to work after office hours if another department
requires assistance.

 Demonstrates competence in use of firm technology and applications.

 Demonstrates good written and verbal communication skills.

 Demonstrates a good understanding of legal terminology.

 Maintains a professional and friendly relationship with clients.

 Builds basic knowledge of client businesses.

 Demonstrates good knowledge of client files and matters.

 Adaptable to change and flexible approach, including flexibility with working

hours when required.

References and supporting documentation to be furnished upon request

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