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Executive Assistant

I am currently available for work
Serial No: 4200
(18/05/2013, female)
List top 5 skills: diary management, inbox management, mutli tasking, organisation
Current location: 

United Kingdom - View on map

March 2012 – Present:  Executive Assistant to 4 Managing Directors | Compliance -  The Bank of New York Mellon (Temporary Contract) - The City, London

  • Manage and maintain the Executives diaries and email accounts
  • Filter emails, highlight urgent correspondence and print attachment
  • Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary,  necessary papers, etc. and troubleshooting problems
  • Conduct diary meetings to discuss upcoming engagements, invitations and other requests
  • Schedule meetings between Executives and their direct reports and the committees and groups to which they are member
  • Liaise with FSA to organise meetings
  • Support the Head of Compliance, in addition to the 4 Managing Directors, in the absence of the PA
  • Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place to match requirements,
  • Filter general information, queries, phone calls and invitations by redirecting or taking forward such contact as appropriate
  • Devising and maintaining office systems, including data management and filing
  • Meeting and greeting visitors at all levels of seniority
  • Taking dictation and minutes
  • Carrying out background research and presenting findings
  • Producing documents, briefing papers, reports and presentations
July 11 – February 12:  Executive Assistant to Director Prudential (Temporary Contract)- Paddington, London
  • Ensuring that all calls and emails are dealt with efficiently or  acted upon
  • Extensive overseas travel arrangements including Visa applications and itineraries
  • Occasionally travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentation
  • Updating calendars in full/full inbox management
  • Preparation of board papers/ Booking/preparing internal and external lunches
  • Preparing and checking expense reports and invoices. Preparing and issuing department-wide e mails / Producing ad hoc letters / correspondence. Preparation of presentations and ad hoc papers
  • Preparation of agenda's; co-ordination of attendees; and taking and producing minutes for meetings of various meetings
  • Arranging meetings both internal and external, booking meeting rooms and video conferencing equipment
  • Printing relevant reports and presentations for meetings/Assisting with various projects, events and Christmas party.
  • Often travel to Reading and Edinburgh when required to support the CS Development Director.
April – July 11:  Temporary Assignments  - London. Executive Assistant to President & COO             
  • BGC Partners (Brokers)
  • Canary Wharf, London
January 2011 – March 2011  (3mth Sickness Cover)
  • I provided full secretarial support to the President and COO Managing Director, including full inbox and diary management, organising meetings and complex international travel including detailed Itineraries. I liaised with HR in London and Asia in relation to Contract sign off/approvals and managed a spreadsheet to update status on approvals
  • I managed holidays and sickness records for the department, also conference calls.
  • I managed all expense/invoice and travel approvals as required.
June 2008 – January 2010:  Secretarial Manager Global Banking and Markets  - UBS Investment Bank - The City, London

I acted as an Executive Assistant for Senior Executives at UBS within the Trading Floors of Equities, Fixed Income, Legal & Compliance and Global Asset Management (CEO, COO, Global Heads, Global Management Board Members, Managing Director’s and Trading Teams ranging from 10-80) within the Bank as part of the float team as required with duties including: complex diary management, international travel/Itineraries and Visa’s, booking cars, hotels, currency for all international travel,  arranging meetings across all world time zones, preparing and distributing documents for meetings, expenses, invoices, room bookings, dictation and presentations. I also provided leadership and direction to the Executive Secretaries in the float team and to interface with the clients, to ensure that client expectations are met and agreed company standards and objectives are achieved. I worked hard and improved the service by identifying core problems and implementing strong structure. I managed the entire recruitment, induction process and provided training and new starter manuals.

December 2007 – July 2008:  Executive Assistant to Director - Citigroup Investment Bank  (Temporary Contract) - Canary Wharf, London
  • I provided full secretarial and administrative support to 4 senior managers and their teams (16 people) within the HR Division (Head of Citi Markets & Banking, Head of Capital Markets, Director of Employee Relations EMEA and Head of GTS).
  • My duties included complex diary management, organising meetings – preparing relevant documentation, liaising with external visitors and refreshing and updating presentations. Arranging travel, preparing for and attending board level meetings, minute taking.
  • I was also responsible for processing high volumes of invoices and expenses via the online system P2P (Oracle).
November 2005 – October 2007:  Executive Assistant to Project Director/HR Director - Sherwood Living Legend Project | NCC - Nottingham
  • I created and maintained a library of project documents including identification of documents, holding master copies, issuing copies, record keeping, and version control and keeping a log of project issues.
  • I organized high profile events and meeting including the Living Landmarks, Sherwood The Living Legend Conference, Project Management Board Meeting and Stakeholder Engagement events.
  • I dispatched papers and other documents in advance and took and recorded minutes including formal board minutes where required.   I also drafted basic progress reports on tasks undertaken (e.g. outcome of consultation exercises) and standard letters.
  • I also provided full administrative support to a busy project with strict deadlines and a multi partnership set up.  I worked with senior member of the council and heads of both national and local organizations.
  • I arranged and managed all aspects of the recruitment process for the additional Project Co-ordinators, including liaising with HR, arranging Interviews and start dates. I co-ordinated and carried out staff inductions and start packages.
  • My responsibilities included providing a full administrative personnel service to senior managers and all aspects of the recruitment and selection process.  I also arranged interviews, chased references, administered pre and post interview checks as necessary. I issued letters of appointment and drafted contracts of employment.
  • I handled maternity and paternity queries as well as payroll queries and contract details.
  • I advertised all vacant positions and managed the recruitment process from end to end.
  • I co-ordinated and presented Inductions for newly appointed staff, answering queries and questions.
  • I also contributed to the formulation and implementation of Departmental policies/ procedures and assisted in identifying opportunities for improvements in services and systems within the department.

Spoken languages: 

English - Mother Tongue

Locations I am interested in working:

United Arab Emirates