Executive PA/Secretary

April 2013 – Present:  UBM plc   - Interim EA to Global Group CEO.

• Supporting Group CEO in planning, directing, managing and co-ordinating day to day business activity within the Global Head Office Group and daily interaction with USA offices.
• First point of contact and efficient gate-keeper.
• Traditional EA support using full Microsoft Office suite to include email management, Powerpoint presentations, excel spreadsheets and database/website maintenance. (Int-Adv skills)
• Proficient in arranging international travel to include arrangement of visas, currency and provide detailed itineraries.
• Preparing and distributing Board Meeting papers to include ExCo, RemCom and full Board.  Organising Board Dinners for full Board Meeting participants, choosing venue and menu.
• Private PA support to extremely HNWI in relation to family and household staff, including all medical matters.
  

• Supporting COO, CFO, MD’s, Group Presidents and teams in planning, directing, managing and co-ordinating day to day business activity within the EMEA region and daily interaction with USA offices.
• First point of contact and efficient gate-keeper.
• Traditional EA support using full Microsoft Office suite to include email management, Powerpoint presentations / marketing pitches, excel spreadsheets and database/website maintenance. (Int-Adv skills)
• Proficient in arranging international travel to include arrangement of visas, currency and provide detailed itineraries.
• Private PA support to extremely HNWI’s in relation to families and household staff, private jet hire, medical, relocation.
• Experienced Proof-Reader - checking contracts/publications/articles prior to print.
• Experience in Supplier contract negotiations and obtaining good commercial discounts in relation thereto from office supplies, building security through to corporate hotel rates.
• Dealing with all aspects of corporate branding/advertising of the Company’s logo and working on the implementation of new templates across all European branches of a global organisation.
• HR Duties:  scheduling Interviews, On-board Staff Inductions, Appraisals, Exit procedures.  Maintaining personnel files, scheduling performance and salary reviews.  Assessing training needs and adherence to professional standard training needs for Senior Level Executives.  Maintaining an accurate recording of all holidays, sickness and training.
• Events Management:  Organising global video conferences, webex and conference calls (sometimes with in excess of 200 participants).  Organising monthly Executive Team Leadership meeting in various European locations with detailed itineraries.  Attending the same to help with minute taking, presentations, action points and logistics.  Assisting Innovation projects.  Arranging full Board Meetings to include the preparation and distribution of Papers prior to meeting and ensuring video link operational for overseas participants.
• Successfully building and maintaining high level client relationships with very senior global leaders.
• Supervisory/Line Management: Team Leader/Mentor for Executive Assistants throughout EMEA region and daily interaction with global EA’s – flexibility with regard to working hours to accommodate the different time zones (USA/EMEA/Asia).
• Compliance Officer/Company Secretary support:  Updating the Company’s listing of Directors with Corporate Dept.  Advising the same of any changes in management.  Dealing with various company and entity Incorporations.  Supporting in the submission of Tax Returns and ensuring HRMC Policy compliant.
• Accounting:  Expenses reconciliation, ex-pat relocation reimbursement, invoicing, supplier payments.

• Traditional PA/EA support to Senior Executive Team members – CEO, CFO, MD’s, Non-Exec Directors and full SIF Team at the FSA.   First point of contact and efficient gate-keeper.
• Full Microsoft Office suite to include email management, Powerpoint presentations / marketing pitches, excel spreadsheets and database/website maintenance. (Int-Adv skills)
• Proficient in arranging international travel to include arrangement of visas, currency and provide detailed itineraries.
• Experienced Minute-Taker and extensive experience of verbatim minutes.  Effective distribution of the same, action points and follow-ups in a timely manner.

February 2008 – August 2010:  Seven Energy, London - Executive PA/Office, Facilities Manager to Executive Management

• Setting up of policies and procedures in relation to a new branch of a start-up UK branch of an oil and gas company
• Supporting CEO, CFO, all other Executive Management Directors and team in planning, directing, managing and co-ordinating day to day business activity within the EMEA region.
• Private PA support to extremely HNWI’s in relation to families and household staff, private jet hire, schooling.
• Experienced Minute-Taker and extensive experience of verbatim minutes.  Effective distribution of the same, action points and follow-ups in a timely manner.
• Project Management:  Project Manager for office relocation/fit out.  Sole responsibility for finding suitable office premises, extensive contract negotiations, creating Schedule of Works for full refurbishment.  Project delivered within specified timeframe and within allocated budget of £3 million.  Experience of CAD drawings, installation of M&E and IT infrastructure to include comms room and ensuring adherence to Building Regulations.
• Project Assistant in the creation of a West African distribution centre converting gas from oil drilling into usable domestic gas.  Key in extensive contract negotiations for the supply of the domestic gas to neighbouring communities and the creation of investor pitches to gauge interest.
• Experience in Supplier contract negotiations and obtaining good commercial discounts in relation thereto from office supplies, building security through to corporate hotel rates.
• Website/Intranet creation and maintenance.
• Facilities Management: Health & Safety Certified Officer.  Resolving issues and ensuring Company adherence to Guideline / H&S Regulations.  First Aider.  Fire Awareness Officer/Fire Warden.  Nominated Security Alarm company key holder.
• HR Duties:  Interviews, On-board Staff Inductions, Appraisals, Exit procedures.  Maintaining personnel files, scheduling performance and salary reviews.  Assessing training needs and adherence to professional standard training needs for Senior Level Executives.  Maintaining an accurate recording of all holidays, sickness and training.
• Events Management:  Organising webex and conference calls.  Organising Executive Team Leadership meetings in various locations with detailed itineraries.  Attending the same to help with minute taking, presentations, action points and logistics.  Carrying out research and ad hoc projects from inception through to final stages which included hosting many corporate events, company away days and team building events.  Arranging full Board Meetings.  Preparation and distribution of Papers prior to meeting.  Ensuring video link operational for overseas participants.
• Supervisory/Line Management:  Team Leader/Mentor for Executive Assistants throughout EMEA region and daily interaction with global EA’s – flexibility with regard to working hours to accommodate the different time zones (USA/EMEA/Asia).
• Successfully building and maintaining high level client relationships with very senior global leaders, VIP’s, Government Officials.
• Compliance Officer/Company Secretary support:  Updating the Company’s listing of Directors with Companies House and advising of any changes in management.  Dealing with various company and entity Incorporations.  Supporting in the submission of Tax Returns and being HRMC Policy compliant.
• Accounting:  Expenses reconciliation, invoicing, supplier payment, Budget Management (to include £20k monthly corporate card)

September 2007 – December 2007:  Sony BMG Music Entertainment (Int’l) Ltd. London - PA to SVP & European Counsel

• PA to Senior Vice President & European Counsel in the Worldwide Legal Affairs Dept.

September 2006 - July 2007:  Towers Perrin, London - PA to Head of Legal & Legal Resources Dept. PA to Head of Legal and team of 6 in-house lawyers of a global organisation, including both the Data Protection Officer for Europe and Asia and the Global Compliance Officer.

• Traditional PA/EA support to Senior Executive Team members.
• Drafting commercial contracts, software licences, dealing with all Data Protection/employment issues within Europe and Asia i.e. compromise agreements and disciplinary disputes.
• Organising from inception European Training Seminars in 6 different countries for 2,000 plus attendees within a 2 week timeframe to comply with Regulatory direction.

June 1998 – August 2006:  Twilight Office Services, London & Bristol. Senior Legal Secretary/Executive PA

• London:  Mitsubishi UFJ Securities International Plc, Baker & McKenzie, Berrymans Lace Mawer, Mayer Brown Rowe & Maw, Finers Stephens Innocent, Universal Productions, Magrath & Co, Middleton Potts, Quastels and Winward Fearon.
  
  
  
  • Bristol: Veale Wasbrough, Osborne Clarke, Mewburn Ellis, Allen & Partners and Davis Wood.Traditional PA/EA support to Senior Executive Team members – CEO, CFO, MD’s, Group Presidents, Non-Exec Directors
  • Knowledge in the following Areas of law: Corporate, Commercial Litigation, Antitrust/Competition law, Property (Residential/Commercial), Media/Entertainment, Insurance, Intellectual Property, Employment, Family, Private Client.