Personal Assistant to CCO, CFO & CTO
OSN
Total years of experience :15 years, 6 Months
• Extensive internal and external diary management for the CCO, CFO & CTO
• All travel arrangements including flights, accommodation, visa's, transfers, restaurant bookings and itinerary planning
• Email monitoring, filtering and meeting organisation
• Screening phone calls, enquiries and meeting clients at all levels of seniority
• Liaising with 3rd parties for NDA issuance, contract signing and uploading into internal SOCA system
• Office management and supporting of all 9x direct departmental heads
• HR support (i.e. appraisal process management, annual leave, sickness, assisting with escalated HR issues such as grievance and disciplinary matters, recruitment and payroll)
• Research and information gathering for senior ad-hoc tasks
• Organising international banking meetings for our CFO
• Providing the upmost discretion and confidentiality for all executive tasks which are assigned to me
• Document preparation - reports, briefings, correspondence, memo’s, PowerPoint presentations and minute taking and distribution to core management team
• Organising meetings and corporate events such as business dinners and social activities
• Coordination of external complaints via correct internal HR processes
• Scheduling and following up on Performance Reviews including Self-Appraisal's
• Manage Visa Applications for international travel of all staff using our in house system Fraxion
• Ensure new starter induction is carried out and process relevant documentation through the correct business channels
• Maintaining electronic filing on internal server of all official company related documentation
•Filtering new client event briefs
•Organising team brainstorms for ideas and themes on how to create the event
•Researching ideas through using pinterest or social media for awareness
•Implement the ideas researched into an event presentation for client review
•Source new suppliers to work in making a successful event
•Liaise with suppliers for product items and manage quotes for signatory and approval
•Create clients budget from recently sourced quotes and invoices for client approval
•Assist with client meetings both verbally and in house
•Act as a constant filter between client and supplier for maximum client satisfaction
•Source and maintain all permits and permissions required to deliver the event
•Organise event insurance for all events
•Prepare production schedules
•Manage all delivery of supplier items and ensure that set up is according to client re-quirements
•Feedback on each event and provide a debrief on any problems, achievements and learning’s for the future
•Apply and oversee the employees Visa process and renewals
•Monthly Payroll and supplier payments
•Provide and source event insurance once requests by Project Manager
•Coordinating the office sickness, annual leave and lieu day structure
•Handling and distributing the office petty cash requests
•Raising staff project expenses and consolidating expense receipts
•Chasing supplier invoices after receiving approved quotations
•Raising supplier cheques and arranging collection
•Entering the status of supplier and clients invoices into SAGE
•Handling all banking methods for the company: E-dirhams, cheques, telegraphic transfers
•Managing the upkeep of the Business: license, office contract, public liability insurance, NOC’s, compliance, access cards
•Annual audit support coordinator with external Auditor
•Management of smaller projects from planning to implementation and de-brief
•On-site support at events - managing external staff, supervision of third party suppliers, production and installation / breakdown management
•Team support for pre-qualifications documents
• Schedule departmental meetings, conferences and travel for studio Director
• Maintain good liaison with all departmental heads and other external business contacts
• Follow up with staff on ongoing projects and assignments
• Compose memos, letters, emails and notes when required
• Receive calls on behalf of office Director and convey messages
• Prepare agenda's for meetings
• Maintain confidentiality of all types or documents and projects
• Arrange travel and expenses
• Documentation Control of all letters, memo’s, transmittals
• Issuing confidential NDA’s for new project contractors and supplying to the relevant design department once approved
• Processing purchase orders and maintaining accurate customer account information using high attention to detail
• Releasing Nintendo product to suppliers using Diane
• Liaising with suppliers daily to provide ETA’s, updates and resolving queries
• Developing strong relationships with external customers and suppliers as well as internal NUK & NOE colleagues
• Attending on and off site meetings with the account managers
• Provide accurate shipping data/reports as required to help monthly targets
• Monitor and administrate the samples system on a daily basis ensuring that Nintendo product is delivered to Journalists and key retailers and providing monthly reports when required
• Ensure all confidential records and procedures are accurately maintained according to internal audit controls (JSOX)
• Proactively collaborate with other departments on ad-hoc cross departmental projects (Zelda Project Team)
• Liaise with other areas of the business to ensure any requested samples are delivered without delay
• Provide holiday/sickness cover where needed to team members
GCSE’s passed in the following: - English Literature - English Language - Mathematics - Science - Child Development - P.E - Catering