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Helena Vellas, Manager of Workplace & Real Estate Management, Europe

Helena Vellas

Manager of Workplace & Real Estate Management, Europe·William Blair

United Kingdom

Master's degree, Psychology

Work experience

Total years of experience: 8 years, 8 months

Manager of Workplace & Real Estate Management, Europe

October 2019 - March 2020

William Blair

London, United Kingdom

October 2019 - March 2020

• Line management: appraisals, guidance & mentoring, assisting with PDPs
• Ensuring team objectives & KPI’s are relevant and reached
• Recruitment and staffing of Front of House team
• Support Unit Lead and part of the Operations Committee
• Extensive liaison and relationship building with clients, contractors, landlord & staff
• Review office expenses and approval of invoices, analysing & reporting
• Managing contracts and commercial negotiations (e.g. cleaning, maintenance, suppliers) and making recommendations to the Leadership team
• Oversee all office administration services such as desk moves, furniture updates, repair & maintenance, meeting/conference room services & general office operations
• Liaising with the marketing, hospitality, and travel departments in the US to supervise the implementation of promotions and events in London
• Driving initiatives from headquarters such as implementing systems to keep services consistent across all the offices
• Develop & implement processes and procedures:
o Full workflow integration in Teams & Planner for WREM London tasks & projects
o Quarterly DSE assessments with full digital life cycle
o Online H&S training with reporting capability
o Full H&S procedures to meet regulatory standards
o Reviewed and updated cost centres and project codes for correct reporting
o Reviewed the snack program & recommended cost-efficient alternatives
• Driving the sustainability initiative by creating the Green Group London - to involve environmentally conscious employees in the evolvement of a more sustainable and eco-friendly office:
o Quarterly meetings
o Implemented environmentally friendly disposable supplies & cleaning equipment
o Desk bin removal & centralized waste management implementation
o Recycling awareness and upgrade through intervention in collaboration with Bywaters

Company industry:
Financial Services
Job role:
Administration

Office Manager & Senior EA

August 2017 - July 2019

Bluefield Partners

London, United Kingdom

August 2017 - July 2019

Office Manager:
• Extensive liaison and relationship building with clients, contractors, landlord & staff
• Line management: appraisals, guidance & mentoring, assisting with PDPs
• Managing daily business operations: internal communications, weekly stand-ups, procurement, expenses etc.
• Implementation of software applications such as MS Teams
• Overseeing procurement budgets and office services
• Managing supplier contracts and commercial negotiations (such as insurances, lease, cleaning) and making recommendations to the FD
• IT support coordinator and first level support on technical queries/troubleshooting
• Document management: archiving, member of the SharePoint migration project team; creating folder structures, UAT, Security Risk Assessment and policies
• Social media & website management: LinkedIn, Twitter and 2 company websites
• Events management - Spring Conference, Christmas Party, NYE drinks

Business/Executive Assistant:
• Senior support to the 2 (initially 3) Co-founders/Managing Partners:
Gatekeeper | Diary management | Global travel | Meeting organisation (including business lunches/dinners) | Expenses | Events organisation | PA support (event bookings, travels)
• Proofreading, binding, send-out of materials, preparing presentations for meetings, board meeting prep
• Liaising with stakeholders on behalf of the business and the Partners

HR development and administration:
• Full recruitment life cycle, onboarding
• Managing the recruitment strategy, the Staff Handbook, and Holiday policy
• Researched and implemented companywide HR Platform/System
• Learning and development: rolling out training policies, providing in-house training
• Absence management
• Wellbeing in the Workplace initiative: Created and delivered a series of "Lunch & Learn" presentations with follow up workshops for practical implementation & training, e.g. covering topics such as stress.
• Health & Safety officer: H&S training, statutory audits etc.

Project management and coordination:
• Office move
• Company rebranding

Company industry:
Investment, Securities & Funds
Job role:
Administration

Office Administrator

July 2017 - August 2017

The Capital Partnership

London, United Kingdom

July 2017 - August 2017

Temporary position

General office administration
Front of house
Ad-hoc PA support to Principal

Company industry:
Venture Capital & Private Equity
Job role:
Administration

HR & Office Manager

August 2016 - December 2016

M Restaurants

London, United Kingdom

August 2016 - December 2016

FTC

• Ensured legal compliance by monitoring & implementing applicable HR governmental requirements
• Developed guidelines and recommended HR policy & strategy plans
• Reorganised and maintained HR records by transferring to a data system
• Developed & managed employment induction and training employees in H&S
• Financial administration for expenses and sales (and full reporting), analysed data, bookkeeping, tracked expenses, invoicing and prepared payroll
• Liaison point for contractors, landlord and customers
• Stock management and office supplies
• Project Management: H&S Compliance for both restaurants. Increased the H&S Audit Score from 28% to 79%.

Company industry:
Catering, Food Service, & Restaurant
Job role:
Administration

Customer Service Associate

January 2013 - March 2014

Gout International

Netherlands

January 2013 - March 2014

• Managing a high volume of inbound/outbound calls and emails in a timely manner.
􏰀• Identifying customers’ needs, clarifying information, researching issues and providing solutions and/or alternatives. 􏰀
• Maintaining financial accounts by processing customer adjustments.
􏰀• Training new customer service representatives.

Company industry:
Travel Agency
Job role:
Customer Service and Call Center

Data System & Archive Manager

April 2007 - August 2011

Collectum

Sweden

April 2007 - August 2011

• Responded to service outages and other problems; installing; and light coding & programming
• Supervising the daily operations of document technology and archiving run by 7 staff members
• Document management and filing/archiving
• Coordinator for external consultants
• Archiving production operations: cost & revenue analyses; product comparisons; legal policy adherence
• Developed & implemented policies for the digital archive; leading courses in archiving policies and the digital archive’s function & manual
• Ad-hoc office support: CRM, post, emails, front of house & telephone

Company industry:
Economics & Financial Consulting
Job role:
Administration

Education

Brunel University

September 2016

September 2016

Master's degree, Psychology

United Kingdom

GPA (rating): Very good

GPA (rating): Very good

University Of Derby

September 2015

September 2015

Bachelor's degree, Psychology

United Kingdom

GPA (rating): Very good

GPA (rating): Very good

Skills

Relationship Management
Expert
Relationship Management
Expert
Executive Assistance
Expert
Executive Assistance
Expert
System Administration
Expert
System Administration
Expert
General Business Administration
Expert
General Business Administration
Expert
Project Work
Expert
Project Work
Expert
Office management
Expert
Office management
Expert
Executive & team support
Expert
Executive & team support
Expert
Communication
Expert
Communication
Expert
Teamwork
Expert
Teamwork
Expert
Proof reading
Expert
Proof reading
Expert
Leadership
Intermediate
Leadership
Intermediate
Independent working
Expert
Independent working
Expert
Office location move
Intermediate
Office location move
Intermediate
Event management
Intermediate
Event management
Intermediate
Data system management
Expert
Data system management
Expert
MS Office suite
Expert
MS Office suite
Expert
Time management
Expert
Time management
Expert
Problem solution
Expert
Problem solution
Expert
Operations
Expert
Operations
Expert
Material prep
Expert
Material prep
Expert
Diary & Travel management
Expert
Diary & Travel management
Expert
Purchasing/Procurement
Expert
Purchasing/Procurement
Expert
Typing
Expert
Typing
Expert
Written & Oral skills
Expert
Written & Oral skills
Expert
Organisational skills
Expert
Organisational skills
Expert
Minutes
Intermediate
Minutes
Intermediate
Mail/Email
Expert
Mail/Email
Expert
Office administration
Expert
Office administration
Expert
Document management/filing
Expert
Document management/filing
Expert
payroll
Intermediate
payroll
Intermediate

Social profiles

Personal Website
Personal Website
helenavellas.com

Languages

English
Expert
Swedish
Native Speaker

Memberships

CIPD

Associate member

November 2019

British Psychological Society

Graduate member

September 2015

Training and Certifications

Certifications
CIPD level 5 Diploma in HR Management

Hobbies

  • Horseback Riding
    Trained up to GP level dressage and qualified PSG in 2013. Coached by some of the worlds best trainers and riders such as Johan Hamminga and Michal Rapcewicz.