Jess O'Dell

Was bought on board to support the CEO of POML, the COO and the newly on boarded VP of offshore logistics. Also part of my role was to help them with their diversity and inclusion as they are finishing their culture integration as Topaz merged with them the year before. I also designed and commenced the construction of a communal office space. My other tasks included but weren't limited to:
- Travel plans for all Executives and the CEO
- Chartering private jets
- Liaising with governments to obtain travel exceptions
- Arranging meetings with Presidents and Prime ministers of countries and working with their respective teams to ensure all security requirements are met
- Expense reports
- Calendar management for the CEO and COO
- Preparations of reports and presentations for board meetings and external meetings
- The organising and taking the lead liaising with customer and client events.
- Writing and publishing the CEO's Social media on multiple platforms
- Acting as the buffer between the communications team and the CEO. Ensuring the messaging and stories they are developing are inline with the CEOs vision.
- Creating new initiatives to develop with HR to be implemented in the company to support the culture plan
- Working with head of HSSEQ to arrange the new seating plans for the nee office plan and the original office to adhere with COVID restrictions when reentering the office
- Presenting the plan of the Communal workspace to the CEO getting approval to then design procure and start the construction of said project

Marketing Specialist:

- I have been the lead for the pillar of Determination in our Diversity and Inclusion project since 2019 within this time I have been creating an online learning platform for our team members to become more aware of people of determination. Also I have been working directly with HR to create a hiring scheme for people of determination.
- Running internal events for over 2000 team members this included a 1300 person attended event “FedEx has Got Talent” where I headed up and managed a team of 8 and coordinated multiple external vendors. ATP tennis Sponsorship event, I was on the ground running the event for two years.
- Organizing the FIFA Europa league sponsored event in Baku, Azerbaijan from Dubai. This included liaising with the European office and FIFA themselves.
- Planning and running events yearly for International Woman’s day, with external speakers.

As an assistant to the Vice President of Marketing and Customer Experience, the Managing Director of Customer Experience, the Managing Director of Marketing, Senior Manager of revenue and pricing and Communications Manager:

- Arrange business itineraries and coordinate all other travel requirements.
- Maintain calendars, arrange meetings internally and externally. This regularly requires coordinating with team members and executives across the globe.
- Receive and screen incoming calls. Resolve issues and refer complex situations to appropriate level as circumstances warrant. Initiate calls, return calls or forward messages as required.
- Receive and assist visitors as necessary.
- Sort, read and annotate incoming mail, compose correspondence and reports for own or executive's signature as directed and maintain follow-up as needed.
- Work on initiatives and projects within the Marketing, Communications and Customer Experience projects.
- Relieve the executives of various administrative details using initiative and judgement to ensure matters requiring attention are referred to delegated authority.
- Compile and compose our departments weekly report to be sent out globally
- Maintain budget and expense account records, financial records and confidential files. Initiate necessary paperwork, forms, for daily office operations, e.g., invoices, purchase orders, facility work orders and related documents.
- Organize and maintain files.
- Process, coordinate and follow-up with accounting for invoices and expense reports. Review various reports such as budget variance and department specific reports for accuracy and advise the Vice President of discrepancies.
- Research and extract information and supporting data in preparation for meetings, work projects and reports as required.
- Take authorized action during Vice president's absence and use initiative and judgement to ensure matters requiring attention are referred to delegated authority or handled in a manner so as to minimize effect of executive's absence.
- Maintain the VP’s internal social media page.
- Training of other assistants when newly hired and hosted training in planning events.
- Planning entertainment, dinners and hotels for guests when hosting conferences and celebratory events.

Organise personal and professional calendars and supplied reminders.
Coordinated flights and accommodation, both for business and family trips.
Visa and other travel arrangements for clients traveling to the UAE
Type documents, compiled information for meetings, taken notes in meetings.
Handle incoming and outgoing correspondence, including post and email.
Screen telephone calls and inquiries and directed them as appropriate.

Private Assistant:

My position was not limited to the below tasks, as being a private assistant you are there to ensure the smooth running of the household and handling everyday situations as they arise.

Managed an active social schedule including but not limited to private events, school functions and other personal appointments.
Handled communication with the school, and liaising with the Nanny.
Arranging travel, accommodation, pet care and transportation for the family. Also organising travel visas for staff who would be accompanying them.
Ensured payment of household bills and kept up to date files of outgoing payments.
Assisted with organizing private functions, and running other personal errands
Coordinated deliveries and oversaw home refurbishment and garden renovations.

Employed as an Assistant to the Director of Promotions. Promoted to Business Development and Events Coordinator.
Tasked to increase the client base whilst maintaining existing clients.
Successfully introduced a number of clients including; Adidas, Formula 1 Abu Dhabi, North Star Yas Island and Arwa water.
Managed a six week event for the 2014 FIFA World Cup with Adidas, Budwiser and Playstation, this included the opening and running of 7 official venues with a team of 50+ staff who I personally trained and supervised.

My responsibilities included; making travel arrangements for all staff and arranging their Visa documentation for the PRO, working at the Reception Desk, ensuring phones and enquiry mail were answered/transferred in a courteous and professional manner. Maintaining stationary stock and ordering new as and when needed. Promoted to the HR department, making applications to schools for new employees, assisting with housing contracts and residential visas, scheduling and managing meeting rooms, arranging hospitality when necessary and hotel bookings within Dubai for VIP clients.

Managing the reception and providing advice and support for a reception team receiving over 1000 people daily. My role included school tours for potential parents and answering a wide range of questions, the creating of a school Facebook page, producing and publishing a weekly Newsletter in addition to reviewing and updating the school website.
While managing the Reception, I worked closely with the Registration Department completing registrations for new students, following up documentation and telephoning to confirm parent’s acceptance of a place for their child.
I was further tasked to manage the Head Master and Deputy Head Master’s diaries and review CV's.
Assisting the Operations Manager to devise a Fire Evacuation Plan for more than 1, 500 people from the buildings, for acceptance and approval of the Civil Defence.

My role included organising schedules and assisting with high priority guests, including celebrities and Royal Families. I assisted and supported children and their parents from Nursery to Middle school, answered the telephones and helped arrange School Educational Visits. I enjoyed working to deadlines, often ghost writing and editing the school Journal.