Administration Manager / Executive Assistant
GENYX
Total years of experience :25 years, 2 Months
Administration Manager for a team of 11, with one direct report. GENYX is a consultancy firm that assist Global corporations in the areas of assessment, engagement and alignment.
Main achievements:
Implementation of an Outlook based booking system
Creation of a comprehensive client database that is accessible on all PC’s and handheld devices
Implementation of a fully-functional expense/recharge system to boost revenue
Led an office refit to assist with our organisational challenges and boost team morale
Administration Manager Responsibilities:
IT and Digital: Set-up of new joiners - configuring software, creating e-mail accounts, relevant log-ins and mobile devices. In addition, I am the main contact for our IT requirements and often responsible for providing short-term solutions until our main technical team can schedule the maintenance
Human Resources: Annual leave requests/balances, sickness log, offer letters, end-of service calculations and equipment handover
Healthcare Insurance: Submitting healthcare claims to insurance provider, tracking status and disputing refused claims
Business Visas: Collating the required documentation, compiling confidential non-objection letters/certificates and overseeing all applications
Facilitation Logistics: Solely responsible for our booking system, confirming consultants availability, liaising with clients regarding international travel requirements and site-visits
Suppliers: Maintaining relationships with our business suppliers (healthcare insurance providers, travel agents etc.) and negotiated new payment terms and discounts for our organisation
Brand Management:
A key-player in the design and content of our recently launched website, managed site overhaul, developed content for the new site, both written word and visual
Developed brand guidelines for the business - set-up templates for all internal/external documents. Maintaining presentation and branding quality across all marketing materials
Proof-reading and extensive formatting of PowerPoint reports
Design and content of marketing campaigns (eShot) and analysing recipient data/behaviour
Other Responsibilities:
Executive Assistant to the Managing Director - diary management, overseas logistics (travel, accommodation, visa, currency), meeting preparation and personal matters such as renewing rental contracts, arranging property maintenance, family vacations and events
Monitoring proposals that are in the market - initiating follow-up, agreement of terms and signature of confirmed facilitations
Content preparation of our weekly team meeting presentation, which details important client updates from the previous week. I am then responsible for transcribing minutes, highlighting key actions and distributing to the team
Executive Assistant for 2 Partners and 3 Directors. Tristan Capital Partners are a real estate investment management company, specialising in investment strategies in all property types across the UK and continental Europe for select institutional and private investors.
Executive Assistant responsibilities:
All travel arrangements for international road-shows. Logistics include booking time and cost effective travel, ground transportation, hotels, visa requirements, foreign exchange, meeting packs and client entertainment
Marketing responsibilities: brand management for all corporate presentations and logo usage; creating advertising artwork for trade publications; website design and content management; distribution of press releases; event artwork and signage
Client Relations responsibilities: co-ordination and production of quarterly/annual reports for Funds with our Fund Operations team; maintenance of contact information on all clients and their advisors within our client database
General administrative duties: expenses, FX reconciliation, diary management, e-mail and letter drafting, filing and maintaining contacts
Personal errands for team: restaurant/theatre bookings, household workmanship, art exhibitions, formal and informal parties/events
Event Planning - organising and executing the following major events:
Fund Investor Meetings - Bi-Annual with 65 people per event over the course of two days:
- Choosing suitable venue that caters for our meeting requirements such as capacity, technical set-up, location etc.
- Co-ordinating schedules for all guests - booking hotel accommodation, airport transfers, dietary requirements and meeting packs
- Arrange social activities such as formal/informal dinners and lunches; golf, walking tours, archery lessons and general team-building events
Party at MIPIM Real Estate Conference in Cannes, France - a fun event for approx. 250 investors and business partners
- Liaising with a decoration company to achieve our desired theme
- Working with the venue team on menus, signature cocktails, security, timings for party reveals, DJ playlists, party accessories and dressing-up items for our guests
- Maintaining all budget costs
- The last 2 MIPIM parties I have arranged have made coverage in the Times and Sunday Times
Charity Golf Day - Approx. 200 people per year
- Working with prestigious venues such as Wentworth, Gleneagles and Sunningdale
- Co-ordinating tee-times, handicaps, golfing equipment with a professional golf events company
- Sourcing prizes for silent and live auctions to raise money for the Black Heart Foundation
- Menu choices, table plans, on-site logistics, staffing etc.
Supervised and prioritises the Department’s workflow to ensure deadlines are met, resources are
cost-effectively used and optimal service levels were maintained
Supervisory duties included dealing with client complaints, organising staff resources (e.g. holiday, overtime), problem solving and coordinating ad-hoc projects within the team
Liaised with the computer graphic specialists (e.g. conveying urgency, obtaining feedback on work in progress and relaying instructions from the client)
Ensure vigilance when dealing with sensitive or confidential documents
Maintaining a professional manner in a very pressurised and stressful deadline driven environment
Created, edited and formatted pitch-books, screen-shows and presentations to a high standard within the companies’ standard templates and non-standard bespoke design templates from handwritten notes and diagrams
Proofing and quality-auditing work for colleagues to ensure a 98% benchmark of clean/minimal error presentations
Trinity Mirror plc is the UK's largest newspaper publishers, with an award winning portfolio including five National newspapers, 150 Regional newspapers and 500+ digital products.
I was based within the Corporate Communications department which has overall responsibility for Investor Relations, Media Relations and Internal Communications.
Corporate branding:
Updated and modernised existing business logos to reflect the new branding
Introduced new styles for corporate presentations, letterheads, compliment slips, business cards, recruitment advertisements, signage, staff induction packs, legal documentation, memorandums, fax headers, press releases, invoices, purchase orders and forms for each business and newspaper office
Conducted research into possible printers and manufacturers using a variety of print tests, paper stocks and finishes to source best suppliers and ensure highest quality at lowest cost, this resulted in saving the company £60, 000 in annual printing costs
Responsible for the authorisation of all artwork produced across Trinity Mirror to ensure the corporate brand is being used correctly
Additional design projects:
The design, editing and production management of the Interims and Preliminary results presentation. They both involved in-depth discussions with the Chief Executive and Finance Director to create clear and interesting presentations attractive and comprehensive to all audiences
Investor reports and providing support on their Annual Report and Accounts. Sourcing all pictures and imagery required and providing creative input
Production of artwork for all their internal and external corporate events including signage, display boards, invitations, table plans and settings, brochures, hand-out materials, menus, name cards, etc.
Website design:
Designed staff intranet and various content sharing portals around the Group, specifying all layouts, typefaces, style sheets and guidelines for administrators/developers
Close consultations with design agencies for the creation of the corporate website
Maintain both the corporate website and staff intranet site with up-to-date content, artwork, logos, and imagery
Typesetting and production of recruitment advertisements, corporate brochures, leaflets, posters/banners, signage and company benchmark surveys
Creating style-sheets and master pages to ensure accuracy, and consistency throughout all corporate material and brochures produced
Co-ordinating with clients, publications and printers to ensure a smooth approval process
IT and Digital: Set-up of new joiners - configuring software, creating e-mail accounts, relevant log-ins and mobile devices. In addition, I am the main contact for our IT requirements and often responsible for providing short-term solutions until our main technical team can schedule the maintenance
Human Resources: Annual leave requests/balances, sickness log, offer letters, end-of service calculations and equipment handover
Healthcare Insurance: Submitting healthcare claims to insurance provider, tracking status and disputing refused claims
Business Visas: Collating the required documentation, compiling confidential non-objection letters/certificates and overseeing all applications
Facilitation Logistics: Solely responsible for our booking system, confirming consultants availability, liaising with clients regarding international travel requirements and site-visits
Suppliers: Maintaining relationships with our business suppliers (healthcare insurance providers, travel agents etc.) and negotiated new payment terms and discounts for our organisation
Brand Management:
A key-player in the design and content of our recently launched website, managed site overhaul, developed content for the new site, both written word and visual
Developed brand guidelines for the business - set-up templates for all internal/external documents. Maintaining presentation and branding quality across all marketing materials
Proof-reading and extensive formatting of PowerPoint reports
Design and content of marketing campaigns (eShot) and analysing recipient data/behaviour
Other
B Grade: English Language, Physics, Chemistry, Biology C Grade: English Literature, Maths, History D Grade: German