Louise Sweeney

December 2016 - Present
Executive Assistant / Office Manager: SEVEN CAPITAL INVESTMENTS LLC, Dubai, UAE

Recruited to set up and manage the International Sales Office, my duties include creation of office policies, procedures and office systems alongside:
▪ Being available for The Director on a 24/7 basis
▪ Arranging worldwide travel, visas and accommodation for CEO, Director, senior managers and members of the sales team, and travelling with the Director, as necessary, at short notice
▪ Maintaining complex international calendars and arranging meetings, events and conference calls across different time zones
▪ Building relations with the Director's contacts and network globally
▪ Providing personal support to The Director in relation to appointments, vacation and other personal matters as required
▪ Coordinating corporate, client and staff entertainment events
▪ Producing sales pack documents and presentations and ordering brochures and presentation material
▪ Arranging and attending weekly Executive and Sales Team meetings, taking, typing and disseminating minutes
▪ Assisting in recruitment and processing of visas and insurance for new staff and producing offer letters and contracts
▪ Liaising with the PRO company to ensure the business meets UAE law
▪ Monthly updating of staff salaries, commissions, annual leave and sickness records
▪ Responsible for the business credit card and petty cash; recording detailed monthly expenses breakdown and processing invoices, budgeting
▪ Coordinating with the international offices
▪ Constant CRM training, producing reports from the CRM system, training other members of staff
▪ Managing confidential and sensitive information with the strictest discretion

▪ Serve as primary contact with clients during office visits, organising extensive travel plans and accommodations in the areas of flights, hotels, private jets, drivers, and visa applications.
▪ Travelling with Director when necessary
▪ Provide set-up of video conference calls across various time zones and involving a wide range of attendees globally.
▪ Maintain superior levels of confidentiality throughout completion of secretarial and administration assignments.
▪ Author, edit, and review confidential correspondence / documentation as well as prepare comprehensive reports and perform all aspects of diary management.
▪ HR Assistance, leave management, initiating merit increases, job assignments, permanent transfers, job/housing relocations
▪ Coordinating regular events, planning and overseeing certain client visits, including, travel, security, liaising with guests, hosts and updating the diary, on hand event support with guests when required.
▪ Copy and type letters, memos, emails, agendas, and schedules in addition to paperwork for meetings and detailed notes as well as phone messages.

Worked closely with property team in attainment of daily business objectives and office administration including all aspects of diary management, property database management, website content updates and expense control, planning and organisation of events, meetings and property viewings.

Office Manager Duties:
▪ Managing diaries of CEO and team of directors and senior managers
▪ Delivering administrative support and coordination, including extensive travel arrangements in the areas of flights, hotels, private jets, drivers, and visa applications, complex itineraries and agendas, international conferences, client relations, property management, contractors’ booking, documentation reporting, presentations, marketing, bidding, tendering, banking, finances, errands, purchases, special events, inventory control and record keeping
▪ Facilities Management, utilities, arranging repairs and maintenance, implementing and renewing maintenance and security contracts
▪ Carried out residential and commercial property viewings
▪ Management of various financial accounts/systems including CEO’s business and personal expenses
▪ Built talented team of administrators through recruitment, hiring, training, and coordination
▪ Creation of office policies and procedures
▪ Delegating work to staff and managing their workload and output
▪ Optimised company presence on social media sites through content management
▪ Spearheaded business relocation, including implementation of new IT and telecommunication systems.

Private PA Duties (on a 24/7 basis):
▪ Dealing with all travel arrangements both business and personal
▪ Monitoring all emails and responding on behalf
▪ Managing personal diary, bank accounts, credit cards, expenses, investments
▪ Managing personal tax, insurance, book- keeping, renewal of racing license, firearm certificates and professional memberships
▪ Managing UK and international property portfolio
▪ Dealing with repair, maintenance and insurance of collection of classic cars and other family vehicles including arranging/organizing track days, test days and events and liaising with co-drivers and mechanics
▪ Arranging valuations, insurance, fitting and keeping full inventory of both personal and company art and artefacts
▪ Dealing with and managing post, utility bills and correspondence for all properties
▪ Coordinating family holidays and racing and shooting trips abroad
▪ Purchasing personal household items including furniture and technology and sourcing hard to find items as necessary
▪ Managing extended and close family gift purchasing and special occasion planning
▪ Carrying out domestic duties including managing household accounts, liaising with private school and household staff.