Olivia Mallya

As an EA & Operations Associate at Shackle, I work closely with the C-suite to ensure seamless
day-to-day operations and strategic execution across the business. My key responsibilities include:
• Business Administration & Office Management: Manage licence renewals/amendments,
liaise with the DDA, handle contract negotiations, and lead office management including
relocations.
• People & Operations Support: Oversee key employee processes such as visa setups/
cancellations, medical insurance coordination (UAE & UK), and final settlements. Manage payroll
and HRIS systems, run quarterly employee surveys and 1:1 check-ins, and organise staff events
to support team engagement.
• Executive Projects & Stakeholder Coordination: Manage employee stock option agreements,
coordinate with legal counsel on documentation, and maintain accurate records for current and
former staff.
• Board & Leadership Support: Organise board meetings, prepare agendas and minutes, and
support governance and executive coordination.
• Project Support & Strategic Initiatives: Provide operational and administrative support across
various internal projects, contributing to research, process development, and cross-functional
collaboration.

Key Achievements:
• Contributed to the development early launch of Club Shackle, a new initiative
leading market research, hotel partner as part of a lean

Supporting the CEO of a prestigious 5-star luxury hotel, I provided comprehensive executive and
operational support across various business functions:
• Executive & Business Operations: Managed complex and ever-changing calendars,
travel logistics, and strategic priorities for the CEO, ensuring smooth operations across
multiple projects.
• Property & Asset Management: Oversaw the management of luxury property portfolios,
ensuring maintenance, guest relations, and operational efficiency.
• Event & Travel Coordination: Plan and execute high-profile events, from strategy to
execution, ensuring impeccable guest experiences.
• Financial Administration: Handle all executive expense reporting and financial
documentation.
• Cross-Departmental Support: Assisted with multiple departments, including marketing,
guest relations, and charitable initiatives.

• Executive Administration & Coordination: Managed complex schedules, meeting
coordination, and office management, ensuring a smooth flow of operations for senior
leadership.
• CRM System Implementation & Improvement: Introduced and managed the
implementation of a CRM system, improving internal efficiencies.
• Event & Office Management: Supported key events and sourced office spaces,
contributing to the operational expansion and growth of the company.

Supported the founder of a growing hospitality business, focusing on both operational and
business development tasks:
• Investor Relations & Business Planning: Assisted in developing pitch decks and
conducted market research to attract investors.
• Event Coordination: Managed logistics for high-end private events, including guest list
coordination and hospitality services.
• Operational Support: Provided strategic insights to improve event execution, helping to
drive brand recognition and client satisfaction.

As part of the events team, I evolved from administrative support to actively managing and
coordinating luxury events:
• Event Planning & Coordination: Played a key role in planning and executing luxury
events, ensuring every detail aligned with the high standards expected at The Ritz.
• Client Relations & Engagement: Cultivated strong relationships with clients, ensuring
exceptional service and repeat business.
• Vendor & Supplier Management: Negotiated with suppliers and ensured smooth logistics
to deliver seamless event experiences.

Supported the property sales team in an administrative capacity:
• Client Interaction: Coordinated client meetings and property viewings, ensuring a positive
client experience throughout the sales process.
• Marketing Support: Assisted in creating property advertisements for both local and
national publications.
• Office Administration: Provided general administrative support, contributing to efficient
office operations.