EXECUTIVE SUPPORT / OFFICE MANAGER
Impact Porter Novelli
Total years of experience :15 years, 11 Months
Assist in formatting new business presentation and preparation
•Prepare clip reports and summaries as needed by team
•Balance workload between account staff to ensure that all work is accurate and completed within established deadlines
•Support office development/work, as directed
•Cross reference, approve, and forward invoices to the Accounting Department
•Arrange business travel
•Manage overall office set up and up keep
•Perform other administrative tasks as assigned
Answering telephone, screening, directing calls, taking and relaying messages
•Completing class registers daily and recording late and absent students using Engage software
•Calling families in order to verify reasons for absent pupils
•Liaising with school nurse regarding medical absences
•Updating lists, records and contact details for staff and students
•Greeting visitors and assisting with all queries
•Providing general administrative and clerical support
•Tidying and maintaining the reception area
Organising Interviews for hiring managers
•Collating and preparing candidate documentation for client approval
•PA duties
•Focal point for all AMEC employees on the project
•HR admin
•Supervising admin staff
•Streamlining current recruitment and mobilisation processes
Complex diary management (personal and business)
Screening emails for CEO
Organising meetings with Government bodies
Preparing Board packs and collating relevant papers for all the other Boards the CEO was a member of
Uploading and ensuring all relevant documents are on SharePoint
Reconciliation of expenses and credit card for CEO
Booking all travel arrangements
Senior level PA role supporting the CEO and COO in busy, hands-on role, in addition to this covered all aspects of office manager duties. The role involved having a sixth sense to pre-empt demands of the business.
Key Achievements
•Project management of design and fit out of new premises, including the office relocation.
•Successfully coordinated Sports Day event with over 350 attendee’s within £30k budget.
Responsible for:
•Complex diary management, Interface with Executive Management Team, Investors, Funders, extensive liaison with portfolio companies and other key contacts, Make travel arrangements/plans (national and international, Hotel bookings)
•Reconciling expenses for CEO and COO
•Prepare presentations - editing/producing company presentations, including monthly board presentation
•Review of company expenditure to reduce costs where possible under office management budget
•Awareness of business operations/strategic initiatives
•Manage corporate gift program/celebration
•Personal work for the CEO
•Management and Administration of Customer Contracts and Supplier contracts, including the re-tendering
and renewal process
•Co-ordinating investor requirements including information requirements and ensuring all reporting is provided in a timely manner, including monthly Board Pack
•Managing Group related projects and events (e.g. conferences, sports day etc) as and when required.
•Recruitment of administrative staff; Responsible for line management of receptionist and temporary admin staff.
•Petty cash reconciliation
•Attending tenants meeting and liaising with building manager for any problems relating to office space and communal areas
•Insurance Matters - Co-ordinating the Insurance renewal process and policy information requirements throughout the year
• Administering the information requirements for all legal claims in line with Group procedures
• Liaising with Brokers and insurers as and when required
•Vehicle Fleet Management - Managing all new vehicle requirements with the business managers
• Ensure all Road risk policies are adhered to and;
• Liaising with the contract hire company to ensure the fleet is managed efficiently
•Responsible for telephony issues across the group including mobiles, fixed lines and maintaining supplier relationships with BT and Mobile Phone Provider
•Facilities Management - Ensuring all aspects of the facilities within office run smoothly and efficiently. i.e. building maintenance, telephones, utilities etc.
Support the MD by undertaking administrative and secretarial duties: Organise travel arrangements, e.g. Travel and hotel bookings, diary management for MD and Regional Manager, putting together board reports and weekly reports, preparing presentations for board and conferences
Compile management information, figures and fee breakdowns for S&M
Dealing with incoming enquiries by email and telephone, and distributing to relevant offices
HR administration - organise new starters, referencing, offer letters, log ins and training
Facilities management, office moves and ensuring office is maintained professionally at all times
Supervision of Administrators/Receptionist
Responsibility for the overall coordination and administration of GP VTS recruitment
First point of contact for applicants, trainers and course organisers in relation to GPR, VTS recruitment issues.
Administrative support to the Deputy Dean, including travel arrangements and any general duties.
Career advice for potential GP VTS trainees
Organising and running Selection Assessment Centre’s
Cost savings on venues used for Selections Assessment Centre (this year saved £7.5k)
Sourcing suppliers for all areas of recruitment including photocopying, courier services
Supervision of Recruitment Admin Team as well as Departmental assistant
Collation of data for website and application information
Long listing of applicants and coordination of short listing
Collating and analysing of all data after Selection Assessment Centre
Member of Recruitment Steering Committee
Writing and updating of Policies and Procedures for Recruitment
Attending National Meetings on behalf of Department in relation to Recruitment and National policies
All recruitment within the company (executive level, senior managers, country managers, city managers, branch managers, tellers, administration staff) at an international level.
•Interviews and employee screening at an international level.
•All contractual matters regarding international employment law in the following countries: Belgium, Czech Republic, France, Hong Kong, Netherlands, Spain, U.K. & U.S.
•Liaising with senior management on all human resource/recruitment issues
•All employee disciplinary matters including written verbal disciplinary actions and dismissals.
•Researching new developments in employment law, international pay scales.
•Implementation of a payroll system including the design and development of a personnel database
•Updating all HR policies and procedures
•Project management
•Responsible for all Health and safety and facilities at all sites across the company
•Sourcing best available suppliers on a regular basis to ensure savings to company
Specialising in Human Resources in final year