Executive Assistant to the Board
AMANA
Total years of experience :27 years, 6 Months
Extensive calendar management - coordinating high level meetings both internally and externally
Extensive and intricate personal and corporate travel with complex itineraries as well as organizing private cars, drivers, Visas including being up to date with Covid-19 requirements for each port of entry
Extensive inbox management, responding appropriately where necessary and flagging up urgent items
Administrative support to Executive Committee
Creating online filing systems in both Outlook and OneDrive
Minuting action points in meetings, chasing where necessary
Event coordination - client roundtables, internal strategy sessions, dinners, team building events
• Managed HBS OPM regional alumni event for Chairman from commencement to execution
Liaising with client’s EAs and building online working relationships
Negotiating hotel rates regionally and worldwide
Creating slides for client proposals and PowerPoint presentations
Gatekeeper and gateway role to each Board member
Manage Chairman’s corporate and home office (i.e., time sheets for residence personnel etc)
Manage Chairman’s extensive property portfolio (local and international)
Personal matters - booking dinners, maintaining club memberships, liaising with Chairman’s driver, helping with recruitment of nanny/maid, booking holidays, booking holidays for driver & nanny, maintaining up to date records of personal vehicles and catamaran + expense reports
Onboarding of new Executive level employees
Covid-19 Compliance Officer
Manage and mentor corporate floor Driver, Executive Secretary and Receptionist
Extensive calendar management - coordinating high level meetings both internally and externally
Extensive corporate travel
Extensive inbox management, responding appropriately where necessary and flagging up urgent items
Administrative support to IMEA Regional Leadership Team
Creating online filing systems in both Outlook and OneDrive
Minuting action points in meetings, chasing where necessary
Event coordination - client roundtables, internal strategy sessions, dinners, team building events
Managed Consul General Official Residence events and invitations
Liaising with Diplomat EAs (including those of the ‘5 eyes’ and building online working relationships
Gatekeeper and gateway role to Consul General
Negotiating hotel rates regionally and in New Zealand
Ensuring timesheets and expenses are up to date
Cultural Liaison Officer with local government
Cultural Officer within the Consulate and NZTE
Creating slides for client proposals and PowerPoint presentations
Updated entire regional Induction/on boarding programme for all new employees in the region
Personal matters - booking dinners, maintaining club memberships, liaising with the driver, helping with recruitment of CEO’s nanny/maid, booking holidays, booking holidays for driver & nanny, maintaining up to date records of personal vehicles and catamaran and skipper licenses
Event management of Annual IMEA conference
Event management of Regional Leadership Team offsites (4 per annum and overseas)
Coaching new/junior employees and building and maintaining working relationships
Problem solving for the Consul General and Regional Director
Head of Sustainability, Social and Corporate Social Committees
Extensive calendar management - coordinating high level meetings both internally and externally
Administrative support to leadership team
Preparation of Board reports and coordinating Board meetings as well as quarterly meetings and steering group meetings
Extraction of sales data from databases and summarising into word reports
Liaison COO to Chairman/CEO offices at Boardroom level
Provide gatekeeper and gateway role specifically to prominent local family
Coordinate showroom opening and vehicle launches in the region
Office Management
Extensive calendar management - coordinating high level meetings both internally and externally
Administrative support to leadership team and regional team
Preparation of Board Reports, packs, and Board Meetings
Event coordination - client roundtables, internal strategy sessions, dinners, team building events
Extensive project management and execution of HQ office refurbishment
Manage and Mentor Corporate driver and Receptionist
Extensive management of all correspondence, travel, inbox, and calendar
Administrative support to leadership and steering teams
Preparation of Board reports, packs, board meetings with strict deadlines
Management of escalation customer service process, ensuring severe customer complaints and HSE cases are dealt with timely and appropriately
Execution of Annual Supplier Summit and Annual Awards Conference
On boarding of new Managing Director from UK to Australia, including sourcing new residence and executing private events at residence
Leave/sickness cover for Woolworth’s Chief Executive Officer’s EA
Calendar management - coordinating high level meetings both internally and externally
Coordinating meetings between Head of Merchandising and both General Managers administration and high-end retailers
Managing escalated customer queries, gifts, and gratuities schedule from suppliers
Managing Critical Task Workflow schedule
Execution of Annual Supplier Summit and Annual Awards Conferences and assisted with Woolworth’s (parent company) corporate all employee annual conference
Liaise with leadership team and all merchandising departments
Leave/sickness cover for Chief Executive Officer’s EA
Extensive management of all correspondence, inbox and calendar and travel itineraries
Management of personal and private business (property in UAE, Australia, London, and vehicles)
Liaison point of Executive Steering Group (Director level) and Regional Directors and focal point of Board
Provide gatekeeper and gateway role, creating win-win situations for direct access to the MD
Preparation of Board Reports, packs, and Board Meetings
Co-ordination of AGM and support to steering group
Execution of 5-day offsite strategy conference in Arabian desert for international colleagues (USA, Australia, ME & Europe)
Management of Travel and Accommodation Consultant
TEMP. ASSIGNMENT
Extensive calendar management - coordinating high level meetings both internally and externally
Personal coordination of Head of Merchandising, GM of Hardgoods/GM of Softgoods
Managing escalated Customer Queries, gifts, and gratuities from suppliers
Managing Critical Task Workflow Schedule
Execution of Annual Supplier Summit and Annual Awards Conferences and assisted with Woolworths corporate all employee Annual Conference
Coordinated meetings with corporate leadership team
Leave/sickness cover for (Woolworths) CEO’s EA
Extensive inbox management, scheduling complex travel itineraries and coordinating all professional travel related requirements, call screening
Focal point, liaising with clients, teams, and other contacts and maintaining databases
Providing extensive support for personal and office related administration (expenses, medical claims, relocation, timesheets)
Study (project) invoicing process and study database ‘pipeline’ management
Leading the co-ordination of the FIG Leadership Practice team assistant to the FIG study groups onsite and at client site
Adhering to ‘The Firm’ guidelines of corporate business practice
Calendar management, travel itineraries and inbox, meeting minutes
Management and monitoring of subscriptions
Management of Chairman’s properties in various countries (10) including maintenance/utilities/rent/TAX
Administration of family personal business (passport/visa updates etc) recruitment (private Chef)
Working closely with Board members
Execute annual sales event (Michael Owen, Freddie Flintoff, Bryan Habana & Svetlana Kuznetsova)
TEMP. ASSIGNMENT
Calendar management - coordinating high level meetings both internally and externally
Providing extensive support for personal and office related administration (expenses, medical claims, relocation, timesheets)
Assisted in corporate launches including attendance of Christian Lacroix as the designer of one of the properties launched
Assisted in sourcing and internal design/decoration of new offices and relocation of entire office
TEMP. ASSIGNMENT
Extensive calendar management - coordinating high level meetings both internally and externally
Providing support for Sales leadership team
Providing extensive support for personal and office related administration (expenses, medical claims
Drafting and creating letters and general correspondence
At Cuisine de France my role as PA was to look after the Division Director and his immediate team of 4, who often required me to meet demanding deadlines. My role was fully administrative including the following duties: copy/audio typing correspondence, minute taking, agendas, product specification docs, product analysis and reports. Mail merges, typing personal and private & confidential correspondence; updating spreadsheets; PowerPoint presentations for marketing and proposal purposes. Upkeep of sickness and holiday records for the team. Booking simple travel for the team including hotels and transportation. I also assisted in setting of the business development ‘bake off’ for new suppliers to showcase their products.
Time out to have my first child
At Vans my role as PA was to support the Senior VP and extract sales data from JD
Edwards data base, and populate reports for each country, region, and product line. also assisted on the annual Sales Conference which was usually held in one of the European cities. I also booked travel for the team and myself to attend quarterly sales meetings in the best performing markets. The role closely worked with the Market Managers in Europe, South American and Asia.
I was promoted to PA to the HR Manager after being in the organisation for less than one year. My role as PA to the HR Manager was very heavily paper based. PCs had only just been introduced in hotels therefore everything was actioned manually. I booked travel for the HR Manager and mainly extensive letter writing, report writing, keeping records of all full time and part time staff. Ensuring all adhered to HR policies and updating these manually periodically. I also assisted in coordinating monthly and annual awards, of which I was nominated many for my acknowledged work at the time. I also was part of the quarterly employee’s social event committee.
At Conrad International London Hotel, I was Conference & Banqueting Coordinator and assisted the department Manager. I attended client meetings, took minutes of client requirements for their events, these being anything from large corporate conferences to smaller intimate wedding ceremonies. I attended the events, acted as support as and when required on the day, for any last minute or adhoc requirements from the client. I also assisted with the event from commencement to execution, and with reporting after the event.