Executive Assistant & Event Co-Ordinator - NJL Consulting - Manchester
(2023-08)
Planning & Development Consultancy Company
- PA to 3 directors and full administrative support to the wider team
- Design, plan, and coordinate all events, ensuring they meet client & company expectations and run smoothly
- Budget management
Executive Assistant - AIpidata Ltd - Manchester
(2021-05 - 2023-05)
Information Tech Consultancy Company / Artificial Intelligence
- Remote working
- Complete control of CEO's diary, emails and all correspondences plus assisting in all personal aspects
- Arranging all events, Travel and expenses for entire company
- Assisting with anything HR and Payroll related
- Recruitment, from applications to the full interviewing process
- Liaising with all potential new clients – assisting with generating new business and maintaining existing relationships
- Dealing with bids for potential new contracts
- Help to manage and support all over seas staff and contractors, dealing with visas and all necessary documents
Directorate Support Assistant - The University of Manchester - Manchester
(2020-12 - 2021-05)
University – HR Department, Finance and Administration
- Acted as Accounting Officer for the Directorate, liaising with Finance on Accounts and Reconciliation as well as year-end activities. Ensured through effective communication and co-ordination, that accounts were up-to-date and assisted with any problems
- Processed invoices, initiate journal transfers and produced reports of accounting activity to assist in the management of accounts and expenditure
- Raised sales invoices and recorded cheques received for services provided by the Directorate in accordance with University Procedures. Set up all requisitions and purchase orders
- Code expense claims and fee payments to correct account/project and cost ending and process claims
- Provided financial management reports to the Head of HR Operations and assisted in the preparation and monitoring of the Directorate budget. Reviewed issues of concern and took appropriate action or advice
- Provide assistance and advice to the Recruitment Team on advertising costs, publications and University procedures
- Organised and filed financial records electronically
- Prepared and issued responses to routine communications
- Developed and maintained systems for recording and monitoring information to support HR policies
- Liaised with the HR Director, Deputy Director of HR, management and trade union representatives to plan and co-ordinate arrangements for meetings
- Provided training to others as required in Directorate Admin and Finance processes
Executive Assistant / Company Secretary - Blackmore Group Ltd - Manchester
(2016-02 - 2021-05)
Real Estate Investment House
- Responsible for the efficient administration of the Company particularly with regard to ensuring compliance with statutory and regulatory requirements and for ensuring that decisions of the board of directors are implemented
- Management of shareholder administration and communication
- Assisting with all legal documentation, working closely with lawyers across a broad spectrum of business
- Working closely with Accountants assisting with all basic bookkeeping tasks and all financial controlling
- Preparing financial statements, reports, memos, invoices letters, and other documents
- Answering phones and routing calls to the correct person or taking messages
- Filing and retrieving corporate records, documents, and reports
- Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives
- Preparing documentation and arranging logistics for executive meetings
- Greeting visitors and gatewaying all contact with company representatives
- Reading and analysing incoming memos, submissions and distributing as required
- Making all travel arrangements
- Managing all office duties and providing full administration support to all
- Sorting and distributing all incoming correspondences
- Organising diaries for directors both professionally and personally
- Liaising with HR and other departments
- Coordinating daily operational functions, streamlining management systems, monitoring budgets, supervising managers, improving business efficiency, requesting audits, and analysing financial data
PA to Directors and Head of Administration - Its your Pension - Manchester
(2013-02 - 2016-02)
Pensions Administration
- Managed the administration team and developed and implemented the whole administration process
- Developed organisational policies
- Managed administration budgets
- Recruited and trained all administration staff
- Negotiated contracts and agreements
- Maintained corporate relationships
- Provided visibility reporting to executives on business performance
Project Office Manager - Bupa - Salford Quays
(2011-10 - 2012-10)
International Healthcare specialists, private medical insurance, care homes and wellbeing clinics.
- Project Managed events including budgets and negotiation of costs of services
- Produced and circulated management information on a daily/weekly/monthly basis to assist managers in understanding and improving their performance
- Produced confidential reporting at an executive level
- Had responsibility and control of all desking, space and movement requirements for all Company Premises
- Analyse and summarise a wide range of data
- Identified and collated information to provide team feedback through data analysis
- Implemented continuous improvement throughout the operational areas enhancing delivery
- Identified training needs of employees and agreed personal development plans through solution driven discussions
- Supported process collaboration sessions delivering on actions from reviews
- Contributed to the ongoing management of healthcare delivery initiatives
- Provided cross-functional support
- Supported senior management in the day-to-day administration and co-ordination activities
- Organised senior management diaries and planned of all corporate and overseas director visits
Office Manager/Administrator/PA/Event co-ordinator - Paramount Force Promotions Ltd - Manchester
(2004-02 - 2011-08)
Direct marketing company representing large household clients such as Sky, AXA Insurance and NPower.
- Responsible for managing the Administration team
- Arranged all corporate events
- Provided office and facilities management
- Prioritised all of Director's requirements whilst not compromising on the quality of my own output
- Daily meetings with the Director to plan the requirements for that day
- Budgetary control of expenses and requisition of purchase orders
- Responsible for MD financial documents - liaising with accountants
- Organising national and international travel and accommodation
- Screening incoming telephone calls and protecting Director's time
- Private PA and personal support to the MD - dealing with private and sensitive correspondence
- Ensured the daily running of the business during the absence of the Director
- Organisation of inbox – filtering and grouping of emails to improve user efficiency
- Arranged entertainment for events including booking and dress rehearsals/staging of acts and full pyrotechnic displays
- Produced PowerPoint presentations
- Liaised with external suppliers of audio visual, catering etc
- Designed and produced event literature
- Liaised with offices both national and international
- Trained and supervised staff
- Researched, designed and placed advertisements
- Conducted interviews and recruited both contractors and permanent staff
- Vetting of all applications
- Stock control and inventory
Administrator/Personal Assistant to Director - Screen Group Ltd - Bromsgrove
(2003-03 - 2004-01)
TV and film location Facilities Company.
- First point of contact for all calls
- Minute taking and distribution
- Client and trustee meetings
- Work monitoring in accordance with legislative timescales and client service level agreements
- Customer and client liaison
- Worked to legislative deadlines
- Organised rotas of all facilities and staff
- Responsible for organising overseas productions
- Worked closely with Directors and major TV companies
- Screening calls and emails
Assistant Manager - Bonus Weeks Breaks - Marbella, Spain
(2001-07 - 2003-02)
Timeshare Company offering bonus week holidays to existing clients, headhunted from previous company.
- Managed a team of 20 outbound telesales staff
- Monitored calls and sales to increase sales effectiveness and ensure compliance
- Researched the market and related products
- Negotiated the terms of an agreement and closing sales
- Maintained and developed relationships with existing customers
Outbound Sales Advisor - Timelinx - Marbella, Spain
(2000-04 - 2001-06)
Timeshare outbound telesales company
- International outbound telesales
- Organising all additional services, including car hire, flights and Insurance
- Listening to customer requirements and presenting appropriately to make the sale
- Attending team meeting and sharing best practise with colleagues
- Advising on forthcoming product developments and discussing special promotions
Assistant Manager - Inchys Sports Bar - Benlamadena, Spain
(1999-11 - 2001-07)
Busy family sports bar
- Stock taking and replenishing as required
- Checking of work carried out by others
- Meetings with suppliers
- Staff training and supervision
- Ensuring the bar was adequately staffed at all times
- Responsible for accounts and banking
- Reviewed bar operations, including all special event set ups, prices and hours
- Promoted, organised and advertised all events
Reservations Clerk - Thomas Cook Direct - Peterborough
(1998-08 - 1999-10)
National call centre for all Thomas Cook holidays
- Inbound telesales
- Constantly exceeded targets
- Gained a clear understanding of customer requirements
- Making accurate, rapid cost calculations and providing customers with quotations
- Updated, amended or cancelled customer details for existing bookings
