Mayara Da Silva

Meticulous, task-driven Executive Assistant with 5+ years of administrative experience in managing client-centric office operations. Equipped with exceptional ability to facilitate all aspects of internal and external communications, support the day-to-day administrative, financial, and operational functions by working collaboratively with C-level executives.

I am also a very reliable team player, capable of wearing many hats and juggling multiple priorities simultaneously. As a level-headed person, I can think and respond quickly to any given situation and can be relied upon to act calmly when under pressure. Proven talent for aligning business objectives with comprehensive administrative knowledge to achieve maximum operational impacts, conserve time and boost efficiency.

EXPERIENCES

JAN 2023 – MARCH 2023

EXECUTIVE ASSISTANT, FACULTY OF HISTORY, OXFORD UNIVERSITY

• Regular filing (paper and electronic) of confidential papers, including setting up new filing systems, creating and maintaining files and keeping lists/indices of files up to date; this will include scanning, photocopying and archiving documentation
• Providing general administrative assistance as directed, e.g. to the Head of Administration and Finance, Faculty Board Chair, HR Manager, Finance Manager
• Support for Faculty communications including monitoring and updating parts of the Faculty’s intranet (training can be provided) and assisting with production of newsletters and posters along with mailing lists.
• Coordinated daily customer service operations such as front desk processes, orders and bookings.
• Dealt with first-line enquiries (in person, by telephone and by email).
• Responsible for room bookings using the electronic system.

DEC 2016 – JAN 2023

EXECUTIVE ASSISTANT, EBA CONFERENCES

Performed daily administrative functions such as answering calls and emails, scheduling meetings, and writing multiple reports and other forms.

• Diary Management which includes working with competing demands that require effective and timely prioritisation.
• Anticipating requirements for meetings and ensure “Heads of” are fully briefed and prepared (including pre- reads, follow-up actions, task scheduling and agenda preparation). Flagging any concerns in a timely constructive manner.
• Organising complex travel arrangements, as required, for worldwide travel across multiple time zones, including overseas chauffeurs, hotels and parking. Responding quickly and efficiently to changes in travel arrangement and within Travel & Expense policies.
• Timely expense management.
• Maximize productivity rates by providing feedback on operational concerns and product issues.
• Provided constant and reliable administrative support to the office members.
• Directly assisted the company’s director in performing internal meetings and conferences.
• Executed registration process for over 100 guests, ensuring a smooth, organized experience for attendees arriving at the event.
• Coordinating and arranging external and internal events across markets and with external partners.
• Facilitating the production of presentation materials for Internal and External conferences. Agree date and time of presentation, link conference organisers with the Vodafone contact to agree content of presentation.
• Evaluating all enquiries and dealing with them directly or refer/escalate as necessary. Tracking all issues through to resolution.

SEPT 2020 – TO DEC 2022

CONCIERGER HOSTESS, THE APARTMENT (BICESTER VILLAGE) AYS

• Supported 20+ employees to provide excellent customer service and collaborated with the manager to improve administrative performance.
• Greeted and registered approximately 100 VIP guests per day, handled checkins, and track record files.
• Achieved consistent positive feedback from guests.
• Able to plan and implement hospitality initiatives.
• Facilitated visitor requests for brand bookings and dining

EDUCATION

2016 - 2019

BA (HONS) MARKETING, BUCKINGHAMSHIRE NEW UNIVERSITY, HIGH WYCOMBE

Marketing Consumer Psychology; The graduate challenge; Marketing consumer insight; International marketing selling and sales; Enterprise Project; Class Award Certificate accredited by The Chartered Institute of Marketing.