Personal Assistant to Managing Director Resume Example

• Provided continuous, high end quality support to the CEO/Development Director.
• Acting as the first point of contact with people from inside and outside the organization Inbox management -responded /actioned all relevant emails and maintained a task diary/phone list for the CEO Extensive diary management and co-ordination Answering and screening a high level of incoming calls Managed daily work flow of partners, appropriately prioritizing tasks and obligations.
• Coordinating on-site and off-site meetings, including logistics, catering and AV set up, liaising with various departments and external consultants when needed Assisting in the flow of information and communication, within the organization and externally.
• Whilst being mindful of confidentiality Gatekeeping and managing in -person enquires from colleagues and external consultants.
• Coordinated, managed and set up high level events, training sessions, departmental and shareholder meetings Prepared complex and demanding travel itineraries for all senior executives Liaising with external marketing and PR consultants.
• Providing support for both internal and external brand communications, brand initiatives and key projects Ensuring that brand communication was aligned both internally and externally Supporting and assisting the team with financial budget management for various projects implemented Proofread and edited documents, presentations, training materials and press articles Co-ordinated, prepared and timely distributed all presentations, reports, agendas etc.
• for all meetings Reconciliation of monthly expense reports Prepare and review all purchase orders before seeking approval from the CEO.
• Collaborating with the finance team to track budget and monitor spending Forward planning, juggling the conflicts of work, personal and business commitments Assisting the CFO & Finance manager as and when necessary.
• Collaborating with other teams and staff on projects as needed Reason for leaving: Relocation to Sydney.

• Chairperson, Managing Director, CFO & Senior Executives Provide high level administrative support to the Chairperson, Managing Director, CFO whilst being point of contact for senior staff and non-executive directors Organised worldwide travel, arrange visas and compiled itineraries.
• Ensuring that all travel adhered d with CP2 travel policy Managed the diaries for multiple business heads and executives simultaneously, including quickly developing and understanding of key professional contacts to prioritise meetings Processed all team expenses via smart data system.
• Obtained and processed pre-approvals required for client entertainment and travel Co-ordinated the drafting, editing and compilation of various papers and submissions etc.
• monthly board committee papers Coordinated and prepared briefing notes, agendas, memos and research papers for internal/external meetings Assisting with the on-boarding of new starters and exit meetings for all leavers Produced and composed correspondence such as letters, memos and reports Completed general administrative duties which included ordering stationary, kitchen supplies, maintaining printers, printing documents, filing (emails) and organising conference calls Various office management/facilities duties Reason for leaving: Maternity Leave.

• Reconciliation of expenses via Concur.
• Obtained and processed pre-approvals required for client entertainment and internal travel which exceeded key thresholds Organising and booking complex travel, liaising with other pa's to plan itineraries, book accommodation, car/taxi or other ground transportation, arranging visa's and insurance cover letters as and when required Full diary, telephone, email management- screening, redirecting incoming calls, flagging important issues for action Managing the on boarding process for new starters which encompassed induction training, allocating seating, ordering computers, monitors, phones and blackberries Organisation of team events including team bonding activities, social events, farewells, sourcing and purchasing tickets and client entertainment functions Managed relationships with existing client base which included liaison via the phone and email, providing support and solutions to client enquiries Coordinated internal and external meetings by preparing agendas, contacting guest speakers, sending meeting requests, organising catering and equipment as and when requested Coordinated appraisal process for direct reports Dealing with personal, private and confidential work i.e tax returns, school fees and family holidays Obtaining compliance, legal and senior approvals for all non- executive directors Reason for leaving: Temporary assignment.

• to Head of EMEA Institutional Sales & Global Head of Solution Sales (MD) Extensive diary management Monitoring email correspondence and drafting replies when applicable Extensive screening of all telephone calls and prioritizing issues in his absence Booking business travel, flights, accommodation and taxis Reconciliation of travel and expense reports Co-ordinating annual reviews and compensation meetings Organising external and internal meetings, dinners, lunches, interviews, road shows & training events Assisting other team secretaries as and when required to ensure the smooth operation of the department Preparation of internal/external documents and presentation materials Reason for leaving: Temporary contract.

• Distribution of ABS and credit products to European banks, hedge funds, asset managers, brokers and retail accounts Daily communication with traders and sales team to keep them abreast of relevant issues pertaining to the client base Propose trade ideas and relay relevant market information to clients Identify and close sales prospects Generate and grow client revenues.

• Supporting the head of UK/Ireland structured credit sales team which consisted of 8 people (2 MD's / 6 senior Executives) Acting as an extension to the sales force in providing back up support to the client base (Banks, hedge funds, brokers, asset managers, insurance and retail accounts) Ensuring that the sales team were kept abreast of all new forthcoming new issues.
• This involved the collation of all relevant research, obtaining secondary relative value information and understanding the structure of the bond Advising and execution of trades which encompassed both cash and derivative products Manage internal/external client trade related queries.
• This involved identifying potential fails, solving queries and improving procedures as and when needed Monitoring all trades booked from execution through to settlement to minimise operational risk Work collaboratively with the trading desk, sales team, settlements and the documentation department to ensure prompt resolution of all settlement issues Managing and following up on all new client trading accounts.
• This involved liaising with external clients, KYC, legal, compliance and appropriate internal operational divisions Booking and obtaining the allocation of breakdown splits for client transactions Co-ordinating and organising client road shows, meetings both domestically and internationally.

• Distribution of credit flow products to UK banks and asset managers.
• Products sold and bought include corporate bonds- fixed and /floating, credit derivatives, indices and asset swaps.
• To seek out market information to support my clients in developing their investment strategies.
• Maintaining good relationships with clients by providing them with the most appropriate products and entrusted with the vital role of helping clients build their businesses.

• Supporting the head of UK credit sales(MD) and team of 8 senior executive sales people distributing credit/structured product to a UK/Ireland institutional client base Acting as secondary sales coverage in the absence of my colleagues.
• This involved seeking out market information and trade ideas which could then be communicated to clients.
• Products included plain vanilla cash bonds (fixed and floating), derivatives including single name cds indices, interest rate swaps, repo and money market Liaising with internal/external settlement departments to ensure that all trades settle within a timely and cost effective manner to minimise operational risk.
• This involved the monitoring of transactions from inception through to completion Preparation and processing of travel and expense reports Ensuring that all new trading new accounts comply with FSA rules and regulations, activated within a specific time frame and set up to trade relevant products Organising training sessions for team members and external clients Maintaining manual and electronic files i.e.
• attendance, holidays and taxi bookings Prepare, arrange and manage business travel and road shows internal/external client meetings Adhoc duties which included the distribution of research publications to the sales team and to their institutional clients Reason for leaving: Career break.
• Embarked on a charity run programme overseas.

• Generalist role supporting a credit sales team of nine (1 MD & 8 Senior Executives) Providing timely and accurate information on a global basis Execution of trades Opening new counter-party accounts, incorporating the use of internal account systems and the co-ordinating of money laundering documents from clients Monitoring and calculation of sales credits Extensive liaison with sales people, clients and back office to resolve settlement enquiries confirm trades and obtain settlement instructions Ensure sales team are kept up-to-date on all forthcoming new issue transactions.
• This involved collating research pertaining to each issue coupled with advising both sales and clients on structure of the bond Co-ordinating complex travel arrangements and itineraries Organisation of all international meetings for MD and visiting senior managers Diary management & screening of calls Reason for leaving: New opportunity to work with my former manager at UBS AG.

• Generating new business and sourcing new clients.
• Responsible for own marketing and administration.
• Advising clients on the most beneficial and cost effective solution for their company Reason for leaving: Embark on a new career opportunity within Investment Banking.
• UFB Humberclyde (Finance Company.

• Providing full administrative and accounting support to accountants.
• Assist with daily operation of computerised accounts, double entry bookkeeping, trial balance and sales ledgers.
• Compile monthly sales figures derived from ledgers.
• Reason for leaving: To attend university.

• Answered a high volume of phone calls and email inquiries.
• Coordinated events and worked on ad hoc projects.
• Organized and attended meetings, including compiling all documents and reports ahead of time.
• Filed paperwork and organized computer-based information.
• Arranged domestic and international travel plans and itineraries, including flight, car service and restaurant reservations.
• Maintained appropriate filing of personal and professional documentation.
• Screened personal and business calls and directed them to the appropriate party.

·Provide high-level administrative support to the Chairperson, Managing Director, CFO whilst being point of contact for senior staff and non-executive directors

·Organised worldwide travel, arrange visas and compiled itineraries.  Ensuring that all travel adhered d with CP2 travel policy

·Managed the diaries for multiple business heads and executives simultaneously, including quickly developing and understanding of key professional contacts to prioritise meetings

·Processed all team expenses via smart data system. Obtained and processed pre-approvals required for client entertainment and travel ·      

Co-ordinated the drafting, editing, and compilation of various papers and submissions etc.  monthly board committee papers

·Coordinated and prepared briefing notes, agendas, memos and research papers for internal/external meetings

·Assisting with the onboarding of new starters and exit meetings for all leavers

·Produced and composed correspondence such as letters, memos and reports

·Completed general administrative duties which included ordering stationary, kitchen supplies, maintaining printers, printing documents, filing (emails) and organising conference calls