Churchmead

Executive Assistant at CPP Investment Board

London, Greater London, United Kingdom

CPP Investment Board

Executive Assistant

Assisting in all elements of their private life and business lifeExtensive diary management within business and personal lifeManaging systems, processes and proceduresMaintain holiday and absence of internal staffActing as Gatekeeper for DirectorsScreening all telephone calls and emailsHR dutiesResponsible for internal training and inductionsPrepare papers for meetings including ad-hoc internet researchSetting up new starter equipment; PCs and telephones, mobiles, office equipmentCo-ordinating client and internal meetings, dinners and parties which are often offsite, this involves viewing and choosing venuesResponsible for client hospitality, often attending client events and functionsScheduling European and international travel for all staffManaging office moveRecruitment of personnel for varied positions within personal household staffOrganising incentive trips for internal staff, often attending these to help manage the tripsProcess expenses and monitor paymentsResearch new business opportunitiesCompile information to complete personal annual tax returns for UK and SpainProperty management, refurbishmentsManaging personal and business finances

Technical Resources

Executive Assistant to Managing Director

Supporting Managing Director in all areas of business and private lifeExtensive diary management, subject to frequent changeScheduling all travel for staffReviewing letters and correspondencePersonal PA support eg. gift buying, lunch runs etcInbox management - flag up and be another pair of eyesOffice managementExpense managementGeneral office admin: mail, couriers, catering, taxisAccount management for the office expenditure eg. bills, rent, expenses, purchasing office equipmentAssist with on-boarding process for new-joiners (purchasing equipment, setting up IT etc)Provide ad-hoc project support to consultantsProvide ad-hoc support to Recruitment ManagerGatekeeper

Cleanreturns

Executive Assistant to CEO & Founder

Arranging complex travel and monitor to predict possible changesAssisting extensively in both business and personal dutiesExtensive diary management both business and personalOffice managementFull management of outlook on behalf of the CEO (review and prioritise emails, respond to emails where appropriate, file emails in appropriate folders)Correspondence and dictationManaging private household staff in the UK and USProcess expenses and monitor paymentsResearch new business opportunitiesAssist with Powerpoint presentations including formatting, printing and bindingCompile information to complete personal annual tax returns for UK and USCo-ordination of business development events in the UK and USBuilding relations with internal and external stakeholdersEnsure CEO’s contacts are kept regularly up to dateInput on sales and management meetingsTravelling to New York with CEO

Takeout, a 21st Century Consultancy

MNOPF HOLDINGS LIMITED

Executive Assistant to Chief Executive

Nathaniel Rothschild

Executive Assistant to Chairman

Anouska Hempel Design

Executive Assistant to CEO

Providing high level PA support to EC on business matters as well as social and financial affairsUsing initiative, prioritising, multi-tasking and working well under pressureActive management of busy and constantly changing diary, both business and personalArrange travel itineraries for private and business travelMonitor emails, screen telephone calls on a regular basisPrepare papers for meetings including ad-hoc internet researchAdministrative work, mail, fax, maintenance of office equipment, bill paying, expense reimbursement, restaurant bookings, contact management, filing and ad-hoc support on financial mattersProactive with a commitment to quality and accuracyEffective communication skills, both written and verbalAbility to work without close supervision and see tasks to completionFriendly and calm personality with “can do” attitude to workAbility to operate/manage all corporate communication devices eg teleconference, blackberry, iphone etcManaging private household staffTravelling with EC to New York once a month

PA Consulting Group

Assisting in all elements of their private life and business lifeExtensive diary management within business and personal lifeBooking all personal and business related travel, including hotel bookings, villas/houses, commercial flights, private jet bookings, taxi transfers/chauffeursKeep track of all passport information for family and update them as and when they expire.  Applying for visa’s when needed.  Providing travel itineraries for all trips.  Organise/research any personal/business tripsSole responsibility for overall management of all projects and personal staffRecruitment of personnel for varied positions within personal household staffDocument and manage filing system relating to both personal and business mattersDeal with event organisers for any concerts, shows and tripsDealing with all finance and accounting issues.  Paying invoices/bills, bank transfers, withdrawing cash from bank, checking balances and monitoring cash flowOverseeing all properties and project managing all renovations/improvementsLiaise with Architect, handymen and movers when neededManage storage unit, keep inventory of all items and keep track of keysMaking sure the children’s personal information is always up to date, helping out the nanny, scheduling school terms, birthday parties and any other related mattersManaging cars i.e. tax, insurance, MOT, service’s, congestion charge and general maintenance

Novator Properties

Extensive diary management and meeting organisation.  Taking full control of diaries, scheduling all committee meetings, conference calls and video conferencingPersonal admin duties such as paying bills, personal shopping, maintenance of family cars, insurance and healthcare policies along with all other financial mattersDealing with partners and families regarding travel plans and hotels and also holidays and general running of their social and business lifeTyping all correspondence, such as letters, proposals, agendas, presentations, memos, invoices, taking of notes at meetings, distributing relevant meeting notes along with any follow up notesOrganising complex domestic and international travel, including private jet charters, travel documents/visas, hotels, taxi’s, limo/chauffeur service and car hire etcExtensive travelling to other BCG offices worldwide to help coordinate and manage events, mainly to America and EuropeEnsuring that London homes and holiday homes are kept to good standards, including the running of the house when they are awayCo-ordinating client and internal meetings, dinners and parties which are often offsites, this involves viewing and choosing venuesDeveloping good client relationships with both the client and the client PAScreening all incoming calls and taking thorough messagesOrganising a professional and structured filing system for expenses, personal information and daily correspondence

The Boston Consulting Group

Arranging complex travel and monitor to predict possible changesAssisting extensively in both business and personal dutiesExtensive diary management both business and personalOffice managementFull management of outlook on behalf of the CEO (review and prioritise emails, respond to emails where appropriate, file emails in appropriate folders)Correspondence and dictationManaging private household staff in the UK and USProcess expenses and monitor paymentsResearch new business opportunitiesAssist with Powerpoint presentations including formatting, printing and bindingCompile information to complete personal annual tax returns for UK and USCo-ordination of business development events in the UK and USBuilding relations with internal and external stakeholdersEnsure CEO’s contacts are kept regularly up to dateInput on sales and management meetings

AOL Europe

Provide executive level administrative support to two Executive Producers and all Senior Managers for the entire franchise.  Provide overall support for the teamInitiate and maintain positive working relationships with internal and external organisations critical to the product development processArrange team off sites and final party activities.  Order and choose merchandise on completion of projectArrange travel for all members of the team, including family members.  Dealing with personal chauffeurs and booking of private jet charters and relevant visasCo-ordinate receipts and company Amex card and personal expenses in co-ordination with the Finance Department

Electronic Arts (EA)

Responsible for arranging meetings, travel and private functions to a very high standard.  Responsible for typing up reports, minutes, schedules and private and confidential documentsResponsible for all personal and business affairs, booking events, VIP parties for celebsProviding logistics for shoots and filming, often dealing with other high end production companies such as Baby Cow Productions (Steve Coogan and Henry Normal)Responsible for all clearances used in TV footage.  Dealing with a wide range of clients such as BBC, ITV, 5 and many more, have an excellent knowledge of client and customer careDealing with all accounting invoices and payments also in charge of temporary staff and their wages.  Responsible for petty cash, stationery and telephone queriesResponsible for all members of staff regarding holidays, sickness and day-to-day diaries

Jones The Film Limited

Personal Assistant

Dealing with admin, emails and screening phone calls, extensive diary management and general running of the officeTyping up reports, minutes, schedules and legal documents.  Involved in arranging meetings, travel and private functions  Dealing with private and confidential matters. Dealing with rents and ground rent demands on various propertiesDeal with private functions, such as fishing trips and shooting trips at holiday home in Norfolk

Peachtree Services Limited

Consultant/Senior Consultant – 3 years (1999 – 2001)Responsible for managing and developing new and existing clients.  Professionally presenting the company at regular meetings with clients to promote new business.  Regular meetings and visits to existing clients, ensuring a good rapport with both the clients and contractorsLooking after 250 contractors within engineering industryInterviewing, matching and marketing all levels of applicants to client requirements some required working in safety critical environments.  Training new Consultants on all aspects of the recruitment processPA to Managing Director – 4 years (1995 – 1999)Supervising a team of 4 Administrators.  Managing the estates and support functions.  Typing up reports, presentations and business plans for Managers and Consultants.  Organising meetings and schedules for Managers, taking minutes in meetings, arranging client functions, dealing with confidential information and reports.  Dealing with all business and personal matters for the MD, including limo/chauffeur service and extensive travel and diary management

Helen Parkinson

Helen Parkinson