Executive Assistant Management

Magdalena Reinhardt

Mob.**** 799-***-**** *******@**.*** https://www.linkedin.com/in/magdalena-reinhardt/

PROFILE

A highly effective and experienced multilingual Executive Assistant; with a first class Master degree in Human Rights Law. Well organised, dedicated and conscientious with proven ability to complete projects to the highest standard, with meticulous attention to detail, delivered within agreed timescales and to budget. Able to work with confidence, using own initiative in diverse and challenging environments.

PROFFESSIONAL SKILLS:

Significant experience directly supporting a senior executive of a complex fast paced business.

Ability to create/ manage relationships and interact with a variety of senior level executives.

Successful track record in a high performance work environment.

Practiced at handling sensitive and confidential materials with absolute discretion.

Experience preparing for and supporting senior management and board meetings.

Outstanding calendar management skills.

Excellent at multi tasking.

Stakeholder management

Data/ Information management

Communication and problem solving

Proficient user of MS Office

Planning & research

Accounting & budgeting

Expert in networking and social media

Event oversight

Visa and extensive travel support

Expert in processing expenses

Team and project management

PERSONAL SKILLS:

Reliable and adaptable

Proactive and strong work ethic

Friendly and collaborative

A confident, assured, self starter

Copes well with ambiguity and change

Reliable and organised Strong work ethic Collaborative nature Team player

Creative spirit Self – motivated

LANGUAGES:

English (Fluent) Polish (Native) Spanish (Fluent) Italian (Fluent)

WORK EXPERIENCE

EXECUTIVE ASSISTANT GEMS Education London Aug 2017 to Present

Support Legal Director and Chief of Global Education

Extensive diary management

Co-ordinate Director's and board member’s complex travels.

Co-ordinate pre-planning of all the itineraries, visas, agendas, and documents for the meetings.

Processing payments, purchase orders and invoicing.

Organizing occasional events, conferences and catering.

Minutes taking and action points follow up.

Process travel expenses and reimbursements.

Co-ordinate and manage meeting arrangements with external contacts.

Ensure that confidential and sensitive information is maintain and shared where appropriate.

Undertake research and analysis when required.

Preparing documents for the meetings Legal documents editing.

Executive Assistant Open Society Foundation Mar 2016 to Apr 2017

21-24 Milbank, Millbank Tower, London

Manage CEO s complex travel arrangements and visas. Coordinate pre-planning of all trips, agendas and meetings. Full itinerary preparation.

Budget and filing systems management.

Extensive diary management.

Acted as liaison between board members and executives. Processing payments, purchase orders and invoicing. Organising occasional events and conferences.

Project management.

Assisting with new grant proposals.

Minutes taking and following up on action points.

Process travel expenses and reimbursements.

Conduct research to prepare briefing materials for meetings.

Successful implementation of a new grant proposal system, that helped Independent Journalism Program be more efficient in monitoring and evaluation of coming requests for grants.

PA & Office Administrator Open Society Foundation Apr 2013 to Mar 2016

Arranging and monitoring payments for the office logistics. Maintaining data base information about all London staff. Liaising with staff members and external organisations. Coordinating events and conferences logistics.

Provided support to various senior executives, directors and managers.

Providing administrative/secretarial support for various programs that require discretion, confidentiality, and detailed knowledge of the organisations and program s operations, procedures and people.

Editor of the internal Newsletter. Development of Difficult Call Policy.

2 years member of the Grant Committee.

Successful development and implementation of Difficult Call Policy.

PA & Office Administrator Overseas Development Institute Jun 2011 to Mar 2013

I had a leading role in the office move, providing support to staff members.

Acted as the senior executives and manager s first point contact.

Providing secretarial/administrative duties as needed. Assist with preparation of the annual budget.

Raising purchase orders and relative invoice control. Diary management.

Development of business and management of client relationships including responsibility for clients satisfaction.

I had a leading role in the office move, which helped 150 staff members to move smoothly to their new work space

I have raised client satisfaction from 50% to 95%

Team Assistant / Personal Assistant Barclays, MTV, RSSB, Last Minute.Com, Arthur J. Gallagher, Overseas Development Institute Aug 2010 to Jun 2011

Contracts

Providing wide range of administrative/secretarial duties for various departments and senior executives staff members. Diary management.

Coordinating events and conferences logistics. Responsible for maintaining communication with clients to ensure product quality standards are met in all business area records.

Executive Assistant Alico Wealth Management Sep 2008 to Aug 2010

Milan, Italy

This role supported Country Manager, Operation Manager, HR and Legal Office and 7 Managers from the Sales Office. All administrative/secretarial support for the Operation Units included travel arrangements, conference logistics and scheduling.

Maintain calendar events up to date.

Diary management and meeting coordination. Preparing packs for the board meetings.

Processing payrolls with an outsourced payroll provider. Invoice control related to the office management.

Executive Assistant Arcon Group Jan 2008 to Sep 2008

Contract, Milan, Italy

This role supported CEO and 4 Managers in HR department. Arranging format and content for effective presentation. Establishing and maintaining data records and recruitment files.

Preparing tests for the interviews.

Taking care of the general files and information regarding sick leave, payroll, vacation pay and hourly time records.

Processing payroll with an outsourced payroll provider.

Responsible for maintaining confidential employee information records.

Responsible for maintaining employee databases. Preparing recruitment and selection materials and

application packets.

Responsible for managing personal changes into payroll system.

Being as a liaison between departments and operating units.

I organised an event for clients and business stakeholders that helped in straightening company s relations and improved their overhaul impact

Executive Assistant Yahoo Italy Apr 2005 to Jan 2008

Milan, Italy

Providing wide range of administrative/secretarial duties for Operation Director.

Diary management.

Coordination of events and conferences logistics.

Responsible for maintaining communication with clients to ensure product quality standards are met in all business area records.

Extensive Travel arrangements and expenses processes.

Preparing media kits for Marketing and Operation departments.

Invoice control related to the office management.

Team Assistant Merrill Lynch Jan 2004 to Apr 2005

Contract, Milan, Italy

Being as a liaison between departments and operating units in the resolution of day-to-day administrative and secretarial matters.

Managing customer data base.

Executives Diary Management. Responsible for the conference logistics.

Management of different meeting connections and AV systems.

Team Assistant Trussardi, Nextra, Leo Burnett, AIG Europe, Selma, McCann Agency Jan 2002 to Dec 2003

Contracts, Milan, Italy

Providing wide range of administrative/secretarial duties for senior executives.

Coordinating Events and conferences logistics. Responsible for maintaining communication with clients to ensure product quality standards are met in all business areas records.

Invoice control related to the office management.

Being as a liaison between departments and operating units Managing customer data base.

Management of different meeting connections and AV systems.

EDUCATION & QUALIFICATIONS

Birkbeck University of London - Master of Laws (LLM) and Merit Human Rights (Law) 2016

International School of Languages in Milan, Italy - Diploma in Italian Language Advanced C1 Course 2001

University of Gdansk, Poland - Honours Bachelor’s Degree Level 8 NFQ Polish Philology 1999

High School Nr 1 in Sopot, Poland - Scientific High School Diploma Diploma 1995

ADDITIONAL INFORMATION

Training: Workday Payroll and Benefits [2017], BOX Training [2017], Condeco Training [2017], MS and Excel Course [2016], Business English ST George International London [2016], Essential PA Skills Course RIPLEY Training LTD London [2016], Finance Training OSF London [2016], Financial Analysis. Financial Management Essentials for Grant Makers Mango London [2016], Grant Making Strategy Mango London [2015]

REFERENCES

References available on request.

Contact this candidate