Executive Assistant/Office Manager

Highly professional Secretary, dedicated to supporting Executives deliver their objectives. Proactively implements improvements to office processes and procedures, bringing efficiency and stability to the administration system. Approachable and collaborative in building relationships across the business, applies professional and technical skills to execute complex tasks to the highest standards.

CAREER HISTORY

London Borough of Islington, UK July 2015 – October 2015

Technical Admin Officer (Temp)

Data Analysis – Produced daily and monthly performance reports to improve productivity. Analysed outstanding jobs, customer complaints and staff utilization data to measure efficiency.

Streamlining – Reorganized meetings schedules and paperwork, created SharePoint workspace for the team and introduced and implemented Induction and Health & Safety monitoring procedures for operatives.

English Heritage, London UK

British Government organization chartered to look after national Palaces, Monuments and historical sites in the UK.

Executive Assistant /Office Manager– 3 C-level Officers June 2005 – June 2015

Administrative Management

Managed the Executive Office by providing holistic admin support to all Directors and maintaining professional office environment.

Line managed 2 assistants remotely to provide administration support to all London properties. Introduced flow chart, mapping procedures for execution of team tasks and an administration procedures manual for business continuity

Scheduled and coordinated all meetings in the year in line with financial timelines, ensuring all relevant documentation is produced in good time to enable productive and time efficient meetings.

Proactively executed complex changing diary changes, travel schedules, as well as budget management.

Reviewed and improved CEO/Chairman complaints system to meet the customer service standards. Established and leveraged internal network to enable fast and informed response to Parliamentary, Royal Family and queries from Peers.

Transformed the paper filing system into a highly organized electronic filing system for directors and the team

Managed the directors mailbox and proactively dealt with issues on their behalf

Prepared Director’s power point presentations for high level meetings, organization charts, compiled monthly finance reports, weekly KPI and updates to deadline.

Was part of the team which drove the business from £7m deficit in 2005 to £5.4m surplus in 2015.

Event Management

Organized and managed 5 annual conferences for 200 attendees at external venues with tight budgets.

Negotiated the prices and supply of goods and services with Vendors and Event Managers.

Produced captivating branded presentations and venue set up for all meetings.

Planned and coordinated senior managers’ induction, annual planning meetings, away days and seminars with precision

Project Management

Successfully coordinated business plans for £80m and £27m funding within the parliamentary budget deadline

Project managed launch of the inaugural Access Guide for disabled visitors across 400 properties

Liaised with all London site managers and the signage supplier to ensure that all visitor information panels were current and correctly branded

Held pan London responsibility for three contracts (filming, cash and audio guides). Successfully resolved critical cash collection issues with G4S security contractor and territories reducing service costs by 20% and meeting security limits

Stakeholder Management

Worked closely with Westminster City Council, Metropolitan Police, Embassies, Foreign Office and Department of Culture in managing 47 monuments and statues in London

Led collaboration with the IT department, to replace the archaic IT systems with latest hardware/software to meet business needs and served as Intranet Editor

Led monthly peer group meetings with 4 territory office managers to share best practice and drive the effectiveness of all territory directors

Acted as crucial point of contact between senior managers, site staff and customers to aid trouble shooting

Temp Positions - London September 2004 – June 2005

Personal Assistant to Directors at:

-Office of the Deputy Prime Minister

-Department for Environment, Food & Rural Affairs

-Department of Education & Skills

-London Rent Assessment Panel

Travel, diary management, monitoring e-mails, compiling Ministerial submissions to Parliament.

Monitoring resources, coordinating inputs from various strands and ensuring all actions met deadlines.

Monitored progress against project milestones for UK Government projects.

Ensured confidential Government information was accurate and up-to-date.

Metito (Overseas) Ltd., Dubai, UAE

2000 – August 2004 : Executive Assistant

1996 –2000 : Admin Manager

1995 – 1996 : Secretary

Overall Administration of Operations Department comprising of Projects, Electrical, Design, Procurement and Field Services Department.

Provided support in implementation of Quality Assurance Procedures for gaining accreditation to ISO9001.

Streamlined the documentation control of the Operations Department by assisting in implementation of ERP (Baan) and electronic documentation.

Compiled operation & maintenance, training manuals and presentations for Water & Wastewater Treatment Projects executed for government organizations and major clients like Bechtel, Black & Veatch

Managed team of 5 secretaries; assigning tasks and motivating them to deliver effectively

Conducted an Employee Satisfaction Survey for further improvement on Employer – Employee relationship.

PROFESSIONAL DEVELOPMENT

Web Design - Birkbeck College, University of London, London.

MBA (Part) Distance learning - University of Strathclyde, Glasgow.

B.Sc. Physics -St. Xavier’s College, University of Bombay, India

Certificate in Banking - Indian Institute of Bankers, India.

Diploma in Computer Science - Bombay Productivity Council; Tata Unisys, India

I.T. SKILLS

MS Office : Word, Excel, PowerPoint, Access, Outlook

Planning : MS Project, Visio / Primavera

ERP : Baan, Callysys

HR : Comensura

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