Executive Assistant & Operations Coordinator

Grace Felix

Mount Vernon, NY : 727-***-**** *******@*******.*** www.linkedin.com/in/grace-felix-0494844/ Personal Profile

US Permanent Resident with full work authorization. 19 years. Two continents. Countless C-level partnerships. I have built my career on the belief that a business is only as strong as the operations supporting it. My expertise lies at the intersection of marketing, finance, and high-level administration. I am a meticulous organizer who thrives on complexity, whether I’m navigating UK/USA business cultures or optimizing internal systems to boost efficiency. I don’t just fill a role; I improve it. I offer the kind of seasoned reliability and operational wisdom that only comes from decades of hands-on experience." Skills

Strong interpersonal Efficient Calendar

Management Workforce Mentoring &

Coaching

Monday Platform

Office SetUp & Relocation Management

Schedule Management

Client & Employee Relations

Crisis Management & Emotional Regulation

Microsoft Teams & Office packages

Influential Negotiator

Employment History

October 2024 – Present (Personal Assistant/House Manager) Castle’s Residence, Florida

Gatekeeper

Coordinating not just business meetings, but personal appointments, medical visits, gym sessions, and social engagements

Managing RSVPs for galas or charity events, and planning private dinners or parties (hiring caterers, florists, and music)

Sourcing high-end gifts, managing "wish lists," and handling returns or wardrobe management

Credit Card reconciliation

Property & Operations management

Vendor management

Smart Home & security

February 2023 – October 2024

Citi Bank, Canary Wharf, London

Senior Executive Assistant in Private Banking, BCMA & International Risk

Seamlessly managed multiple, conflicting C-level calendars across time zones, maximizing efficiency and preventing scheduling conflicts for executives and their teams – strategic gatekeeper

Planned department offsites flawless & complex Global Travel Coordination

Deal & Project Support Lifecycle

Financial & Administrative Management – monthly card reconciliations, expenses

Advanced Communication & Relationship Management October 2022– February 2023

Morgan Stanley, Canary Wharf, London

Temporary Sick cover Executive Assistant – Equity Research ((Temp contract – sick cover)

Extensive verbal and written interaction with internal colleagues and external clients ensuring the building and maintenance of relationships, both domestically and internationally, within the team and across other business units

Exclusive control of business schedule

Maintain calendars, act as ‘gatekeeper’

General PA Duties

Maintain in-house Client Relationship Management (CRM) system

Event management: Closing events, social/team events, etc. August 2022

BBOXX Ltd, London

Temporary PA to CEO (Temp contract – holiday cover) PA duties – Completed board packs, complex travel

January 2018 – September 2022 (Part-time online/optional - Commission base only) Melaleuca Inc. – Independent Marketing Executive Manager (Wellness Manufacturer - Entrepreneurial working remotely)

Organised promotional events such as trade shows and ensuring the prompt delivery of materials and products by coordinating with business partners

Worked with advertising departments or agencies to increase customer acquisition

Managed and created appropriate content for evaluating and improving marketing campaigns with possible solutions to fit within budgetary constraints; making sure the budget spend is delivering a return on investment.

Identified measuring marketing outcomes to increase the efficiency of marketing activities within the company

Recruited and trained Marketing Assistants to assist with event coordination and sales

Set up and maintained customer accounts

Created marketing presentations and marketed to potential customers July – September 2021

PA – HSBC Bank, Sheffield (Short Temp Assignment – Hybrid working, 1 day office)

Orchestrated complex diary, travel, and accommodation arrangements for senior management, ensuring seamless scheduling across multiple time zones.

Acted as a central point of contact, managing communications and relationships with key internal and external stakeholders.

Prepared and drafted high-impact presentations, reports, and key meeting documents for executive review.

Managed end-to-end meeting logistics, from scheduling to capturing precise minutes and tracking action items.

Entrusted with delegated authority to make operational decisions, ensuring business continuity.

Upheld strict confidentiality and ensured full compliance with HSBC's data security policies.

May 2019 – January 2020 (Time out for being brother’s carer) January - May 2019

Blackstone Group International Partners LLP, W1J 5AL (Senior PA) Standard Chartered Bank, Moorgate, London (PA – CIO Europe)

Diary and Email management

Complex travel arrangements/complex global schedules

Various ad-hoc tasks

January 2015 to October 2018

HSBC – (Administrator – PMO; Event Coordinator – Marketing; PA - Institutional) (EA – Retail Banking & Wealth Management

(RBWM)) (Redundancy – manager relocated to HK)

Diary and Email management

Assists in creating promotional materials, including brochures, marketing copy etc.

Managing supplier relationships

Complex travel arrangements/complex global schedules

Project Management

Monthly expenses including relocation

Reconciliations of corporate credit cards

Monthly reports and monitoring cost control

Liaised with clients

Coordinated with executive search firms for interviews

Implemented administrative and staff procedures including staffing desk allocations

Maintained excellent client relationships through superior customer service skills

Planned promotions and client events

Short Term Temp/Contractor Assignments

PA/EA/Manager

Jacobs – Tower Bridge – Establishment Manager (Corporate Services & Facilities) (Sept 2014 – Jan 2015) Visium Asset Management LLC (EA) – Mayfair (July to September 2014) Easyjet – Luton (EA to CIO) – (June to July 2014)

Moody’s Investor Services – Senior Admin Assistant (May – June 2014) AZR Capital – Snr Office Manager / E.A. (April 2014) BNP Paribas – E.A to Head of Sales (March 2014 – March 2014) PwC, London – EA to Partner – Property & Assurance (June 2013 to January 2014) J.P. Morgan Chase Bank, London - EA (December 2011 – December 2012) NEST Pensions, London - EA to General Counsel & Company Secretariat (November 2011 – December 2011) Barclays Wealth, London -PA to the Head of Litigation (4 months Maternity Cover) (July – November 2011) UBS, London - Float EA (March 2011 – July 2011)

MSCI, London - EA to COO (6 months Maternity Cover) (August 2010 – March 2011) HurleyPalmerFlatt Architects, London - (PA to CEO) (July 2010 – August 2010) LUXE TV, London – Office Manager & PA to CEO (June 2010 – July 2010) Duties

Provided comprehensive, high-level support to C-suite executives, managing complex and ever-changing diaries, prioritised conflicting appointments, and acting as a gatekeeper.

Coordinated intricate international and domestic travel arrangements, including multi-leg journeys, visa applications, and detailed itineraries to ensure seamless travel.

Prepared and finalised high-impact sales presentations, confidential board materials, pitch books, and detailed research packs for investor meetings.

Recorded, transcribed, and distributed formal minutes for Board and Committee meetings, ensuring accuracy and tracking all action items to completion.

Acted as a primary point of contact between executives and key stakeholders, including prospective investors, clients, and executive search firms.

Managed all financial administration for the executive office, including processing complex expenses, reconciling corporate credit cards, and managing budgets.

Liaised with department heads to forecast hiring needs and coordinated the interview process for senior-level roles, ensuring a premium candidate experience.

Office Relocation Management

MML Capital Partners LLP

March 2007 – June 2010

Private Equity - Office Manager/Executive Assistant - Co-Founder, 2 Partners & 1 ED

Provided comprehensive executive support to the Co-Founder, including intensive diary management, international travel coordination, and acting as a key liaison for partners and clients.

Spearheaded high-impact projects, including a full office relocation, a multi-national IT systems transition (US, UK, France), and the development of new administrative procedures for the Paris office.

Successfully planned and executed the company's flagship annual client event at the Wentworth Club, hosting key stakeholders to foster business relationships.

Managed all office and facilities operations, including supplier negotiations, invoice processing, health & safety compliance, and business continuity planning.

Maintained the client database and IT infrastructure, ensuring optimal system performance and providing technical support across global offices.

Citi Group

December 2006 – February 2007

Float PA

Coordinating, monitoring and managing diary and emails

Booking travel, accommodation including negotiating travel where necessary ABN AMRO Bank N.V

November 2004 – December 2006

Office Manager/Personal Assistant to Head of Private Clients

Project & Operations Management: Executed a seamless office relocation for 350 employees with zero downtime, managing all vendor negotiations and procurement.

Team Leadership: Led and directed a 35-member support team, overseeing daily operations and performance.

Administrative Oversight: Prepared board materials, recorded minutes, and served as the primary HR liaison for employee leave and attendance.

Facility Launch: Spearheaded the launch of a new reception and post room, managing the full lifecycle from staff hiring to operational setup

Event Coordination: Project-managed high-stakes

corporate events, including board meetings, executive off-sites, and company-wide functions.

PA to Head of Loan syndication

Temp Assignments in St Lucia and Miami, Florida

July 2002 – November 2004

State Farm Insurance Inc. Florida- Branch 19, Office & Marketing Manager - Miami, FL

April 2002 – July 2002

St Lucia Tourist Board, Marketing Assistant/Event Coordinator – St Lucia Merrill Lynch Europe Plc

August 1999 – March 2002

Senior Administrator to the Head of Legal Department Various EA/Secretary Temp Roles

September 1998 – August 1999

Nova Scotia Bank Europe, Morgan Stanley, Barclays Capital, Allianz Marine and Aviation, Standard Chartered Bank, Credit Suisse First Boston, Bear Sterns, Standard Chartered Bank Credit Suisse Asset Management

March 1997 – September 1998

Marketing Assistant

(Reason for leaving: Redundancy as manager relocated back to Australia) Smallwood Ltd

September 1991 – Feb 1997

Office Manager / Marketing

Education/ Professional Courses

Project Management Online

October 2025

St John’s Ambulance, First Aid at Work

Certified 11 July 2018 – 10 July 2021

Adam Brent College (Free to learn) - BTEC NVQ

Feb 2013 – April 2013

BTEC NVQ Customer Services Level 2

BTEC NVQ Team Leader Level 2

BTEC NVQ Retail Level 2

BTEC NVQ Level 2 SIA (QCF)

Croydon College, Surrey - CIM Certificate (Chartered Institute of Marketing) (incomplete) Sept 1997 – July 1998

East London Secretarial - RSA Certificate in Secretarial Sept 1989 to July 1990

Holy Trinity Convent & Castries Comprehensive - Secondary School Sept 1983 to July 1989 - Technical Drawing, Mathematics, English, French, Social Science (O levels), Computer Science (GCSE – C), Word Processing, Typing

(Levels 1, 2, 3)

BVCA, London – Introduction to Equities Market

May 2001 (1 day)

ABN AMRO Learning Department, Madrid, Spain- Getting to know Banking April 2006 (1 week)

ABN AMRO Learning Department, Madrid, Spain - Treating Customers Fairly September 2006 (1 week)

BVCA, London – What is Private Equity & Venture Capital Feb 2009 (1 week)

St John’s Ambulance Ltd - First Aid Course 12 - 16 June 2000 5 day intensive – renewed 2016 Fire Warden Course 13 - 13 March 2001 1 day intensive (Fire Prevention Act 1999) British Red Cross - Intensive First Aid Course 21 – 24 November 2006 (1 week) British Red Cross - Intensive First Aid- August 2009 Course (1 week) Hobbies : reading, playing Badminton, travelling, student’s charity volunteer References

Available upon request.

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