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Executive Assistant
Julia Heydarova
,
Experience
Other titles
Skills
I'm offering
A highly self-motivated, confident and experienced CxO level Executive Assistant at one of the
most prestigious Private Equity and Investment Advisory companies ready for the next stage in
successful career. Fluent in Russian, Turkish, Azerbaijani and Spanish and also proficient in ex-
pense management and account processing. Valuable asset to anyone seeking extra assistance.
Energetic, responsible, result-oriented and pro-active. Has exceptional transferable, interpersonal
& soft skills that create collaborative culture. Able to multi task and achieve work goals in a time-
ly manner. Enjoys being the first point of call for a company, willing to train at further skills,
open to changes with a growing/fast learning attitude. Professional at balancing the needs of
clients both personal and professional capacities.
most prestigious Private Equity and Investment Advisory companies ready for the next stage in
successful career. Fluent in Russian, Turkish, Azerbaijani and Spanish and also proficient in ex-
pense management and account processing. Valuable asset to anyone seeking extra assistance.
Energetic, responsible, result-oriented and pro-active. Has exceptional transferable, interpersonal
& soft skills that create collaborative culture. Able to multi task and achieve work goals in a time-
ly manner. Enjoys being the first point of call for a company, willing to train at further skills,
open to changes with a growing/fast learning attitude. Professional at balancing the needs of
clients both personal and professional capacities.
Markets
United Kingdom
Language
English
Fluently
Spanish
Good
Russian
Fluently
Ready for
My experience
2019 - 2019
job
Executive Assistant/OM to CEO & COO
QUADRUM GLOBAL.
• Extensive diary and inbox management and also senior staff ad-hoc admin/email management
• Responsible for organising confidential projects, private appointments, managing shifting prior-
ities, last minute changes, gatekeeper and privy to C-level Executives
• HR responsibilities include company group holiday and sickness calendar management
• Building rapport with London team, stakeholders & clients internationally
• Management of account allocation, budgeting, reconciliation of company corporate credit
cards - Barclaycard, UBS & Signature Banks, processing petty cash, personal expenses and ac-
tioning other office related expenses
• Processing account payable functions i.e. inputting invoices onto the financial system DBCap-
ture, making payment enquiries on DBWebQuery and working closely with Financial Con-
trollers globally
• Sourcing and coordinating international travel bookings, hotel arrangements, diarising & issuing
final travel itineraries, arranging airport chauffeur transfers/taxis, Heathrow express train & restaurant bookings, private jet bookings for VIP's, Ultra High Net Worth Individuals, In-
vestors & Wealth Management Clients.
• Management of Quadrum Website, Press & Public Relations i.e. editing photos and updating
new press articles on company website via Investis platform
• Carrying out Health & Safety, Fire Evacuation Procedures and Fire Warden duties, meet and greet all visitors, meeting room scheduling and keeping rooms client-ready, international legal
document courier servicing and arranging deliveries and industry related newspaper subscrip-
tion renewals,
• Maintaining office stationary i.e. printers, binders, scanning, filing, updating spreadsheets, or-
dering stationary, business cards for employees, manage and liaise with all Quadrum Service
Business Providers and other offices globally, temperature control of the office, office flowers
& plants management, etc.
• Organising and hosting company events & conferences, innovations for special occasions,
kitchen food, fruit, coffee/tea stock order and ordering lunches for external clients
• Answering, screening, taking messages, transferring relevant phone calls appropriately & gener-
al IT queries/issues as well as utilising Net2 door access control software for security purposes
• Making sure confidential documents are disposed with DataShred company regularly
• Receiving, sorting and distributing incoming international mail to all staff members
• Responsible for organising confidential projects, private appointments, managing shifting prior-
ities, last minute changes, gatekeeper and privy to C-level Executives
• HR responsibilities include company group holiday and sickness calendar management
• Building rapport with London team, stakeholders & clients internationally
• Management of account allocation, budgeting, reconciliation of company corporate credit
cards - Barclaycard, UBS & Signature Banks, processing petty cash, personal expenses and ac-
tioning other office related expenses
• Processing account payable functions i.e. inputting invoices onto the financial system DBCap-
ture, making payment enquiries on DBWebQuery and working closely with Financial Con-
trollers globally
• Sourcing and coordinating international travel bookings, hotel arrangements, diarising & issuing
final travel itineraries, arranging airport chauffeur transfers/taxis, Heathrow express train & restaurant bookings, private jet bookings for VIP's, Ultra High Net Worth Individuals, In-
vestors & Wealth Management Clients.
• Management of Quadrum Website, Press & Public Relations i.e. editing photos and updating
new press articles on company website via Investis platform
• Carrying out Health & Safety, Fire Evacuation Procedures and Fire Warden duties, meet and greet all visitors, meeting room scheduling and keeping rooms client-ready, international legal
document courier servicing and arranging deliveries and industry related newspaper subscrip-
tion renewals,
• Maintaining office stationary i.e. printers, binders, scanning, filing, updating spreadsheets, or-
dering stationary, business cards for employees, manage and liaise with all Quadrum Service
Business Providers and other offices globally, temperature control of the office, office flowers
& plants management, etc.
• Organising and hosting company events & conferences, innovations for special occasions,
kitchen food, fruit, coffee/tea stock order and ordering lunches for external clients
• Answering, screening, taking messages, transferring relevant phone calls appropriately & gener-
al IT queries/issues as well as utilising Net2 door access control software for security purposes
• Making sure confidential documents are disposed with DataShred company regularly
• Receiving, sorting and distributing incoming international mail to all staff members
Hosting, Processing, Safety, Express, International, Office, Software, Health, Ceo, Public relations, It, Security, Net, Service, Website, Sourcing, Management, C
2018 - 2018
job
Executive Assistant
BRAEMAR ACM SHIPBROKING.
Driving everyday agenda, proactively managing diary requirements, arranging meetings and appointments, preparing rooms, refreshments and catering for meetings, ensuring time is max-
imised and deadlines are met.
• Coordinating overseas travel arrangements, booking and arranging transport, accommodation
and producing itineraries.
• Planning and coordinating various important board meetings, including setting agendas, pro-
ducing and circulating minutes in a timely manner and following up on agreed actions
• Providing personal assistance and administrative support to MDs, Directors including collating
and submitting of expenses within set deadlines and supporting them with ad hoc projects
• Coordinating office maintenance work and stationary supplies with the company's chosen busi-
ness providers
• Managing e-mails and appropriately responding to a variety of telephone and general enquiries
and acting as a communication channel between the wider business and external clients.
• Assisting other PAs in the participation of Posidonia International Shipping Exhibition Event
• Sorting and distributing post and the legal documentations of the ships internationally and within the UK.
• Scanning all correspondence relating to potential candidates CVs and sending them to the HR
department
imised and deadlines are met.
• Coordinating overseas travel arrangements, booking and arranging transport, accommodation
and producing itineraries.
• Planning and coordinating various important board meetings, including setting agendas, pro-
ducing and circulating minutes in a timely manner and following up on agreed actions
• Providing personal assistance and administrative support to MDs, Directors including collating
and submitting of expenses within set deadlines and supporting them with ad hoc projects
• Coordinating office maintenance work and stationary supplies with the company's chosen busi-
ness providers
• Managing e-mails and appropriately responding to a variety of telephone and general enquiries
and acting as a communication channel between the wider business and external clients.
• Assisting other PAs in the participation of Posidonia International Shipping Exhibition Event
• Sorting and distributing post and the legal documentations of the ships internationally and within the UK.
• Scanning all correspondence relating to potential candidates CVs and sending them to the HR
department
Event, Support, Shipping, Office, International, Booking, UP
2018 - 2018
job
Executive Assistant
UBER.
Dealing with confidential legal documents & minute taking in TFL legal meetings, processing
invoices, domestic/business rate bills, and following up a payment accordingly
• Managing Master Admin Google Calendar, extensive diary management, booking, reserving
and moving rooms where necessary for important B2B meetings, external clients and internal
staff members
• Liaising efficiently with European HR departments and recruitment team members to arrange
interview times, interview room allocation, sending confirmation of candidates' interview
bookings and corresponding between London & Amsterdam office members
• Accommodating last minute schedules, working closely with the catering & facilities team to execute any facilities related issues, problem solving, reporting faults via Internal Global Uber
Jira Ticketing Service and following up a resolution
• On-boarding new Uber employees, processing NDA contracts, requesting employee and build-
ing badges through security & arranging employees' welcome pack
• Actioning employee requests, registering & announcing visitors, handling ad-hoc admin duties,
document binding, arranging documents on google drive, storing sensitive information on
google sheets
• Handling parcels, letters and distributing them to internal staff, sending sensitive documents
between international offices via cross-flight courier service, arranging recorded and special
deliveries
invoices, domestic/business rate bills, and following up a payment accordingly
• Managing Master Admin Google Calendar, extensive diary management, booking, reserving
and moving rooms where necessary for important B2B meetings, external clients and internal
staff members
• Liaising efficiently with European HR departments and recruitment team members to arrange
interview times, interview room allocation, sending confirmation of candidates' interview
bookings and corresponding between London & Amsterdam office members
• Accommodating last minute schedules, working closely with the catering & facilities team to execute any facilities related issues, problem solving, reporting faults via Internal Global Uber
Jira Ticketing Service and following up a resolution
• On-boarding new Uber employees, processing NDA contracts, requesting employee and build-
ing badges through security & arranging employees' welcome pack
• Actioning employee requests, registering & announcing visitors, handling ad-hoc admin duties,
document binding, arranging documents on google drive, storing sensitive information on
google sheets
• Handling parcels, letters and distributing them to internal staff, sending sensitive documents
between international offices via cross-flight courier service, arranging recorded and special
deliveries
Jira, B2B, Contracts, Interview, Management, Service, Security, Recruitment, Office, International, Google, Booking, Google sheets, Contracts, Processing, UP
2017 - 2017
job
YOOX-NET-A-PORTER
unknown.
Net
2017 - 2017
job
PA/Senior Corporate Receptionist
BB ENERGY OIL.
Receptionist, ON
2016 - 2017
job
Elite Corporate Receptionist
UBS.
Receptionist
2016 - 2016
job
Event Coordinator
Canary Wharf Group.
• 5* Worldclass Customer Service & PA to Senior Managing Executives/Board Directors
• Handling taxi and restaurant bookings, a busy switchboard and extensive inbox management
• Event Coordinator, resolving issues, query resolution and complaint handling
• Accommodating last minute requests, receiving and announcing clients
• Communication agent between multiple business entities
• Helpdesk advisor, meeting tight deadlines, writing reports and handovers
• Stationary management, managing invoices, bills and processing them where appropriate
• Diary management, agenda preparation, taking minutes in meetings and follow up actions
• Arranging multiple-sector travel bookings and coordination
• Client Liaison, Client Services Assistant & Facilities Assistant
• International and domestic mail processing and handling confidential legal documents
• Liaising with UHNWI, VIP's, Wealth Management Clients and building rapport
• Managing client rooms, dealing with catering team, ad hoc queries, admin duties, etc.
• Liaising with the facilities management and maintenance team
• City Centre Training Venues Events Co-ordinator at Canary Wharf Group
• Handling taxi and restaurant bookings, a busy switchboard and extensive inbox management
• Event Coordinator, resolving issues, query resolution and complaint handling
• Accommodating last minute requests, receiving and announcing clients
• Communication agent between multiple business entities
• Helpdesk advisor, meeting tight deadlines, writing reports and handovers
• Stationary management, managing invoices, bills and processing them where appropriate
• Diary management, agenda preparation, taking minutes in meetings and follow up actions
• Arranging multiple-sector travel bookings and coordination
• Client Liaison, Client Services Assistant & Facilities Assistant
• International and domestic mail processing and handling confidential legal documents
• Liaising with UHNWI, VIP's, Wealth Management Clients and building rapport
• Managing client rooms, dealing with catering team, ad hoc queries, admin duties, etc.
• Liaising with the facilities management and maintenance team
• City Centre Training Venues Events Co-ordinator at Canary Wharf Group
Writing, Training, Event, Management, Customer service, Service, Coordinator, International, Processing, ON, Agent, UP
2014 - 2016
job
Supervisor
Whittard of Chelsea.
• Office and Stores Management, coaching, training team & personal development
• Store operations, planning, prioritising, organisation & delegation
• Monitoring costs and overheads, health & safety auditor
• Customer advisor, profiling, handling financial transactions and other ad hoc admin duties
• Store operations, planning, prioritising, organisation & delegation
• Monitoring costs and overheads, health & safety auditor
• Customer advisor, profiling, handling financial transactions and other ad hoc admin duties
Coaching, Training, Management, Development, Monitoring, Health, Office, Organization, Safety
2014 - 2014
job
admin responsibilities, reservation management and conducting surveys
Hotel GSA.
Customer Relations January 2014 - September 2014
• Personalised customer services, check in and out and promoting hotel services
• Dealing with Ultra High Net Worth Individuals, High Profile Entrepreneurs & VIPs
• Banking duties, admin responsibilities, reservation management and conducting surveys
• Personalised customer services, check in and out and promoting hotel services
• Dealing with Ultra High Net Worth Individuals, High Profile Entrepreneurs & VIPs
• Banking duties, admin responsibilities, reservation management and conducting surveys
Management, Net, Banking, Surveys
2007 - 2013
job
5 Customer Services Agent
British Airways Plc.
Agent
2005 - 2007
freelance
Travel Consultant
British Airways Travel Shops.
• Worldwide customer interaction, strong customer service focus & cabin crew
• Managing passenger flow to suit operational needs and information centre
• Flight Management, connections, managing passengers with special requirements
• Complaint resolutions, reservation, managing database and business advertising
• Immigration checks, financial transactions and providing internal clerical support
• Managing passenger flow to suit operational needs and information centre
• Flight Management, connections, managing passengers with special requirements
• Complaint resolutions, reservation, managing database and business advertising
• Immigration checks, financial transactions and providing internal clerical support
Advertising, Database, Management, Customer service, Service, Support
My education
2012
-
2015
University of London
BSc, Psychology
BSc, Psychology
2011
-
2012
City AND Islington College
Unspecified, Psychology
Unspecified, Psychology
2004
-
2005
South Thames College
N/a, London ICT
N/a, London ICT
2001
-
2003
Kingston College
Certification, N/a
Certification, N/a
1995
-
2001
Putney High School
GCSEs, English
GCSEs, English
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