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Experienced Executive Assistant with financial background
Rachel Allen
,
Brentwood, United Kingdom
Experience
Other titles
Skills
I'm offering
I am an experienced Executive Assistant with an extensive amount of experience mostly within the financial sector across London and Dubai. I am a driven, results-focused professional and am used to working in very busy and fast paced environments with all levels of management. I relocated back to the UK in 2018 after working in Dubai for just over 4 years.
Markets
United Kingdom
Links for more
Once you have created a company account and a job, you can access the profiles links.
Language
English
Fluently
Ready for
Larger project
Ongoing relation / part-time
Full time contractor
Available
My experience
2018 - ?
freelance
EA to the Global Head of Client Operations
EA.
• Extensive diary management - juggling his schedule to accommodate urgent meetings
• Management of his inbox
• Arranging business visas
• Booking extensive travel
• Arranging internal and external meetings/conference calls
• Expenses
• General admin duties
• Management of his inbox
• Arranging business visas
• Booking extensive travel
• Arranging internal and external meetings/conference calls
• Expenses
• General admin duties
Operations, Management, Booking
2012 - 2014
temp
Contract Roles under Hays Recruitment
UBS Investment Bank.
Floating EA to Senior Management
Bank of America
PA to the Research Team
Between August 2012 and November 2012 was looking for work
Bank of America
PA to the Research Team
Between August 2012 and November 2012 was looking for work
Research, Management, Recruitment, ON
2011 - 2012
job
Executive Board
Itau BBA International.
• Extensive diary management - juggling schedules to accommodate urgent meetings
• Arranging their travel and accommodation for business trips
• Personal jobs - submitting health care claims for them and their families, sorting out their cars, bills, booking personal holidays, restaurant reservations etc
• Management of Board Meetings - taking minutes, collating documents
• Keeping record of their whereabouts and how often they are out of the country on business
• Keeping track of their personal expenses and sending off to HMRC
• General Admin Duties
• Arranging their travel and accommodation for business trips
• Personal jobs - submitting health care claims for them and their families, sorting out their cars, bills, booking personal holidays, restaurant reservations etc
• Management of Board Meetings - taking minutes, collating documents
• Keeping record of their whereabouts and how often they are out of the country on business
• Keeping track of their personal expenses and sending off to HMRC
• General Admin Duties
Management, Health, Booking
2008 - 2011
job
Visiting locations
Standard & Poor's.
June 2008 - June 2011
Permanent
PA to the Director of Analytical Education and 7 people in the Financial Services Team
• Internal Training
◦ Organising the certification training programme for new analysts
◦ Arranged the Barcelona offsite for the Insurance, Banking and Sovereign/IPF teams, which included arranging all travel, transfers and accommodation for the 5 days.
◦ Setting up classes and courses on the learning centre
◦ Liaising with training staff dates for courses to take place
◦ Setting up mandatory training reports for different departments Updating individuals training transcripts with training which they have completed and passed
◦ Researching external courses for individuals who wish to go on a course which we do not provide internally
◦ Visiting locations for training events to take place
◦ Arranging conference call details for external participants not based in London
◦ Arranging training documents making sure all paper work is distributed the day before
• Arranging travel
◦ Liaising with Amex who arrange our travel and accommodation or arranging travel online via Easy Jet, BMI etc
◦ Arranging visas and passports if needed
◦ Booking all European trips on the online booking system
• Management of teams expenses
◦ Printing off all flight travel information paid on individual credit cards through the Amex Invoicing system
◦ Making sure all expenses (cash and card transactions) are entered into the company database (Concur)
◦ Submitting all expenses on to the individuals line manager for approval
◦ Send off all expenses to invoice department at Maidenhead before the 11th of each month
• Departments organisation chart, Emergency contact, analyst and departments email lists
◦ Sending out a monthly email to managers and secretaries asking for an updated within their team, e.g. change of address, joiners, leavers and job changes.
◦ Update all documents which are then sent out to the department at the beginning of every month.
• General admin duties
◦ Arranging the C&G Christmas party
◦ Arranging desk moves and sorting out Joiner and Leaver forms ensuring everything is arranged for the new starters / leaving employee's
◦ Taking minutes for the weekly team meetings
◦ Helping associates with research
◦ Amending presentations
Permanent
PA to the Director of Analytical Education and 7 people in the Financial Services Team
• Internal Training
◦ Organising the certification training programme for new analysts
◦ Arranged the Barcelona offsite for the Insurance, Banking and Sovereign/IPF teams, which included arranging all travel, transfers and accommodation for the 5 days.
◦ Setting up classes and courses on the learning centre
◦ Liaising with training staff dates for courses to take place
◦ Setting up mandatory training reports for different departments Updating individuals training transcripts with training which they have completed and passed
◦ Researching external courses for individuals who wish to go on a course which we do not provide internally
◦ Visiting locations for training events to take place
◦ Arranging conference call details for external participants not based in London
◦ Arranging training documents making sure all paper work is distributed the day before
• Arranging travel
◦ Liaising with Amex who arrange our travel and accommodation or arranging travel online via Easy Jet, BMI etc
◦ Arranging visas and passports if needed
◦ Booking all European trips on the online booking system
• Management of teams expenses
◦ Printing off all flight travel information paid on individual credit cards through the Amex Invoicing system
◦ Making sure all expenses (cash and card transactions) are entered into the company database (Concur)
◦ Submitting all expenses on to the individuals line manager for approval
◦ Send off all expenses to invoice department at Maidenhead before the 11th of each month
• Departments organisation chart, Emergency contact, analyst and departments email lists
◦ Sending out a monthly email to managers and secretaries asking for an updated within their team, e.g. change of address, joiners, leavers and job changes.
◦ Update all documents which are then sent out to the department at the beginning of every month.
• General admin duties
◦ Arranging the C&G Christmas party
◦ Arranging desk moves and sorting out Joiner and Leaver forms ensuring everything is arranged for the new starters / leaving employee's
◦ Taking minutes for the weekly team meetings
◦ Helping associates with research
◦ Amending presentations
Research, Training, C, Database, Management, Banking, Analyst, Insurance, Organization, Booking, Online, ON, Manager, Go, UP
2007 - 2008
temp
Contract Roles under Hays Recruitment
Newedge Group.
Futures Trading floor
Front Office Support to the trading floor
Financial Services Authority
Pa to the Insurance Team
British Telecom
PA to the Legal Department
Role Responsibilities as follows
Front Office Support to the trading floor
Financial Services Authority
Pa to the Insurance Team
British Telecom
PA to the Legal Department
Role Responsibilities as follows
Recruitment, Support, Telecom, Insurance, Office, ON
2005 - 2007
job
Marketing Assistant, IP Support and Administrator
Morgan Chambers.
to team of 10
Managing Editor of Internal Newsletter
• Introduced the launch of internal electronic newsletter to keep all geographies up to date on company issues, this included liaising with all European Geographies - Board members, country managers, and marketing as well as designing the content and the look of the newsletter.
Owner of the company intranet site - used Front Page
• Managing content
• Developing plan for future development of the site
• Was one point of contact to keep all information up to date as this was an efficient way of sharing information
Other marketing duties
• Was a point of contact to update and train new employees on company brand and marketing issues
• Converting employees CV's to company to the company format and putting them on the intranet site
• Creating and editing PowerPoint presentations
• Management of marketing budget spend
• Market research on our competitors and providers
• Creation of quarterly and yearly press booklets containing the companies press coverage
• Sending out fortnightly updates on all market news
Information Processes Controller
• Worked with the Consultancy manager to introduce a new IP System which was the company share point where all IP and non IP related information, along with all company contacts were all one system
Managing Editor of Internal Newsletter
• Introduced the launch of internal electronic newsletter to keep all geographies up to date on company issues, this included liaising with all European Geographies - Board members, country managers, and marketing as well as designing the content and the look of the newsletter.
Owner of the company intranet site - used Front Page
• Managing content
• Developing plan for future development of the site
• Was one point of contact to keep all information up to date as this was an efficient way of sharing information
Other marketing duties
• Was a point of contact to update and train new employees on company brand and marketing issues
• Converting employees CV's to company to the company format and putting them on the intranet site
• Creating and editing PowerPoint presentations
• Management of marketing budget spend
• Market research on our competitors and providers
• Creation of quarterly and yearly press booklets containing the companies press coverage
• Sending out fortnightly updates on all market news
Information Processes Controller
• Worked with the Consultancy manager to introduce a new IP System which was the company share point where all IP and non IP related information, along with all company contacts were all one system
Marketing, Powerpoint, Market research, Research, Budget, Management, Content, Support, Development, Administrator, Manager, Processes, UP
My education
2002
-
2003
Havering College of Further and Higher Education
N/a, N/a
N/a, N/a
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