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jobs
Highly experienced Execytive/Personal Assistant with project and strategy experience
Vivienne Koike
,
London, United Kingdom
Experience
Other titles
Skills
I'm offering
Experienced and proactive Executive Assistant with a demonstrated history of working in the financial services industry. Skilled in Event Planning, Microsoft Excel, Word and PowerPoint, Customer Service, Investor Relations, and personal assistance and Office Administration. Strong professional with a BA Hons degree. I possess a keen eye for detail and a commitment to producing work of the highest quality. I take pride in my exceptional interpersonal skills and communicative abilities to build effective relationships with clients and colleagues. I thrive on working in fast-paced, results driven environment.
Markets
United States
(Remote
only)
United Kingdom
France
(Remote
only)
Germany
(Remote
only)
Lithuania
(Remote
only)
Denmark
(Remote
only)
Norway
(Remote
only)
Sweden
(Remote
only)
Finland
(Remote
only)
Language
English
Fluently
Ready for
Larger project
Ongoing relation / part-time
Full time contractor
Available
My experience
2017 - ?
job
Executive Assistant
Ferroglobe PLC.
Executive Assistant to the CFO and Finance team at their London HQ office (set up in April 2017)
• Preparation and coordination of press releases on the company's behalf
• Organisation of quarterly Earnings calls and meetings for the Chairman, CEO and CFO, including team preparation, web-conferencing, document preparation and distribution and investor liaison
• Restructuring the process of invoicing and payments
• Management and tracking of invoice payments for the company and approvals on behalf of the CFO and Corporate Controller.
• International travel and conference preparation and management, including preparation for the Board
• Investor Relations meetings and roadshows, including coordination of the CEO and Chairman
• Complex organisation of meetings and calls in different time zones
• Involvement in the implementation of structure and processes for the whole office
• Management of information on the Intralinks system
• Onboarding of new employees within the Finance department
• Preparation and compiling presentations for Board meetings, conferences and investor meetings
• Budget preparation and review for the Finance team
• Partaking and take minutes for weekly team meetings
• Investor liaison on behalf of the CFO/Head of Investor Relations
• Expenses for CFO and process expenses on behalf of the Executives and Board
• Sourcing and procuring a new residence for CFO
• Arranging parties at the CFO's residence on his behalf
• Tacking the amount of time spent in the UK on behalf of CFO and liaising with external consultants for tax purposes
• Preparation and coordination of press releases on the company's behalf
• Organisation of quarterly Earnings calls and meetings for the Chairman, CEO and CFO, including team preparation, web-conferencing, document preparation and distribution and investor liaison
• Restructuring the process of invoicing and payments
• Management and tracking of invoice payments for the company and approvals on behalf of the CFO and Corporate Controller.
• International travel and conference preparation and management, including preparation for the Board
• Investor Relations meetings and roadshows, including coordination of the CEO and Chairman
• Complex organisation of meetings and calls in different time zones
• Involvement in the implementation of structure and processes for the whole office
• Management of information on the Intralinks system
• Onboarding of new employees within the Finance department
• Preparation and compiling presentations for Board meetings, conferences and investor meetings
• Budget preparation and review for the Finance team
• Partaking and take minutes for weekly team meetings
• Investor liaison on behalf of the CFO/Head of Investor Relations
• Expenses for CFO and process expenses on behalf of the Executives and Board
• Sourcing and procuring a new residence for CFO
• Arranging parties at the CFO's residence on his behalf
• Tacking the amount of time spent in the UK on behalf of CFO and liaising with external consultants for tax purposes
Budget, Onboarding, Management, Finance, Sourcing, Investor relations, Implementation, CFO, Ceo, Office, Organization, International, Web, Processes, UP
2013 - 2016
job
Executive Assistant/Investor Relations
Paulson Europe LLP.
Investor Relations client facing and research role as well as Executive Assistant to the London Investor Relations Team, which included 2 Managing Directors and 1 Director.
Executive Assistant role
• Diary management - full responsibility for organising all meetings and itineraries
• Extensive and complex travel arrangements including flights and transportation, accommodation and meals for the team as they all travel on a constant basis - both within the UK and internationally
• Arranging, organising and implementing all details for both abroad and UK based roadshows with the senior Analysts and the President of the company
• Organising and planning the annual Mid-Year Review in London - venue search and set-up, external dinners and invitations, travel coordination
• Travel to our New York office to help at our Annual Year-End Review
• Management of the CRM and Intralinks Systems
• Producing and compiling presentations for all funds for meetings and organising a quarterly webinar
• Liaising with our Compliance department to ensure the legal requirements for marketing are met
• Expenses and reimbursement for medical and dental expenses for the team
• Management the office re-fit
• Building and maintaining relationships with industry peers and clients
Investor Relations role
• Research on potential Investors as well as researching up to date information on current Investors and finding information from previous meeting notes that might be relevant for new meetings
• Liaising with high level Investors and senior management in an IR function to provide relevant investor information
• Compiling data for Investors when requested such as monthly returns of a Fund from the date of inception
• Organisation and execution of annual conferences as well as large and small events both in London and overseas including: sourcing venues; guestlist and invites management; logistics such as AV, IT, table plans; menus; document preparation, production and distribution; leading the team in all aspects of every event
Reason for leaving: Redundancy
Executive Assistant role
• Diary management - full responsibility for organising all meetings and itineraries
• Extensive and complex travel arrangements including flights and transportation, accommodation and meals for the team as they all travel on a constant basis - both within the UK and internationally
• Arranging, organising and implementing all details for both abroad and UK based roadshows with the senior Analysts and the President of the company
• Organising and planning the annual Mid-Year Review in London - venue search and set-up, external dinners and invitations, travel coordination
• Travel to our New York office to help at our Annual Year-End Review
• Management of the CRM and Intralinks Systems
• Producing and compiling presentations for all funds for meetings and organising a quarterly webinar
• Liaising with our Compliance department to ensure the legal requirements for marketing are met
• Expenses and reimbursement for medical and dental expenses for the team
• Management the office re-fit
• Building and maintaining relationships with industry peers and clients
Investor Relations role
• Research on potential Investors as well as researching up to date information on current Investors and finding information from previous meeting notes that might be relevant for new meetings
• Liaising with high level Investors and senior management in an IR function to provide relevant investor information
• Compiling data for Investors when requested such as monthly returns of a Fund from the date of inception
• Organisation and execution of annual conferences as well as large and small events both in London and overseas including: sourcing venues; guestlist and invites management; logistics such as AV, IT, table plans; menus; document preparation, production and distribution; leading the team in all aspects of every event
Reason for leaving: Redundancy
Marketing, CRM, Research, Event, Management, Sourcing, Compliance, It, Investor relations, Office, Organization, Search, Production, UP, President
2010 - 2013
job
Executive Assistant & Business Manager
Brockton Capital LLP.
Started as Team Assistant looking after 9 Professionals before being promoted to EA and Business Manager, supporting 3 Partners, including the Co-Founding Partner and CFO for an extremely fast paced Private Equity and Property Development firm based in Soho, London. Progressed to Business Manager.
Executive Assistant role
• Extensive and complex diary management, travel and expenses - full responsibility for organising all meetings and itineraries for both internal and external members
• Multi-tasking within the time limit set for both work related and personal tasks
• Arranged and booked all travel arrangements for both internal and external members. Complex, multi city destinations, visas and last minute
Business Manager role
• Managed the assistant team which including recruitment, continuous training, motivation and discipline
• Responsibility for lighting, alarm and locking systems, IT infrastructure procurement and management.
• Onboarding of new staff members - starter packs, contracts, background checks, and training
• Implemented, organised and established the new office due to company expansion such as the office set up and lay out
• Complete organisation and operation of the Annual Investor Dinner and Conference including: Venue selection and set up, guestlist management and invites, presentations, AV and IT implementation, transport and logistics for site tours, leading the assistant team during the events
• Sourced accommodation, staff, flights and transportation during MIPIM. Also attending MIPIM in Cannes, France to ensure its smooth running
• Managed the relations with the IT providers, all contractors for the office fit-out, Blackberry providers and all suppliers
• Procured and negotiated the new contracts with suppliers such as subscriptions and contractors.
• Constantly reviewed the budget to source more cost-effective solutions
• Managed and implemented new IT projects, such as security for the company when using WIFI and enabling new devices to be used such as iPad's
• Researched and sourced ad-hoc items for the offices: Corporate bespoke holiday gifts with packaging for over 600 people whilst adhering to a budget. Specialist real estate pictures, furniture, companies of use
Reason for leaving: To find a new challenge and broaden my experience
Executive Assistant role
• Extensive and complex diary management, travel and expenses - full responsibility for organising all meetings and itineraries for both internal and external members
• Multi-tasking within the time limit set for both work related and personal tasks
• Arranged and booked all travel arrangements for both internal and external members. Complex, multi city destinations, visas and last minute
Business Manager role
• Managed the assistant team which including recruitment, continuous training, motivation and discipline
• Responsibility for lighting, alarm and locking systems, IT infrastructure procurement and management.
• Onboarding of new staff members - starter packs, contracts, background checks, and training
• Implemented, organised and established the new office due to company expansion such as the office set up and lay out
• Complete organisation and operation of the Annual Investor Dinner and Conference including: Venue selection and set up, guestlist management and invites, presentations, AV and IT implementation, transport and logistics for site tours, leading the assistant team during the events
• Sourced accommodation, staff, flights and transportation during MIPIM. Also attending MIPIM in Cannes, France to ensure its smooth running
• Managed the relations with the IT providers, all contractors for the office fit-out, Blackberry providers and all suppliers
• Procured and negotiated the new contracts with suppliers such as subscriptions and contractors.
• Constantly reviewed the budget to source more cost-effective solutions
• Managed and implemented new IT projects, such as security for the company when using WIFI and enabling new devices to be used such as iPad's
• Researched and sourced ad-hoc items for the offices: Corporate bespoke holiday gifts with packaging for over 600 people whilst adhering to a budget. Specialist real estate pictures, furniture, companies of use
Reason for leaving: To find a new challenge and broaden my experience
Implementation, UP, Manager, Contracts, WiFi, Organization, Office, Development, Infrastructure, Motivation, CFO, Budget, It, Security, Recruitment, Management, Onboarding, It infrastructure, Procurement, Packaging, Training, Contracts
2007 - 2009
job
Manager
Rush Hair and Beauty Salon.
Joining the company as a receptionist during University studies and quickly promoted to assistant manager before being asked to head up a new salon venture on completion of degree
Receptionist, Manager, UP
2006 - 2006
job
Camp Counsellor
Camp America.
US
My education
?
-
2008
Oxford Brookes University
Bachelors, Anthropology and Sociology
Bachelors, Anthropology and Sociology
?
-
2003
n/a
Secondary, Sociology, Psychology and English Literature & Language
Secondary, Sociology, Psychology and English Literature & Language
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