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Executive Assistant
Djenys Hylton
,
London, United Kingdom
Experience
Other titles
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I'm offering
I'm Djenys, a Executive Assistant/ Virtual Assistant.
I help business owners and entrepreneurs with time-consuming tasks, giving you time to focus on what you do best.
I have over 14 years' experience in administrative support as an Executive Assistant and Office Manager with strong business acumen within various industries including Corporate / Financial / Creative Media / Tech and Startups. I work 1:1/1:2 for CEOs, C-Suite, and Board Level to ensure the seamless and efficient execution of daily operations.
I help business owners and entrepreneurs with time-consuming tasks, giving you time to focus on what you do best.
I have over 14 years' experience in administrative support as an Executive Assistant and Office Manager with strong business acumen within various industries including Corporate / Financial / Creative Media / Tech and Startups. I work 1:1/1:2 for CEOs, C-Suite, and Board Level to ensure the seamless and efficient execution of daily operations.
Markets
United Kingdom
Links for more
Once you have created a company account and a job, you can access the profiles links.
Industries
Language
English
Fluently
French
Fluently
Ready for
Larger project
Ongoing relation / part-time
Full time contractor
Available
My experience
2019 - 2020
job
EXECUTIVE ASSISTANT
Seatfrog.
(Redundancy due to Covid-19)
Providing support to the CEO with complex diary management, email correspondence, new business, personal duties, HR and finance liaison. Taking responsibility of special project management and office organisation to further support the CEO and CFO.
Key Responsibilities:
● Managing the CEO's office, acting as the first point of contact for all enquiries. Dealing with all enquiries as needed.
● Monitoring the CEO's inbox and identify any emails that require immediate attention and responding where necessary. As well as deleting any incoming junk mail and flagging any that require attention.
● Gatekeeping - ensuring effective time management for the CEO, considering the needs of the team.
● Research clients and provide briefing notes for the CEO as prep for meetings.
● Draft briefings and communications on behalf of the CEO.
● Processing all expense claims on a monthly basis.
● Managing all travel, booking of accommodation, flights/trains and sorting visas when applicable. Creating travel packs with all information needed including an itinerary and relevant contact details.
● Event management - the yearly attendance to Europe's largest Rail exhibition in Amsterdam. Complete execution from travel, accommodation, venue choice, creation of agenda, stand design, graphic displays, technical equipment, ground logistics, client dinner, and price negotiation of all.
● Arrange all board meetings, create board packs and attend to take minutes and circulate following the meeting.
● Supporting the senior leadership team with their clients and teams and where necessary providing administrative, presentation or research support to ensure client projects can be delivered at times of time pressure or resource constraints.
● Managing business-sensitive information in a professional manner and maintaining highest levels of confidentiality.
● Building strong relationships and good rapport with stakeholders of all levels across the Seatfrog network.
● Assisting with personal matters where necessary and ensuring personal dates are in the diary.
● Greeting clients, interviewees and other guests upon arrival and provide a professional first impression.
● Office manager duties, for the day to day running of the London office.
● Working with the People Manager to assist with employee onboarding and making sure that we keep the employee handbook current.
● Working with the People Manager to ensure we keep the Disaster Recovery Plan up to date.
Providing support to the CEO with complex diary management, email correspondence, new business, personal duties, HR and finance liaison. Taking responsibility of special project management and office organisation to further support the CEO and CFO.
Key Responsibilities:
● Managing the CEO's office, acting as the first point of contact for all enquiries. Dealing with all enquiries as needed.
● Monitoring the CEO's inbox and identify any emails that require immediate attention and responding where necessary. As well as deleting any incoming junk mail and flagging any that require attention.
● Gatekeeping - ensuring effective time management for the CEO, considering the needs of the team.
● Research clients and provide briefing notes for the CEO as prep for meetings.
● Draft briefings and communications on behalf of the CEO.
● Processing all expense claims on a monthly basis.
● Managing all travel, booking of accommodation, flights/trains and sorting visas when applicable. Creating travel packs with all information needed including an itinerary and relevant contact details.
● Event management - the yearly attendance to Europe's largest Rail exhibition in Amsterdam. Complete execution from travel, accommodation, venue choice, creation of agenda, stand design, graphic displays, technical equipment, ground logistics, client dinner, and price negotiation of all.
● Arrange all board meetings, create board packs and attend to take minutes and circulate following the meeting.
● Supporting the senior leadership team with their clients and teams and where necessary providing administrative, presentation or research support to ensure client projects can be delivered at times of time pressure or resource constraints.
● Managing business-sensitive information in a professional manner and maintaining highest levels of confidentiality.
● Building strong relationships and good rapport with stakeholders of all levels across the Seatfrog network.
● Assisting with personal matters where necessary and ensuring personal dates are in the diary.
● Greeting clients, interviewees and other guests upon arrival and provide a professional first impression.
● Office manager duties, for the day to day running of the London office.
● Working with the People Manager to assist with employee onboarding and making sure that we keep the employee handbook current.
● Working with the People Manager to ensure we keep the Disaster Recovery Plan up to date.
Support, UP, Manager, Processing, Booking, Organization, Office, Ceo, Monitoring, CFO, Design, Network, Management, Finance, Onboarding, Event, Leadership, Research, Project Management
2018 - 2019
job
EXECUTIVE ASSISTANT & OFFICE MANAGER
Clarity PR.
Providing professional support and ensuring the smooth running of the HR/office management side of the business globally. Duties:
● EA Support to the CEO, UK MD and senior management- organising meetings, taking minutes and actioning goals, diary management travel, producing presentations, document management and responding independently to correspondence and emails.
● Assisting the UK MD and senior management team with special projects. Providing administrative support but also taking ownership to ensure the job is completed, effective and to a high standard. Making sure that any aspects of the project are kept up to date if necessary.
● Assist in preparation and planning for company or client related meetings or events.
● Assist in the scheduling of monthly global team calls including producing and circulating agenda 24hrs in advance, to the senior management team.
● Creating and maintaining organisational structure throughout the London office, maintaining cleanliness and order in the reception areas, conference rooms, stationery areas and any other open areas.
● Supporting HR function for all offices including; London, Munich, New York, and San Fran.
● Manage the business expense policy; authorizing personal expenses in line with policy.
● Managing the UK & US office budget.
● Lead new hire onboarding regarding the benefits, payroll, and cultural processes that are the foundation of employees' experience.
● Health & Safety; reviewing and updating health and safety policies, and other procedures/policies, and ensuring they are observed.
● EA Support to the CEO, UK MD and senior management- organising meetings, taking minutes and actioning goals, diary management travel, producing presentations, document management and responding independently to correspondence and emails.
● Assisting the UK MD and senior management team with special projects. Providing administrative support but also taking ownership to ensure the job is completed, effective and to a high standard. Making sure that any aspects of the project are kept up to date if necessary.
● Assist in preparation and planning for company or client related meetings or events.
● Assist in the scheduling of monthly global team calls including producing and circulating agenda 24hrs in advance, to the senior management team.
● Creating and maintaining organisational structure throughout the London office, maintaining cleanliness and order in the reception areas, conference rooms, stationery areas and any other open areas.
● Supporting HR function for all offices including; London, Munich, New York, and San Fran.
● Manage the business expense policy; authorizing personal expenses in line with policy.
● Managing the UK & US office budget.
● Lead new hire onboarding regarding the benefits, payroll, and cultural processes that are the foundation of employees' experience.
● Health & Safety; reviewing and updating health and safety policies, and other procedures/policies, and ensuring they are observed.
Budget, Onboarding, Management, Reception, Support, Safety, Ceo, Health, Office, SAN, Processes, Manager, UP
2018 - 2018
temp
OFFICE MANAGER & EXECUTIVE ASSISTANT
Bright Bee PR.
Providing professional and effective executive support and office management to the Co-founders and managing directors. Duties:
● Diary management and arranging travel.
● Supporting HR processes.
● Processing expenses and invoices.
● Supporting with events organisation.
● Processing payroll.
● Financial administration.
● Project and general administrative support.
● Facilities and office supplies management.
● Diary management and arranging travel.
● Supporting HR processes.
● Processing expenses and invoices.
● Supporting with events organisation.
● Processing payroll.
● Financial administration.
● Project and general administrative support.
● Facilities and office supplies management.
Administration, Management, Support, Office, Organization, Processing, Processes, Manager
2015 - 2017
job
OFFICE MANAGER
Burson Cohn & Wolfe.
To ensure the office as a whole is operating smoothly and safely with over 150 employees. Supporting the company CEO, FD & Managing directors with projects and administration.
Duties:
● Facilities; oversee the location, planning, equipping and maintenance of suitable office facilities (including space, leasehold improvements, furniture, fixtures and equipment). Managing all internal desk moves.
● Security; ensuring that the workplace is secure, and that visitors and vendors are properly welcomed and escorted through the office.
● Health & Safety; reviewing and updating health and safety policies, and other procedures/policies, and ensuring they are observed.
● Working with HR to ensure the Office Emergency Disaster Recovery plan is maintained and H&S regulations are always adhered to and carrying out DSE assessments.
● First Aid Management; ensuring certifications up to date including refresher training and regular meetings.
● Reception management; including meeting and greeting clients, meeting room management, and answering incoming calls/emails.
● Managing relationships with third parties including negotiation of contracts with new vendors and current suppliers as and when needed (stationery, food and beverages, taxis and courier companies etc.).
● Preparing and managing the office budget in collaboration with the Finance Director to ensure spending remains within the allocated budget and all queries related to the budget are dealt with in a timely manner.
● Assisting with organising external and internal company meetings/events and retreats, training, birthdays, summer and Christmas parties.
● Project management; such as the new disaster recovery online website for business continuity.
● Ad-hoc personal PA duties.
Duties:
● Facilities; oversee the location, planning, equipping and maintenance of suitable office facilities (including space, leasehold improvements, furniture, fixtures and equipment). Managing all internal desk moves.
● Security; ensuring that the workplace is secure, and that visitors and vendors are properly welcomed and escorted through the office.
● Health & Safety; reviewing and updating health and safety policies, and other procedures/policies, and ensuring they are observed.
● Working with HR to ensure the Office Emergency Disaster Recovery plan is maintained and H&S regulations are always adhered to and carrying out DSE assessments.
● First Aid Management; ensuring certifications up to date including refresher training and regular meetings.
● Reception management; including meeting and greeting clients, meeting room management, and answering incoming calls/emails.
● Managing relationships with third parties including negotiation of contracts with new vendors and current suppliers as and when needed (stationery, food and beverages, taxis and courier companies etc.).
● Preparing and managing the office budget in collaboration with the Finance Director to ensure spending remains within the allocated budget and all queries related to the budget are dealt with in a timely manner.
● Assisting with organising external and internal company meetings/events and retreats, training, birthdays, summer and Christmas parties.
● Project management; such as the new disaster recovery online website for business continuity.
● Ad-hoc personal PA duties.
Reception, UP, Manager, ON, Contracts, Online, Office, Health, Ceo, Safety, Project Management, Security, Website, Management, Finance, Training, Contracts, Budget, Administration
2013 - 2015
job
EXECUTIVE ASSISTANT & OFFICE MANAGER
Fexco Merchant Services.
Providing professional and effective support to the Head of Relationship Management and team which includes; UK Manager, Legal Counsel, Relationship Managers, Sales Managers and the Facilities Manager. As well as acting as the first point of contact for both external and internal stakeholders.
Duties:
● Diary management - coordinating, ensuring schedules are rigorously adhered to whilst taking account of conflicting priorities and multiple demands on time. Managing the office work environment and interacting with key suppliers on a daily basis.
● Managing travel arrangements including co-ordinations with overseas offices with regards to flights, transfers and meetings.
● Processing expenses and invoices using iProcurement in line with Fexco's Expense Policy.
● Planning and organising the monthly meetings, agenda and supporting materials for the Sales & Relationship Management teams.
● Advisory role on company policies and procedures and in-depth knowledge of different business practices, leadership teams and specialist skills, knowing who to go to for what.
● Onboarding new starters and arranging desk requirements, raising and chasing to completion all appropriate hardware, software and process requests.
● Manage various supplier contracts including cleaners, stationery, printers, couriers.
● Managing accounts payable and account receivable within the London office.
● Event organisation- booking and coordinating venue, catering and entertainment for conferences and social functions, assisting with events and seminars, arranging annual team events and team building exercises.
● Greeting guests and answering phones and researching travel arrangements.
● Planning and organising the monthly meetings, agenda and supporting materials for the Sales & Relationship Management teams.
● Maintaining complete and up to date logs of all Relationship Managers and Sales team annual leave, sick leave etc.
Duties:
● Diary management - coordinating, ensuring schedules are rigorously adhered to whilst taking account of conflicting priorities and multiple demands on time. Managing the office work environment and interacting with key suppliers on a daily basis.
● Managing travel arrangements including co-ordinations with overseas offices with regards to flights, transfers and meetings.
● Processing expenses and invoices using iProcurement in line with Fexco's Expense Policy.
● Planning and organising the monthly meetings, agenda and supporting materials for the Sales & Relationship Management teams.
● Advisory role on company policies and procedures and in-depth knowledge of different business practices, leadership teams and specialist skills, knowing who to go to for what.
● Onboarding new starters and arranging desk requirements, raising and chasing to completion all appropriate hardware, software and process requests.
● Manage various supplier contracts including cleaners, stationery, printers, couriers.
● Managing accounts payable and account receivable within the London office.
● Event organisation- booking and coordinating venue, catering and entertainment for conferences and social functions, assisting with events and seminars, arranging annual team events and team building exercises.
● Greeting guests and answering phones and researching travel arrangements.
● Planning and organising the monthly meetings, agenda and supporting materials for the Sales & Relationship Management teams.
● Maintaining complete and up to date logs of all Relationship Managers and Sales team annual leave, sick leave etc.
Office, UP, Manager, Contracts, Social, Processing, Go, Booking, Organization, Software, Contracts, Hardware, Support, Printers, Sales, Management, Onboarding, Event, Leadership
2012 - 2013
job
EXECUTIVE TEAM ADMINISTRATOR
HSBC Headquarters.
Providing high quality and comprehensive support to GMO executives/PA's, including email, meeting management and complex requirements.
Duties:
● Ad-hoc facilities administration, projects and other duties as required.
● Handling phone calls, reviewing and prioritising email correspondence and dealing with all queries arising.
● Arranging visits for internal and external customers to HSBC, training sessions, events, seminars and depositions.
● Dealing with constantly changing priorities and arrangements.
● Dealing assertively but sensitively with internal and external client demands and conflicts.
● Building networks and developing relationships with HSBC staff at all levels to extend help to other PA's, administrators and executives.
CLIENT SERVICES
Duties:
● Ad-hoc facilities administration, projects and other duties as required.
● Handling phone calls, reviewing and prioritising email correspondence and dealing with all queries arising.
● Arranging visits for internal and external customers to HSBC, training sessions, events, seminars and depositions.
● Dealing with constantly changing priorities and arrangements.
● Dealing assertively but sensitively with internal and external client demands and conflicts.
● Building networks and developing relationships with HSBC staff at all levels to extend help to other PA's, administrators and executives.
CLIENT SERVICES
Administration, Training, Management, Support, Administrator, ON
2004 - 2008
job
TEAM LEADER/PROJECT COORDINATOR
Saville Rossiter-Base.
Working on behalf of a large high street retail bank, FTSE 500 companies & the broadcasting regulator.
Researching customers likes and dislikes of products and identifying consumer trends. The role also involves typing documents, data entry, responding to and filing correspondence, general day to day administrative work.
Duties:
● Recruiting consumers for telephone, face-to-face and group interviews to ascertain customer feedback and opinions. Training and monitoring individuals on telephone conduct, adherence to script and achieving set targets.
● Motivating and assisting new employees to ensure their understanding of new tasks and achieving optimum output.
● Liaising with managers, recruitment agencies and prospective candidates.
● Responsible for interviewing prospective clients.
● Identify through quarterly and weekly personal development reviews (appraisals), career aspirations and training requirements.
Researching customers likes and dislikes of products and identifying consumer trends. The role also involves typing documents, data entry, responding to and filing correspondence, general day to day administrative work.
Duties:
● Recruiting consumers for telephone, face-to-face and group interviews to ascertain customer feedback and opinions. Training and monitoring individuals on telephone conduct, adherence to script and achieving set targets.
● Motivating and assisting new employees to ensure their understanding of new tasks and achieving optimum output.
● Liaising with managers, recruitment agencies and prospective candidates.
● Responsible for interviewing prospective clients.
● Identify through quarterly and weekly personal development reviews (appraisals), career aspirations and training requirements.
Retail, Training, Recruitment, Monitoring, Coordinator, Development
My education
2006
-
2008
University of Hertfordshire
Bachelors, Marketing and French
Bachelors, Marketing and French
2004
-
2006
University of Hertfordshire
Hndhncorequivalent, Business
Hndhncorequivalent, Business
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