Charlene Davies

Resume of Charlene Davies Personal Statement A conscientious and professional executive personal assistant with extensive experience in PA and secretarial roles. I am a highly organised and efficient individual, with a thorough and precise approach to projects, which has yielded excellent results to date. Able to manage own time effectively and prioritise workloads. Experienced at working to tight deadlines and under considerable pressure whilst still maintaining an eye for detail. Friendly and approachable with excellent interpersonal and customer relations skills. Key skills and attributes Good understanding of Director level responsibilities Experienced in handling highly confidential information Proven track record in assisting executives at all levels Excellent communication skills written and verbal; able to liaise confidently with senior management Able to work on my own initiative Ability to prioritise workload in a demanding team environment High level of attention to detail Ability to learn new functions and systems quickly and effectively Regular user of: Microsoft Office - Word, Excel, PowerPoint, Outlook Mac Applications - Keynote, Numbers & Pages Dropbox Google Drive - Google Docs, Google Sheets, Google Calendar, Gmail Workflow Systems - Process Street, Basecamp Conference Call Facility - GoToMeeting, Zoom, Google Hangouts, Skype Accounting Systems – Sage Accounting, Xero Work Experience Virtual Personal Assistant (October 2014 – December 2016) (June 2019 – Present) I provide PA services to small businesses, sole traders and busy individuals and families. I aim to provide a dedicated and bespoke service to all my clients whilst constantly delivering a first-class standard. I recognise that every business and person is different and the level and type of support required will vary. I work alongside you to understand the challenges you have and what is the most effective way to achieve a successful outcome. My unique Concierge Services ensures I am on hand to help with your every need including leisure and business travel; and personal lifestyle needs that you don’t have the time, desire or expertise to handle yourself. Some of the services I provide are: • • • • • • • • Creating reports & presentations Diary management Monitor & respond to emails Invoicing & Debt chasing/Credit Control Tracking business spend against budgets Capturing of expenses (including employee and business expenses) Reconciliations Cash Flow (current and forecasted) Resume of Charlene Davies • • • • • • • • • • • • • • • Payments Filing & keeping paperwork up to date Travel planning & booking including holidays Preparing & formatting correspondence/documents Data Research Copy typing & digital transcription Processing business enquiries or orders Mail merges Liaising with clients/suppliers Paying household bills Reminding of important dates Personal shopping Recommend and book restaurants Arrange transportation Event management Executive Assistant/Office Manager, Corporate Finance Firm (March 2018 – Present) (Part time hours) I provide support to Managing Director of a corporate finance firm specialising in sell-side Mergers & Acquisitions, Capital Raising and BEE ownership transaction of mid-size companies. As Office Manager and Executive Assistant my responsibilities require that I am versatile and able to organise and priortise tasks as needed. Duties • Diary management and scheduling of meetings, workshops and presentations (including any equipment required) • Travel planning – booking of flights, hotels and transfers. Completing online check-in and other tasks as required for seamless travel • Arranging and setting up conferencing facilities/meetings via applications such as GoToMeeting and Zoom • Responsible for new client take on process • Overseeing and reviewing of various NDA’s used by the company • Ensuring external parties have fully executed NDA’s as required • Responsible for companies Policies & Procedures • Responsible for filing structure of document sharing platform Dropbox, filing of documents, managing access levels and document templates • Cashbooks recording cash payments and receipts • Invoicing of clients and credit control • Payments of external supplier invoices • Preparing bank account reconciliations and expenses in Xero • Preparing cash flow statements for finance meetings with Directors • Creating time sheets for work completed for clients who are charged on time and materials and verifying final charges are correct • Working with external marketing team in relation to website, corporate identity and raising of company profile on social media platform Resume of Charlene Davies • Ability to use various online systems for example Google Drive, Google Sheets, Google Docs, Gmail and online work flow platform Executive Assistant to General Counsel and Director of Regulatory Affairs, Telecommunications (March 2006 to August 2014) Providing full PA secretarial support to the General Counsel as well as full support to the senior members of his team. I was the sole contact to the Company Secretarial Office of the parent company in Hong Kong. I had the responsibility of providing efficient Company Secretarial duties for the UK and Republic of Ireland based companies. Carrying out all duties pertaining to the job title, such as arranging conference calls, diary and email management, organising travel and accommodation, processing audio and copy typing, creating presentations My role also extended to managing the legal teams’ administration assistants (total of 5), the office management and daily running of a legal team of 100 people. Achievements • Established new administrative procedures with the department, in particular a New Starter Pack for new employees with the team to ensure a positive experience when joining the team and company. • Developed a new database, which records details of all company contracts in turn creating a more efficient way of working for the administrative team. • Created a more methodical way of filing within the team, in particular the electronic filing of company contracts. • Created a very positive team of team administrators, which resulted in a team who work more collaboratively and in turn achieve better departmental results. • Together, with a colleague, we successfully launched the support network for all the administrators and PA’s within the company. Duties • Coordination and submission of Statutory Record filings with Companies House by statutory deadlines for multiple companies. • Maintaining company records for auditory and regulatory purposes and standards including statutory returns and registers. • Arranging board meetings, meeting papers and agenda’s and taking of minutes. • Drafting of board resolutions, coordination and facilitation of signatures from Directors as required. • Provide updates and advice on company secretarial matters and legislative developments. • Monitor and ensure compliance with Companies Act and obligations for UK and overseas companies. • Oversea the management of contracts, both in ensuring the execution in accordance with company policy and also supervising the stability and accuracy of records on the database. • Contract drafting and proofreading to include amendments to draft agreements by using track changes and understanding travelling draft contracts to produce final form agreement. • Responding and coordination of due diligence requests from Parent Company by providing requested information accurately and by deadlines stated. • Responding to auditors’ requests by retrieving and collating requested information by agreed deadlines. • Cost control of external legal counsel fees for driving efficiencies to regulate Opex in line with budget of £6.5 million. Resume of Charlene Davies • • • • • • • • Assisting and advising Legal Director with yearly budget forecasting by advising on necessary spend for the following year and where potential savings could be achieved. Coordination and organisation of monthly team meetings including advance scheduling, ordering equipment/services, coordinating speakers. Drafting reports and briefing papers. Undertaking various projects as required for business strategic purposes and managing project requirements as required. Involved in staff training, recruitment and HR issues of administrative staff for the team. Raising Purchase Orders, expense claims and arranging invoices. In the absence of the General Counsel I would be required to use initiative and make decisions where possible and or necessary and delegate matters to senior members as required. Act as the Director’s first point of contact with people from within and outside of the organisation. Legal PA, Telecommunications (April 2005 - Feb 2006) Working in a fast paced environment, giving full administrative and secretarial support to Senior Legal Counsel and the relative team. • • • • • • • • General day-to-day duties of audio typing and preparing contracts; arranging of contracts for signature by authorised signatories General filing, photocopying and faxing Drafting of correspondence, screening telephone calls and dealing with queries Managing a heavy and varied workload, working efficiently and effectively to ensure all deadlines are met Diary and email management Assisting a team of 5 lawyers Arranging and booking travel Raising Purchase orders, expense claims and invoices Legal PA/Office Manager, Law Firm (May 2004 – March 2005) My role as PA to the Senior Partner and office manager involved overseeing and ensuring that all administration processes in place were adhered to, including: • • • • • General day to day duties of audio typing and preparing court documents in relation to family proceedings; general filing and faxing. Overall responsibility of client bill preparation and liaising with clients in relation to various queries or matters. Administering and responsible for Human Resource and Personnel files. Ensuring effective and efficient running of the office by ensuring all functions of the offices needs are continuously met. Constructive task planning to ensure all tasks and duties are met by prioritising my workload evenly across all three domains and ensuring all deadlines are met. Resume of Charlene Davies Legal Secretary/Assistant, Law Firm (January 2003 – March 2004) Working for the Senior Partner my duty was to ensure that all administration processes were in place. During my time, as I became more knowledgeable in the area of law, my duties progressed from support to responsibility for managing client matters. In addition to this, I was responsible for the general support and PA functions including: • • • • • • • Managing associated administration in relation to Commercial Litigation and Insolvency matters. Working directly with Senior Partner in the firm and overtime my daily responsibility and duties increased from solely secretarial support to matter management and support. Drafting of court documents, which were overseen by partner, responsible for lodging in Court. Drafting of correspondence to clients, screening telephone calls and dealing with client queries. Preparing bill of costs and arranging same to be processed by accounts department. Managing a heavy and varied workload, working efficiently and effectively to ensure all deadlines are met. Audio & copy typing. Paralegal, Law Firm (March 2001 – December 2002) General management of client matters, with primary responsibilities including: • • • • • Management and responsibility of client cases and associated administration including preparation of correspondence and communication. Preparation of applications to the Court for related matters and responsible of lodging with the Court within the required deadline. Corresponding with clients accordingly and dealing with any client queries. Corresponding and liaising with Banks, Building Societies, mortgage providers, Share Registrars, Social Security Agency and any other relevant asset or liability organisations. Calculation of any taxes related to the Estate are done accurately and on in a timely manner to avoid any penalties. Education Queens University of Belfast Probate Practitioners Course for Legal Assistants Legal Studies for Legal Assistants John Ross College Matric Exemption (Equivalent to A Levels) 6 A Levels A - C grade including English, Maths, Science and Accounting Social Interests Cooking, reading, cycling and playing golf. - 1992 - 1996 Resume of Charlene Davies References Ms. Jo-Anne Botes Tel: +27 - Mr. Justin Bass Tel: +44 -