Caroline Smith

Experience

• 

  Sainsburys

  Apr 1998 - Oct 2006

  - To provide secretarial and administrative support to the Zone Managing Director, Zone HR Partner, Regional Managers and Regional HR Managers of the London Zone (50+ stores)- To assist in the smooth running of the office- To manage diaries and e-mails- To collate and distribute data on a daily, weekly and periodic basis- To track managers’ performance for use in Performance Interviews- To arrange meetings and interviews with internal and external bodies - To take notes at disciplinary interviews, appeal hearings and meetings.- To answer questions and queries from stores and colleagues. Show less

  • Secretary / PA - London Zone

    Feb 2005 - Oct 2006

  • Secretary / PA - Regional Office

    Jul 2003 - Feb 2005

  • Various Store Positions

    Apr 1998 - Jul 2003
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  Metropolitan Housing Trust

  Oct 2006 - May 2007

  Assistant PA to Regional Manager

  - Diary Management- Arrange and organise meetings and away days- Attend and minute meetings- Contacting delegates and sending meeting packs- To process incoming and outcome post- To deal with and respond to complaint letters- Typing general correspondence- Review and maintain the Intranet and Internet sites- Filter calls- Maintaining an archiving and filing system- Arranging refreshments- Opening and sorting the post

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  BM Trevillion Interiors Ltd

  May 2007 - May 2010

  PA to Director

  - Manage Directors diary and e-mails- Make travel arrangements for Director & other Senior Managers & designers- Main point of contact between Director and rest of the staff- Typing general correspondence- Producing presentations using PowerPoint, Word & Excel- Answering the phone and filtering calls- Liaising with suppliers, contractors and clients- Chasing suppliers and handling order queries- Obtaining Fire Certificates / Cleaning Instructions from supplier- Scanning imagery for the designers- Maintaining and archiving the filing system- Ordering and maintaining levels of stationery- Arrange refreshments / lunches for meetings- Franking post Show less

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  PwC

  May 2010 - Sept 2016

  - Sole ownership and management of internal & client facing events from initial concept, budget and logistics through to execution, debrief, evaluation and Return on Investment- Having sole responsibility for smaller events and working as part of a team on larger events- Venue and supplier sourcing, negotiating, securing and liaison (including AV & production)- Creating event apps, twitter walls via third party suppliers and introducing new technology to stakeholders- Creating project plans and on the day run sheets (event schedules)- Attending site visits with and without stakeholders where necessary - Attending project meetings to provide updates on event planning- Budget management and invoice processing- Creating floor plans and guest journey plans- Producing & presenting proposals & presentations to senior stakeholders using PowerPoint, Word & Excel- Ongoing stakeholder relationship building and liaison- Working with the in-house merchandise & design team to ensure all collateral & promotional materials were ‘on brand’- Working with the Business Development team to ensure events were in line with the company marketing strategy - Full delegate management (registration website / communications)- Extensive use of registration apps: Attendium & Zkipster- Producing and managing event collateral including name badges, signage and delegate handbooks- On site logistics management from set up through to de-rig Show less PA to 2 Partners (Deals)PA to 1 Partner & Team (Consulting)Team Secretary (4 x Directors / 10 x Senior Managers) - Management of multiple and complex diaries and inboxes - Coordinating / booking national and international travel, including Visa applications - Execution of time sheets and expenses including chasing and querying anomalies- Co-ordinating internal and external conferences & awaydays (both 1-day & residential)- Dealing with calls, emails and visitors for the team and escalating where necessary- Arrange refreshments / lunches for meetings- Minute & action taking in meetings including follow up- Collate and distribute paperwork for meetings- Main point of contact between Partners and teams- Producing client presentations / pitches using PowerPoint, Word & Excel- Typing general correspondence- Ordering and maintaining levels of stationery- Ensuring that communication channels are accurately maintained to ensure all staff have access to relevant and current information - Deal with and resolve IT issues in conjunction with IT engineers- Act as mentor / buddy to new members of Secretarial team- Ensure the smooth running of the office on a day to day basis Show less

  • Events Executive

    Nov 2013 - Sept 2016

  • Personal Assistant (various roles)

    May 2010 - Nov 2013
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  Lloyds Banking Group

  Oct 2016 - Jun 2018

  Personal Assistant (with Events)

  - Co-ordinating internal and conferences, awaydays and team events- Project management / co-ordination- Drafting and sending department wide communications via a central mailbox- Main point of contact between Director, his direct reports and the wider team - Management of a complex diary and inbox - Handling sensitive and confidential information / data

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  Macquarie Group

  Jun 2018 - now

  Office Manager

  - General office and project management duties (eg: department-wide computer monitor upgrade)- Part of the EMEA team rolling out a new desk booking system (web based & app) including training and live support - Working with Comms team / facilitating the monthly Leadership meetings, regional updates and quarterly Town Halls - Drafting and sending department-wide communications- Key point of contact for Facilities / Building Management Team for department issues (reporting / liaising)- Deal with and resolve IT issues in conjunction with IT engineers - Organising and managing team events (venue sourcing, negotiation and budget management, delegate communications)- Being part of and managing the budget for the group of staff volunteers who work to improve employee experience e.g. social events, knowledge sharing initiatives, wellbeing support etc - Maintaining stock and ordering of stationery and IT peripherals- Onboarding new starters, graduates and interns (department level)- Execution & training of expenses via Concur; including chasing and querying anomalies- Invoice processing via internal system- Handling sensitive and confidential information / data (eg: supporting HR logistically with a restructure)- Coordinating EA team on department-wide initiatives / tasks (eg: bulk laptop purchases)- Arranging travel both national and international; including flights, hotels and transport- Diary management for various senior stakeholders- Work collaboratively with fellow EA’s, providing cover where necessary Show less