Paula Bonifácio

Executive assistant reporting directly to an ExCo member based in Paris.

Provided an executive support in a one to one working relationship with extensive diary management incoming calls and e-mails (Outlook);

Organizing meetings in liaison with the other assistants within BNP.

Processed travel arrangements (full itinerary) in Europe and Overseas.

Submitting expenses on Concur.

Preparing agendas and scheduling the Team meetings.

Scheduling regular meetings with other CEO.

Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination.

Handled confidential and sensitive information with discretion and tact. Updated and maintained confidential databases and records.

Provided IT assistance, when applicable, including user access management.

Responsible for the provision of secretarial and administrative services ensuring a smooth and efficient day to day operation of the offices at Clapham.

Located and attached appropriate files to incoming correspondence and samples to be processed as new jobs.

Gathered all testing results and typed into reports before issuing to clients.

Frequently used word processing, WordPerfect, spreadsheet, and company database, maintaining accurate records.

Responsible for filing and archiving documentation (formal reports), according with the company guidelines.

Issued monthly invoices and created proformas as needed.

Processed bad debts. Daily contact with clients.

Organized all aspects of daily post, including weighing, franking and recording incoming, outgoing and internal mail.

Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination.

Processed travel arrangements and accommodation for department personnel.

Answered multi-line phone system and enthusiastically greeted callers.

Entered data into system and updated customer contacts with information to keep records current.

Kept detailed track of household and maintenance inventory and schedules.

Oversaw personal and professional calendars and coordinated appointments for future events.

Extensive calendar management, incoming calls and e-mails (Outlook);

Daily update on bank account transactions and records.

Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings.

Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination.

Processed travel arrangements and accommodation.

Directed administrative functions for the directors and key managers.

Frequently used word processing, spreadsheet, database and presentation software.

Developed and maintained an internal client filing system.

Office Management and account duties.

Stationary management and online orders

Displayed absolute discretion at handling confidential information.

Took reservations over phone and through email, recording guest information in computer system and verifying details.

Collaborated with team members to handle guest requirements from check-in through check-out.

Assisted guests with luggage and provided directions to rooms to enhance customer service.

Processed guest check-ins and check-outs following procedures for fast turnover.

Accept cash takings, record and compile banking.

Organized and coordinated conferences and monthly meetings.

Processed travel expenses and reimbursements for executive team and senior management group.

Screened calls and emails and initiated actions to respond or direct messages for managers.

Facilitated training and onboarding for incoming office staff.

Handled confidential and sensitive information with discretion and tact.

Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.

Secretarial Support to the Directors and Department Teams;

Follow-up of invoices – Workflow of Approvals;

Day to day contact with all the Secretarial Departments of the Company, including Madrid Offices.

Managing the car fleet of the Department.

Responsible for all the stationary in the office.

Processing letters, reports, meetings minutes;

Managing calendar and incoming calls;

Responsible for all travel and accommodation arrangements for the Financial Department.

Arranging meetings for the direction and all the logistics, and all the supporting documents. Taking Minutes

Managing incoming Invoices – Workflow of validation.

Follow-up of Managing Projects / Making and updating databases, tables and Maps;

Issuing orders and contact with Suppliers;

Coordination of the Clerical Work.

Organizing documents for Administration Signature;

Created expense reports, budgets and filing systems

Transmission of formal documents and communications between consortium partners;

Printing out project drawings using AutoCAD;

Archiving;

Organizing information according to the subject and storing files;

Updating database, tables and maps;

Travel and accommodation arrangements.

Correspondence Registration and Distribution;