Amy Callaghan
Basingstoke,Hampshire
Summary
Organised and resourceful Executive Assistant known for streamlining office operations and enhancing executive productivity. Experienced in managing complex schedules, co-ordinating high-profile meetings and improving workflows. Constantly working above and beyond the traditional EA role to deliver impactful project support and ensure seamless communication within teams and with external stakeholders.
Overview
16
16
years of professional experience
Work history
Executive Assistant
Little Moons
2022.06 - 2026.07
- Anticipate needs and ensures the CEO's time is protected for high-level decisions and processes.
- Complete complex and evolving diary management for the CEO, Co Founder and wider Exec Team across multiple time zones.
- Manage inboxes, personal and professional commitments, detailed travel arrangements and schedules
- Work as an extension of the CEO when representing the company and building key relationships both internally and externally
- Coordinate and maintain effective communication and relationships with Board, Exec and company-wide leads to uphold standards and align priorities across all business areas.
- Support the CEO, Founders and wider Executive Team with diverse administrative tasks, managing two London offices for 200+ staff, focusing on cost savings, cultural improvements and enhanced operational efficiency.
- Lead on key initiatives, projects and producing agendas and meeting materials.
- Work cross functionally to manage purchase orders and payment terms.
- Adapt to constantly changing work environments, schedules and priorities.
- Arrange all company conferences and social events.
- Booking and budget management for International travel and accommodation for all staff.
- Assisting with varied personal tasks and errands.
Contracts and Administrative Manager
Broadmoor Hospital – West London NHS Trust
2018.12 - 2022.05
- Sole responsibility for the management of 90+ contracts across all aspects of Estates and Facilities on a 500-acre estate.
- Created and managed contracts for all Estates and Facilities services while leading an administrative team in a High Secure Mental Health Hospital.
- Completed tender processes for high-level contracts, ensuring compliance with organisational standards.
- Negotiating cost effective and clear contract agreements.
- Managing an annual budget of £1.7m, achieving and negotiating continual cost savings across multiple disciplines.
- Monitoring service visits, corresponding reports and consequent remedial works.
- Collaborated with service areas to ensure compliance and maintain safe working environments for staff and patients with unique requirements.
- Led admin support team, providing assistance to over 150 staff and clients within and outside the hospital.
- Maintaining professionalism whilst following strict and evolving security processes.
Executive Assistant & Office Manager
Broadmoor Hospital – West London NHS Trust
2010.07 - 2018.12
- Supported high level directors and managed administrative staff in a high secure mental health hospital, ensuring seamless operations.
- Managed an administrative team and fostered key relationships across departments, ensuring optimal stock levels and reliable service delivery.
- Complex and changeable diary management for four departmental Directors.
- Organised high level meetings for internal and external stakeholders, taking minutes in Shorthand for highly confidential matters.
- Maintaining mailboxes and prioritising tasks for the Senior Management Team.
- Raising and monitoring of purchase orders and payments for a £1.5m budget, whilst advising colleagues on budget management.
- Ensuring the reputation of the department is maintained through highly efficient working practices.
- Working closely with multiple Clinical Directors to ensure excellent levels of patient care, whilst acting as a key contact for the hospital with the CQC.
Education
Chartered Management Degree Apprenticeship - Business
University of West London
City of LondonNVQ3 Business, Admin and Secretarial Skills -
Bracknell and Wokingham College
10 GCSE’s -
Charters School
Skills
- Extensive administrative and managerial experience across public and private sector organisations
- Excellent standards and proven levels of confidentiality and discretion
- Ability to juggle multiple tasks across various time zones
- Quick to learn and adapt in challenging and fast paced environments
- Meticulous attention to detail
- High levels of self-motivation and a constant desire for improvement
Timeline
Executive Assistant
Little Moons
2022.06 - 2026.07
Contracts and Administrative Manager
Broadmoor Hospital – West London NHS Trust
2018.12 - 2022.05
Executive Assistant & Office Manager
Broadmoor Hospital – West London NHS Trust
2010.07 - 2018.12
Chartered Management Degree Apprenticeship - Business
University of West London
NVQ3 Business, Admin and Secretarial Skills -
Bracknell and Wokingham College
10 GCSE’s -
Charters School