Caroline de Sousa
Summary
Detail-Oriented Organisational Support Specialist experienced in cross-functional collaboration and stakeholder communication. Enhanced business operations through relationship management and coordination of complex workflows. Committed to driving leadership effectiveness and operational success in fast-paced environments.
Overview
12
12
years of professional experience
Work History
Executive Assistant to CEO/Chairman/CPCO
Pay.UK
London
03.2026 - Current
- Optimised schedules for senior executives by managing diaries and organising meetings and appointments efficiently.
- Supported decision-making processes for leadership teams by preparing comprehensive reports, presentations, and briefs.
- Provided Board support and committee support, liaising closely with the Governance team
- Handled sensitive information with discretion, adhering to data protection laws and company policies.
- Managed expenses and budgets for executive departments, providing timely reports to finance teams.
- Collaborated with other departments to ensure cohesive business operations and effective communication.
- Fostered positive relationships and streamlined communication by liaising with staff, suppliers, and clients.
- Organised corporate events, including conferences and dinners, to enhance company culture and stakeholder engagement.
- Provided support for special projects directed by executives.
- Sat in on meetings, hearings, and conferences to document activities.
EMEA Talent Recruiting Coordinator
Armis Security Ltd
11.2025 - 02.2026
- Own end-to-end recruitment operations across the EMEA region within a high-growth SaaS environment
- Collaborated with recruiters, hiring managers, HR, and Legal to ensure compliant, scalable hiring processes
- Lead background checks, right-to-work verification, and GDPR-compliant screening processes
- Coordinate complex, multi-time zone interview schedules for senior and specialist roles
- Act as a trusted operational partner, ensuring a high-quality candidate and stakeholder experience
- Oversaw employment contracts, offer approvals, and pre-employment documentation across multiple jurisdictions to maintain compliance
- Maintain accurate data, reporting, and audit-ready documentation within the ATS
- Identified and implemented process improvements that enhanced consistency and candidate experience
Senior Executive Assistant
Procore Technologies
06.2023 - 06.2025
- Provided high-level executive and business support to senior leaders in a fast-paced technology environment
- Acted as a trusted partner to leadership, managing priorities, confidential matters, and sensitive communications
- Coordinated complex. diaries, meetings, and cross-functional activity across multiple time zones
- Served as a central point of contact between executives, internal teams, and external stakeholders
- Streamlined administrative and operational workflows, enhancing overall efficiency and effectiveness of leadership
- Supported business operations by administering contracts, managing documentation, and coordinating processes to facilitate smooth operations
Senior Executive Assistant
Coursera
04.2022 - 06.2023
- Provided high-level support to the VP of Talent, acting as a strategic partner across executive hiring, talent operations, and cross-functional initiatives.
- Managed global calendars and confidential recruitment processes using Greenhouse and GoodTime, providing timely executive dashboards for SLT and board reviews.
- Coordinated workforce planning, engagement rollouts, and DEI reporting while fostering cross-functional relationships across People, Comms, Legal, and Finance, enhancing leadership alignment and operational efficiency in a high-growth, remote-first environment.
HR Advisor
Middlesex University
10.2021 - 03.2022
- Advised managers and staff on complex HR issues, ensuring compliance with UK employment law, and reducing case resolution time by 20%.
- Partnered with hiring teams to streamline recruitment and onboarding, cutting time-to-hire by 15% through improved processes and system use.
- Designed and implemented HR process improvements using data insights, increasing reporting accuracy and efficiency by 25%.
- Collaborated with senior stakeholders to develop policies and frameworks that facilitated organisational growth and change.
- Supported employee engagement initiatives, resulting in measurable increase in staff satisfaction survey scores.
Executive Assistant
Barnet General Hospital
08.2014 - 09.2021
- Liaised regularly with regional NHS executives as trusted gatekeeper and strategic partner, contributing to operational smooth running of hospital services.
- Led administrative delivery of hospital-wide initiatives, including compliance audits and staff wellbeing programmes; implemented system to streamline executive workflows, reducing email volume and increasing scheduling efficiency.
- Coordinated 50+ high-stakes board and governance meetings annually, ensuring accurate minute-taking, action tracking, and follow-up.
Education
Master of Art - Human Resource Management & Development
Middlesex University
LondonBachelor of Science - Occupational Safety, Health & Environment
Middlesex University
LondonSkills
Executive & Business Operations
- Senior Executive Support
- Executive Liaison
- Event Coordination
- Project Management
- Meeting Preparation
- Multi-time zone scheduling
Document Management
- Stakeholder partnership
- Confidential Information Handling
- Process improvement
- Cross-functional collaboration
- High Attention to Detail
Strong Communication & Relationship Management
- Professional Strengths
- Operational leadership
Professional Development
- CIPD Level 7
- Greenhouse & Goodtime Training for Interview Scheduling
- Strategic Business Partnering for EA's
Languages
Portuguese
Proficient
C2
Spanish
Advanced
C1
German
Elementary
A2
Timeline
Executive Assistant to CEO/Chairman/CPCO
Pay.UK
03.2026 - Current
EMEA Talent Recruiting Coordinator
Armis Security Ltd
11.2025 - 02.2026
Senior Executive Assistant
Procore Technologies
06.2023 - 06.2025
Senior Executive Assistant
Coursera
04.2022 - 06.2023
HR Advisor
Middlesex University
10.2021 - 03.2022
Executive Assistant
Barnet General Hospital
08.2014 - 09.2021
Master of Art - Human Resource Management & Development
Middlesex University
Bachelor of Science - Occupational Safety, Health & Environment
Middlesex University