Dimitra Newman
Executive Assistant
London,Muswell Hill
Summary
I am a self-motivated professional Legal PA/EA with experience working as an Executive Assistant/Legal PA in London, Cape Town, Malawi, Central Africa, and the Cayman Islands. I have worked for several of the large magic circle law firms. I specialise in PA support - organising diaries, dealing with compliance and anti-money laundering procedures, making extensive travel arrangements, dealing with personal administration, event, and seminar planning, drafting company incorporation documentation, e-mail inbox management, contact management, creating bibles, document production, drafting correspondence, opening new client matters and organising the billing process. I have vast experience of working within various areas of law including commercial litigation, civil litigation, media, real estate, commercial/corporate/corporate finance, hedge funds, intellectual property, banking, aviation, employment, tax, private client, trusts and tax. I take great pride in everything I do and can easily adapt to any work environment. I am reliable, efficient, pay close attention to detail and have vast experience in working to strict deadlines. Highly experienced in using the Windows 10, MS Office suite as well as Office 365, G-Suite, Keynote, One Note, Notebooks, MS Outlook, MS Teams, Google Suites, driving Zoom calls, SharePoint, SAP, Fieldglass, Concur Areeba Adapt, Elite WebView, Carpe Diem, InterAction, PowerPoint, Excel, Big Hand, Winscribe, LMM, Visual Files, CRM, Sales Force, Blueprint, Kimble and Report Tracker, currently studying towards the ICSA certificate (Institute of Chartered Secretaries and Administrators); recently passed a one day course - Company Secretarial Practice for Support Staff, have had experience using Diligent software, Corus, Reefs; Legal Tracker and Resource Scheduler. I was nominated by my line manager (Samantha Harris) and named “The 2023 Legal Hero” at HSBC.
Overview
6
6
years of professional experience
7
7
years of post-secondary education
5
5
Languages
Work History
Executive Assistant to the Europe Head of Regulatory Conduct and the Global and Europe Head of Transaction Banking Compliance
HSBC
01.2024 - Current
- Organising any national/international travel including across multiple locations and time zones and preparing travel itineraries
- Managing complex calendars and prioritising last-minute changes including booking conference rooms and events
- Taking minutes of Exco meetings and organising board packs
- Processing expenses and card returns
- On-boarding and off-boarding of permanent staff and contractors
- Manage the inbox and respond/action where appropriate
- Support the Europe, Global Banking Markets (GBM) and Commercial Banking (CMB) Regulatory Engagement Team in relation to regulatory meetings and senior management engagement with Group Regulators including co-ordination across a number of individuals both internally and externally and at the regulators
- Support with key team administrative tasks including reviewing access control, updating distribution lists, record keeping and various ad-hoc tasks
Executive Assistant to Managing Director & Deputy General Counsel - Global Banking & Markets
HSBC
02.2023 - 01.2024
- Extensive diary and inbox management of Deputy General Counsel and Managing Directors
- Organising complex travel and arranging visa documentation
- Managing multiple complex calendars across different time zones
- Organising and planning internal and external meetings and managing social events
- Taking minutes of Exco meetings and organising board packs
- Processing expenses on Concur and Fusion
- On-boarding and off-boarding of permanent staff and contractors
- Support with key team administrative tasks including, reviewing access control, updating distribution lists, record keeping and various ad-hoc tasks
- Invoice and expense processing and raising purchase orders
- Creating and maintaining team organizational charts
- Preparing documents, presentations, and spreadsheets on house style (Word/PowerPoint/Excel)
- Escalation of IT issues to the HSBC IT Helpdesk
- Ad-hoc requests for GB Legal Team such as: ordering stationery and IT equipment
- Liaising with facilities, arranging couriers, scanning, and archiving or original legal documents
- Maintaining legal distribution lists
- Maintaining the Outlook team calendar to log holiday/leave absences
Sales Success Executive/Executive Assistant report to Deal Board Programme Lead
KPMG
09.2022 - 01.2023
- Oversight of Deal Board scheduling across the Capability Group
- Working with the KGS Deal Board Senior Analyst to ensure Deal Boards are scheduled within the required time frame
- Attend all Deal Boards, with the responsibility of formally capturing the minutes and actions of the conversation
- Ensuring the team are answering the Deal Board key questions (can we win, can we deliver, will this make us money, are we protecting the Firm), each opportunity is debated and analysed, and the Chair reaches a go / no go decision
- Inbox management
- Scheduling deal board meetings
- Ensure framework best practice from the Deal Board PMO is followed, and any updates and Firm wide changes are reflected across the Capability Group
- Regularly interact with Client facing colleagues across the Capability Group, supporting with Sale pipeline review to identify opportunities that would meet the Deal Board threshold
- Analysis of Sales Pipeline and Deal Board data, providing recommendations to the Deal Board Programme Lead based on analyses produced by KGS Deal Board Senior Analyst
- First point of contact for all grades across the Capability, answering questions regarding the Deal Board framework, escalating to the Deal Board Programme Lead as required
- Share observations and learnings from within the Capability Group with Deal Board Programme Lead and Client and Growth Business Partner
- Responsible for progressing and implementing Deal Board Internal Audit management actions for the Capability Group, working with the Deal Board Programme Lead as required
- Working with Consulting Risk Board Secretariat Governance team to ensure all opportunities are referred to the Delivery Assurance Review process
- Deliver ad hoc operational projects with the support of the wider operations team
Executive Assistant to Director – Evidence and Analysis
Department for Environment, Food and Rural Affairs
03.2022 - 08.2022
- Maintained the Director’s diary – made arrangements for all meetings (including internal, external and ministerial meetings), found appropriate cover where necessary
- Managing multiple complex calendars and travel (across all time zones)
- Took minutes and actions of all meetings on Microsoft Teams and distributed the draft minutes to the Chair and collated all Committee meeting papers for distribution
- Managed the Director’s e-mail inbox, flagging urgent requests/items to action, delegating requests and filing e-mails as appropriate
- Printing and collating meeting papers
- Maintained a schedule of new starter group sessions and managing RSVP’s, wait lists and overflow sessions
- Liaised closely with Ministers’ Private Offices and with other PAs across DEFRA
Business Administrator
Jones Lang LaSalle
11.2021 - 02.2022
- Diary management for Global Transitions Director, ensuring efficient scheduling of meetings, coordinating with all relevant parties to ensure the best possible use of time, and resolving clashes/conflicts appropriately
- Managed multiple complex calendars across different time zones
- Took minutes and actions of all meetings on Microsoft Teams and distributed the draft minutes to the Chair and collated all Committee meeting papers for distribution
- Responsible for all HR administration, onboarding candidates onto Fieldglass system
- Managing multiple e-mail inboxes, ensuring e-mails are responded to in a professional and timely manner
- Arranging travel and accommodation for the Transitions Team
- Amending and updating PowerPoint presentations
- Managed the SharePoint site
Executive Officer/Senior Case Worker
Department of Health and Social Care
08.2021 - 10.2021
- Senior Case Worker within the Operational Response Centre
- Working with the Exemptions Team which deals with Exemption requests from passengers on medical (physical or mental) or compassionate grounds from managed quarantine upon return from a Red List country into the UK
- Took minutes and actions of all meetings on Microsoft Teams and distributed the draft minutes to the Chair
- Managing of BAU casework drawing on FAQ’s, standard lines, and team advice, including initial responses to exemption requests
Legal Administrator/Paralegal
METKA EGN, London
03.2021 - 07.2021
- Assisted the Company Secretary with quarterly Board meeting papers
- Collated Committee meeting papers and distributing the papers
- Took minutes and actions of all legal team meetings on Microsoft Teams and distributed the draft minutes to the Chair
- Diary management for General Counsel and the Legal Team
- Managed the legal SharePoint site including uploading signed legal documents to the signed Documents Folder and uploading signed board resolutions
- Maintained a full list of companies and corporate details, including powers of attorney
- Manged all KYC/AML information required for Tenders and Law Firm appointments
- Maintained a register of law firm invoices and monitored against fee estimates
- Formatted legal documents and reformatted all standard form documents into METKA EGN Legal Team house style
- Tracked payments of law firm invoices, consulting with Finance Department
- Supported lawyers in tenders requiring completion of various forms (for example, compliance, sanction checks etc) consulting with the relevant departments, PAs, and Metka EGN Company Secretary
- Prepared monthly reports to MYT Legal for General Counsel to submit
- Uploaded approvals requests as instructed by the lawyers, monitored approvals, and alerted the relevant lawyer if approvals were delayed
- Assisted the Legal Team to make full use of available software and business apps to improve efficiency and workflows
Business Support Officer, Public Health (Covid19)
Cambridge County Council
12.2020 - 02.2021
- Took minutes and actions of all meetings on Microsoft Teams and distributed the draft minutes to the Chair
- Prepared documentation: Coordinated and collated briefings, meeting papers and produced daily meeting packs in advance of all meetings
- E-mail inbox management: developed an efficient system for mailbox management to highlight policy and corporate priorities and filter any irrelevant messages
- Actively monitored and helped to manage inboxes by identifying and then dealing swiftly with urgent enquiries
- Arranged meetings and liaised with relevant bodies
- Provided secretarial support to several key forums, including the organisation of, preparation and follow up
- Liaised and maintained key working relationships with stakeholders including Joint Biosecurity Centre, national NHS Test and Trace team and ministerial offices
Programme Management Officer, Change Management
Northamptonshire County Council
08.2020 - 11.2020
- Organised and supported meetings, events, and functions to support delivery of LGA priorities
- Took minutes and actions of all meetings on Zoom and distributed the draft minutes to the Chair within 24 hours
- Collated all Committee meeting papers for distribution
- Diary management for Programme Manager and team
- Maintained and continuously improved administrative systems, including forward/project plans, electronic filing systems, CRM mailing lists and databases
- Produced reports, briefings and information sheets and update the website and portal
- Drove Zoom meetings arrange room bookings, refreshments, printing, copying, distribution, travel, and other administrative tasks in support of the team and/or lead members of the LG
Business Administrator
Microsoft Research Centre
01.2020 - 07.2020
- Extensive diary management across international time zones, arranging meetings and event management, plan, book and manage all requirements for internal/external meetings, VIP visits, including scheduling all meetings, minute taking, content gathering for presentations, tracking of meeting action points, managing meeting milestones, managing the project SharePoint, arranging catering, tea/coffee
- Process lecture and visitor requests and handle pre, during and post visitor logistics
- Standard duties to include (but not limited to): preparation of letters, signing of agreements by all parties, fielding telephone calls
- Ensured compliance of internal processes and procedures
- Managed team mailing lists: handled the memberships for all distribution groups, process joiners and leavers to the team and handle pre and post requirements
Senior Corporate Administrator
Dart, Cayman Islands
09.2019 - 12.2019
- Maintaining responsibility for the formation and organization of companies and their administration including preparing board and shareholders minutes/resolutions, opening bank accounts, obtaining trade and business licenses and other local licenses, and dealing with due diligence requests
- Prepare notifications and statutory returns and attend to the filings with the appropriate government agency
- Provided corporate services to the portfolio
- Conducted regular reviews of each entity in the portfolio
- Attend board meetings as recording secretary and taking minutes of such meetings
- Liaised effectively with clients, intermediaries, and legal counsel, and processing requests and servicing the clients in a responsive, professional, and efficient manner
- Assisted with the development of policies and procedures
Executive Legal Assistant to Global Head of Regulatory and Compliance
Walkers, Cayman Islands
05.2019 - 08.2019
- Assisting in preparation of standard and complex documents, corresponding with government agencies and clients, managing billing, and assisting with a variety of complex legal administration transactions
Legal Assistant to General Counsel and Company Secretary
Lotus Cars Limited, Norwich
10.2018 - 04.2019
- Assisted Group Lotus plc Legal Department to benefit Group Lotus plc and the shareholders by identifying and resolving risk in contracts, helping legal compliance and carrying out research/miscellaneous tasks as required
- Maintained good file management including electronic and paper storage, archiving and filing
- Preparing and filing electronic trademark applications, correspondence with the USPTO and Foreign Counsel and ordering and reviewing searches
- Prepared and filed electronic copyright applications
- Performed trademark, corporation and Internet domain name searches
- Assisted and supported the Board and its Committees, preparation of papers and attendance at meetings
- Provided advice and assisted with filings in accordance with regulatory and company law requirements
- Maintained company secretarial records, insider lists, conflicts register and PCAs with directors
- Production of minutes and filing of returns for subsidiary companies and assisted with the organisation and delivery of the AGM
- Reviewed NDAs (under supervision), prepared documents from standard templates, research legal matters and reported appropriately, put in place appropriate document management and aids such as warnings for contract terminations or other vital trigger dates, work with Head of Legal and Patent and Trademark Attorneys to assist with maintaining and exploiting Group Lotus plc registered intellectual property portfolio
- Prepared and filed appropriate documents with Companies House
- Diary management including scheduling of meetings for the Legal Department
- Carried out background research and presenting findings
- Arranged translation of documents and co-ordinated visa applications on behalf of the Head of Legal
- Submitted expenses for the Legal Department using Concur
- Raised electronic requisitions for the Legal Department
Education
High School -
St Andrews High School
01.1982 - 01.1987
Business Diploma - undefined
Birnam Business College
01.1987 - 01.1989
Skills
Administrative support
Locations
- London
- Cape Town
- Malawi
- Cayman Islands
Accomplishments
- Planned corporate meetings, lunches and special events for groups of 20 employees.
- Created detailed expense reports in excess of $[Amount], including currency exchanges.
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Executive Assistant to the Europe Head of Regulatory Conduct and the Global and Europe Head of Transaction Banking Compliance
HSBC
01.2024 - Current
Executive Assistant to Managing Director & Deputy General Counsel - Global Banking & Markets
HSBC
02.2023 - 01.2024
Sales Success Executive/Executive Assistant report to Deal Board Programme Lead
KPMG
09.2022 - 01.2023
Executive Assistant to Director – Evidence and Analysis
Department for Environment, Food and Rural Affairs
03.2022 - 08.2022
Business Administrator
Jones Lang LaSalle
11.2021 - 02.2022
Executive Officer/Senior Case Worker
Department of Health and Social Care
08.2021 - 10.2021
Legal Administrator/Paralegal
METKA EGN, London
03.2021 - 07.2021
Business Support Officer, Public Health (Covid19)
Cambridge County Council
12.2020 - 02.2021
Programme Management Officer, Change Management
Northamptonshire County Council
08.2020 - 11.2020
Business Administrator
Microsoft Research Centre
01.2020 - 07.2020
Senior Corporate Administrator
Dart, Cayman Islands
09.2019 - 12.2019
Executive Legal Assistant to Global Head of Regulatory and Compliance
Walkers, Cayman Islands
05.2019 - 08.2019
Legal Assistant to General Counsel and Company Secretary
Lotus Cars Limited, Norwich
10.2018 - 04.2019
Business Diploma - undefined
Birnam Business College
01.1987 - 01.1989
High School -
St Andrews High School
01.1982 - 01.1987
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