Divya Adlakha

Executive & Personal Assistant to the CEO & COO
London, UK
July 2023 - Present

• Heavy calendar management for CEO & COO, ensuring seamless scheduling and prioritization.
• Managed the company's OKRs, aligning departmental goals with business objectives.
• Actively contributed to the marketing team, supporting campaigns and content creation.
• Assisted the sales team, developed proposals, and improved client engagement strategies.
• Well-versed with Zoho expense software, efficiently handling financial tracking and reporting.
• Extensive travel planning for executives, employees, and corporate events.
• Assisted HR in arranging performance reviews and team evaluations.
• Was a part of the team to develop cultural values of the company.
• Negotiated with various vendors to secure cost-effective and high-quality services.
• Managed CEO's family arrangements, including personal travel bookings, event planning, and gift coordination.
• Expertise in visa applications, including Schengen, Dubai, India, and Singapore visas, handled independently without travel agencies.
• Documented detailed minutes of meetings, facilitating better communication amongst team members.

• Heavy calendar management with last-minute rescheduling.
• Organized international and domestic travel arrangements, including transportation and hotel stays.
• Managed petty cash float and expense transactions for employees.
• Organized and coordinated manager conferences.
• Served as a professional representative of the CEO to executive clients, investors, and board members.
• Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
• Collaborated with admin teams, human resources, and the finance department on special projects.
• Updated executives on changing business needs by thoroughly documenting internal and client meetings.
• Coordinated travel itineraries within budget for varying schedule needsBridging the gap between investment bankers & Broker dealers
• Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
• Collaborated with admin teams, human resources, and finance department on special projects.
• Detailed accurate meeting minutes, promptly collating, and distributing to managers and directors.
• Performed ad-hoc personal errands to fulfil varied support functions.

Reporting to the Senior Partner and to Director sales, India

• Diary management, minute-keeping, mail management, and expense reporting.
• Travel coordination and appointment setting.
• Maintained databases and filing systems to boost team efficiency.
• Scheduled Board of Directors meetings and assisted with meeting materials and agendas.
• Produced documents, updated spreadsheets, and crafted presentations with outstanding attention to detail.

• Organised personal and professional calendars, supplying timely reminders of upcoming meetings and events.
• Coordinated large-scale events and conferences, offering planning and on the-day support to ensure smooth proceedings.
• Prepared meeting rooms and event spaces to achieve successful client engagements.
• Took detailed, accurate meeting minutes, collating and promptly distributing to relevant staff for swift action.
• Confidently navigated multiple IT software and systems including G-suite and Dropbox.
• Coordinated flight, accommodation, and travel arrangements, maintaining strict compliance with budgets and schedules.
• Processed mail, email and phone enquiries, minimising correspondence backlogs.
• Received requests for meetings and appointments, updated calendar and organised spaces and materials.
• Offered continuous assistance with photocopying, scanning and basic clerical support to help staff maintain smooth workflow.
• Updated executive diaries with daily appointments, set reminders, and added key details.
• Processed incoming and outgoing parcels and correspondence for staff.

• Liaised effectively with internal departments and external organisations on behalf of CEO.
• Relieved CEO's burden of administrative duties including taking minutes, actioning follow-ups and composing general correspondence.
• Proactively anticipated and catered to CEO's needs in advance of meetings, conferences and travel.
• Managed CEO's daily calendar using Outlook Calendar, scheduling strategically to facilitate maximise productivity and efficiency.
• Produced high-quality documents, spreadsheets, and presentations for
• Internal and customer-facing needs.
• Manage 15 employee office, supervising workers, enhancing productivity, and driving efficiency.
• Oversaw office budget to responsibly allocate equipment and resources.
• Provided proper scheduling of clients, ensuring timely and effective allocation of resources and calendars.
• Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
• Negotiated with vendors to minimise costs and improve service delivery.
• Coordinated and maintained impressive office organisation to keep facilities efficient, organised and professional.
• Built rapport with key stakeholders to improve communication and operational delivery.
• Tracked and recorded team expenses and reconciled accounts to maintain accurate, current and compliant financial records.
• Prepared vendor invoices and processed incoming payments.
• Recruited and hired qualified candidates for vacant and new positions.
• Handled conflicts and complaints with strong problem-solving and mediation skills.
• Managed costs and billing, resolving financial discrepancies effectively through organisational management of account information.
• Trained and mentored staff to drive performance and target achievement.
• Improved overall office efficiency by establishing smooth workflow processes, monitoring daily productivity and implementing modificationsto eliminate operational bottlenecks.
• Reviewed timesheets and administered employee entitlements with excellent HR knowledge.