Emma-Louisa Clarke

Coordinating internal and external meetings with a variety of stakeholders, NHS Trusts and charities; including booking venues, arranging travel, accommodation, equipment, and catering as required.

• Transcribing and drafting formal correspondence, presentations, reports and other documentation, undertaking necessary research and analysis as required.
• Photocopying and maintaining appropriate electronic and paper filing systems in accordance with Management of Corporate Records Policy.
• Liaising closely with Communications team on media enquiries which may be, highly sensitive, contentious and/or distressing in nature; ensuring that Executive Directors and other executives always remain briefed and up to date.
• Processing of expense forms in line with Trust policy.
• Administration and servicing duties will include, organising meeting dates, drafting agendas, circulating papers, minute taking, following up action points with group members prior to meetings and ensuring there is a forward programme of work.
• Providing coordination of meeting papers, checking and reporting attendance to maintain quorum.
• Ensuring meeting rooms are adequately set up and that resources such as audio/visual presentation aids are readily available.
• Administering financial transactions, including raising requisitions and purchase orders and processing invoices using Trust's electronic systems and maintaining up to date records.
• Raising and following up on queries associated with allocated director(s) budgets, coding invoices and signing off invoices within Scheme of Delegation and budget limitations.
• Utilising support tools such as Microsoft Office and Artificial Intelligence (such as Copilot) to establish efficient, consistent and supportive ways of working for Director of HR & OD.
• Providing Project Support in the following areas: Values and Behaviours Framework, Complaints, Appeals and Tribunals.
• Supporting the Director of HR & OD with researching, collating and preparing reports or presentations for specific projects as required.
• Recording absence and annual leave for Director of HR & OD, within allocated directorates on Trust's absence system.
• Arranging induction programmes for new members of staff as directed.
• GEMs Awards – arranging presentations with Winners and Executives, preparing shortlist, certificates, letters and taking photos for internal comms system.
• Temporary contract
• Coordinated complex scheduling for senior management, ensuring efficient use of time and resources.

• Managing the diary and inbox for the COO.
• Co-ordinating monthly COO meetings, this includes preparing agendas and managing the quality of the PowerPoint presentations.
• Organising meetings via Skype and at various company locations, this includes arranging catering / setting up the audio-visual equipment.
• Arranging travel including flights, train tickets and accommodation using Agiito & KDS Neo.
• Setting up monthly meetings with other EAs to manage actions and departmental targets, reporting back to COO on progress.
• Submitting corporate expenses for COO & Head of Marlabs using the Concur system.
• Adding documentation to the SharePoint system and ensuring it is kept up to date.
• Ensuring that the COO was prepared for meetings and had the relevant papers, adding them to her calendar and flagging them for review.
• Handled confidential documents securely maintaining privacy and trustworthiness within the firm.
• Coordinated schedules and meetings for COO and Head of MarLabs to ensure seamless operations.
• Liaised with internal departments and external stakeholders to facilitate project coordination and collaboration.
• Organised travel arrangements and itineraries, ensuring compliance with company policies and budget.

• Managing the diary for the Director of Governance and Executive
• Coordinating the monthly management and departmental meetings; this includes preparing the agendas and typing up the meeting minutes
• Arranging travel including flights, visas, hotel accommodation for members of the International Board and Global Hub Leadership Team (including the CEO)
• Researching and negotiating contracts with international venues for the Committee, International Board and Members' Assembly meetings.
• Planning and coordinating the logistics for both internal and external meetings; including monitoring responses, organising catering, and seating arrangements, arranging audio / visual equipment
• Preparing meeting papers and materials using Microsoft Office programs and Adobe Acrobat
• Organising international meetings and teleconference calls using Skype & Microsoft Teams in multiple time zones for the International Board and Members' Assembly
• Providing technical support during both virtual and face to face meetings
• Processing invoices and company recharges, coding expenditure, raising, and managing purchase orders through SAP, maintaining cost centre expenditure records
• Processing both business and personal expenses for the CEO, Governance Team, Director of Governance and Executive and members of the International Board
• Monitoring the monthly departmental budgets and liaising with the Finance Department concerning any issues
• Maintaining the records and filing system for the Governance Team
• Ensuring any changes to the Global Hub Leadership Team or Country Offices Leadership are updated on the internal Governance webpage
• Arranging for the Funding Approval Documents to be reviewed and approved by the CEO and maintaining the internal filing system once approval has been given.

Personal Assistant Role:

• Organising and maintaining the Managing Director's diary.
• Arranging Travel and Accommodation for the Managing Director
• Screening all incoming phone calls, enquiries, and requests – responding on behalf of the Managing Director
• Meeting and greeting visitors at all levels
• Producing Documents, reports, and presentations – ensuring the Managing Director is well prepared for meetings
• Ensuring all company supplier bills are paid on time, maintaining the Annual Invoice files
• Company Marketing – organising company mailouts, liaising with all parties to ensure the content of the website is correct and compliant. Ensuring that the Blogs have been signed off by the Marketing team at Primis and the content is acceptable

Office Manager Role:

• Developing and implementing new administrative systems, such as the Mortgage Stream Diary and Mortgage Submission process
• Deputising for the Managing Director, making decisions and delegating work to others in the Managing Director's absence
• Organising the office layout and maintaining supplies of stationery and equipment
• Maintaining the condition of the Office and arranging necessary repairs
• Managing the Administration team, ensuring that case deadlines were met
• Organising and chairing meetings for the Administration team
• Conducting interviews and overseeing the recruitment of staff members, ensuring that the relevant training and inductions were provided
• Ensuring adequate staff levels to cover absences and peaks in workload
• Conducting staff appraisals, managing performance, and disciplining staff
• Monitoring staff development and training
• Implementing the HR process in place at the company, consulting with Peninsula concerning staffing issues, introducing contracts and job descriptions into the workplace, time in lieu system etc.
• Responding to customer enquiries and complaints
• Reviewing and updating Health and Safety policies and ensuring they were observed
• Arranging regular testing for electrical equipment and safety devices
• Attending conferences and training on behalf of the Primis Network (formerly First Complete)
• Ensuring that all members of staff are following the guidelines that are set by the FCA and Primis
• Managing and approving the holiday & absence records for all staff
• Liaising with the Accountant concerning Payroll issues on behalf of staff members
• Implementing the Company GDPR process in line with the changes to Data Protection law made in May 2018
• Managed schedules and communications for Managing Director ensuring timely information flow.
• Facilitated onboarding and training processes for new staff members to promote team integration.
• Developed and maintained filing systems and databases to ensure easy access to important documents.

• Supporting the Managing Director and Service Manager at Storm Facilities Ltd, helping them prioritize their daily tasks
• Organising the daily diaries of the Managing Director, Service Manager, and external engineers, booking in service & maintenance visits for contract sites
• Arranging meetings with clients & suppliers as well as all internal meetings; taking minutes, typing them up for the Managing Director
• Preparing quotations for new and ongoing projects for an expanding client base
• Drafting client letters, managing the Microsoft Outlook email account & SAP Business One system whilst maintaining that all the relevant paperwork is filed specifically
• Dealing with all incoming calls, post, and deliveries to the office
• Organising all stationery and office supplies orders
• Producing reports & technical documentation using, Microsoft Word, PowerPoint & Excel
• Managing the holiday & absence records for the external engineers
• Ensuring all the monthly supplier bills are paid on time
• Organising all company functions e.g., Annual Christmas Party, Client Corporate Events

• Providing internal support for two external Sales Engineers i.e., entering sales orders & quotations into SAP
• Answering technical queries from customers via telephone and email regarding Daikin UK air conditioning products
• Organising Sales Marketing events for customers, i.e., sending out invitations, monitoring responses and using Microsoft Publisher to produce customer name tags
• Using Lotus Notes and SAP in my daily tasks
• Arranging Internal Sales Meetings and taking notes, then typing up the minutes for my supervisor
• Making sure that all orders / quotations are filed correctly, ready for the six-monthly audits
• Attending training courses on new Daikin air conditioning products so that my product knowledge was up to date

• I worked at Cegedim Rx providing first line support for approx. 2,000 customers who used the pharmaceutical solution software: Nexphase.

My main duties included:

• Dealing with customers' problems and queries, 3rd party suppliers and engineers
• Organising internal and external training and visits for members of the service desk, also managing the service desk diary.
• I have worked with Sunrise and Hornbill as well as other service management tools
• Taking care of the administration regarding complaints i.e., writing letters
• I have a good understanding of ITIL incorporating the policies and procedures of this process
• Collaborated closely with cross-functional teams in order to streamline processes and workflows.
• Updated existing documentation to improve accuracy of records and reports.
• Maintained high-quality service standards through meticulous attention to detail in all tasks.
• Managed and resolved IT service desk queries, contributing to excellent customer support.

• I worked at my father's company Your Money Matters Ltd based in Sloane Square. My duties included answering incoming calls, greeting clients, filing and general admin.