Grace Sinclair
London
Summary
Highly skilled professional with expertise in time management mastery, board meeting preparation, and decision-making proficiency. Demonstrates exceptional executive support, event coordination, and travel arrangements. Adept at supplier negotiation, diary management, IT troubleshooting, and health and safety compliance. Committed to delivering outstanding customer service while ensuring operational efficiency.
Offering strong background in organisational and communication skills. Knowledgeable about managing schedules, coordinating meetings, and supporting daily operations.
Overview
15
15
years of professional experience
5
5
years of post-secondary education
Work history
Executive Assistant to CEO, Chairman and CFO / Office Manager
SUPERSTRUCT ENTERTAINMENT
10.2023 - 11.2024
- Company Overview: Superstruct Entertainment is a leading Music Festival provider, headquartered in South Kensington
- Calendar and meeting management for C-Suite and occasional assistance to wider team
- Meet and greeting all external visitors, including UHNW individuals, celebrities and investors
- Travel management for C-Suite, including detailed itineraries
- Expense management for C-Suite and wider team using Concur
- Onboarding and IT set up for all new starters
- Facilities management (office of 40), liaising with suppliers/building management and negotiating with suppliers
- Arranging team events and client dinners
Team Assistant
HOULIHAN LOKEY
01.2023 - 10.2023
- Extensive management for MD, Directors and SVPS
- Diary support for additional 10 team members
- Arranging, coordinating and booking travel
- Compiling extensive expense claims, in line with HL processes
- Updating contacts in Salesforce
- Manage holiday records
- Arranging team events, client events and dinners
- Ensuring there is desk space for colleagues visiting / working from London
Office Manager
AGILITAS PRIVATE EQUITY
10.2022 - 12.2022
Executive Assistant
KORN FERRY
07.2022 - 10.2022
EA to CEO and Office Manager
RESTRATA SOLUTIONS
01.2022 - 07.2022
- Email, calendar and meeting management
- Manage meetings, conferences, internal events for the company; both local and international including Board meetings, Executive Leadership Team & corporate social events
- Preparation and execution of detailed international travel itineraries with visa processing, if required
- Manage the office cleaning services, including couriers, deliveries, storage, and stock/stationery management
- Documentation of office HSE practices
- Admin support for the team (30 + incl Tech team - developers/engineers and product/designer)
- Assist HR and the line manager with employee onboarding
EA to Emmet B Keeffe III, Founder
INSIGHT PARTNERS / INSIGHT IGNITE
London
03.2020 - 06.2021
- Insight Partners is an American venture capital and private equity firm Headquartered in New York
- Extensive 'Tetris like' diary management
- Emmet had back-to-back calls every day, sometimes from 6am-10pm UK time
- Dealing with and building rapports with super HNWI's / Industry leaders plus their Executive Assistants
- Reconfirming all meetings and calls the day before as well as being on hand during all meetings in case of any issues, including tech issues
- Owning contacts and campaign statuses in Salesforce as well as updating in live time to ensure reports were run correctly
- Organising entertainment / speakers for Innovation Briefings and our team socials
- Occasional Private PA matters for Emmet or his London property
EA to Head of UK & Head of Asset Management, Europe
CROMWELL PROPERTY GROUP
09.2018 - 01.2020
- Extensive diary management
- Organising travel arrangements for all team members and finalising itineraries
- Producing and formatting PowerPoint presentations
- CRM management
- Processing of all teams' expenses and creating Purchase Orders to support claims where necessary
- Assisting in London Operations duties
- Providing occasional secretarial assistant to European colleagues visiting London
- Coordinating the Cromwell UK Christmas Party and team events throughout the year
- Providing cover for other EA team members on annual leave
- Providing lunchtime cover on Reception when necessary
EA to Partners
MERCHANT CANTOS
09.2017 - 06.2018
- Work with the two Partners to run agenda of key meetings, oversee distribution of paperwork and follow up of actions
- Support forward looking view - looking ahead for papers required, presentations/pitches, co-ordinate necessary materials and input from other Partners and Senior management
- Ensure daily schedule runs to time and the two Partners have paperwork needed in advance of all meetings
- Extensive electronic diary management (Outlook) - manage and maintain schedules, appointments and travel arrangements
- Arrange travel, accommodation, and prepare itineraries and meeting notes, in line with the Travel and Expense policy
PA to UK Partners
PORTLAND COMMUNICATIONS
06.2015 - 09.2017
- Company Overview: A role was created for me by management supporting the UK Partners across three departments in a mid-size to large PR firm
- Anticipating the needs of 8 Partners and provide effective and efficient support
- Organising meetings with clients, prospects and other high-profile stakeholders
- Management of travel including ground and air; providing detailed itineraries
- Preparation of documentation for pitches/ meetings in a timely manner
- Processing of expenses in accordance with financial procedures
- Liaising with HR / agencies on interviews for potential new hires
- Assisting office management with monitoring kitchen supplies
- Proof reading documents when required
- Fire warden duties
- A role was created for me by management supporting the UK Partners across three departments in a mid-size to large PR firm
PA to CEO / Project Coordinator
REDGRAVE PARTNERS
06.2013 - 06.2015
- Directing calls for CEO / acting as safeguard
- Producing and formatting documents such as proposals / mandates / CVs
- Proof reading of all client and candidate documentation (proposals, letters etc)
- Liaising between clients and candidates to set up meetings both internationally and locally;
- Managing all travel and logistics issues on allocated projects
PA to MD
Rima Travel
01.2012 - 01.2013
Administrator and Front of House
Digby Morgan
01.2011 - 01.2012
Receptionist
Rivington Street Holdings
01.2011 - 09.2011
Clerk to the Judge
Ministry of Justice
01.2010 - 12.2010
Education
GCSEs & BTEC Diploma - Performing Arts
Pent Valley Technical College
Folkestone, Kent 09.2002 - 08.2007
Skills
- Time management mastery
- Board meeting preparation
- Decision-Making proficiency
- Executive support
- Event coordination
- Travel arrangements
- Supplier negotiation
- Diary management
- IT troubleshooting
- Health and Safety Compliance
- Customer Service
Personal Interests
- Culture
- Fashion
- Reading
- Live music
- Comedy
References
References available upon request.
Timeline
Executive Assistant to CEO, Chairman and CFO / Office Manager
SUPERSTRUCT ENTERTAINMENT
10.2023 - 11.2024
Team Assistant
HOULIHAN LOKEY
01.2023 - 10.2023
Office Manager
AGILITAS PRIVATE EQUITY
10.2022 - 12.2022
Executive Assistant
KORN FERRY
07.2022 - 10.2022
EA to CEO and Office Manager
RESTRATA SOLUTIONS
01.2022 - 07.2022
EA to Emmet B Keeffe III, Founder
INSIGHT PARTNERS / INSIGHT IGNITE
03.2020 - 06.2021
EA to Head of UK & Head of Asset Management, Europe
CROMWELL PROPERTY GROUP
09.2018 - 01.2020
EA to Partners
MERCHANT CANTOS
09.2017 - 06.2018
PA to UK Partners
PORTLAND COMMUNICATIONS
06.2015 - 09.2017
PA to CEO / Project Coordinator
REDGRAVE PARTNERS
06.2013 - 06.2015
PA to MD
Rima Travel
01.2012 - 01.2013
Administrator and Front of House
Digby Morgan
01.2011 - 01.2012
Receptionist
Rivington Street Holdings
01.2011 - 09.2011
Clerk to the Judge
Ministry of Justice
01.2010 - 12.2010
GCSEs & BTEC Diploma - Performing Arts
Pent Valley Technical College
09.2002 - 08.2007
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