Malu Souza
London,London
Summary
Detail-oriented professional with expertise in customer service, executive support, and project management. Proven ability to streamline operations and enhance executive availability, contributing to efficient organisational practices.
Overview
18
18
years of professional experience
Work History
Volunteer
Mental Health Charity – MIND
10.2025 - Current
- Support the shops operations by assisting customers, processing donations, operating the till, keeping the shop tidy.
English Teacher
08.2024 - Current
- This involves lesson planning and material creation, delivering online lessons and providing continuous, personalised feedback and assessment on grammar, vocabulary, and fluency.
Executive Assistant
G4S Brazil Holding Ltda.
Sao Paulo
05.2022 - 07.2024
- Provide direct support to the CEO and directors, managing complex calendars, organising comprehensive travel arrangements and meetings (including meetings facilities).
- Prepare and disseminate detailed meeting minutes.
- Coordinate central office maintenance, including reception and facilities.
- Coordinate internal and external events, ensuring flawless execution and positive attendee experiences.
- Manage reimbursement processes for expenses and medical claims.
- Translate various corporate documents, facilitating clear and accurate communication.
- Evaluate prospective candidates' English proficiency.
- Onboard of newcomers (management team)
- Assist in internal project management.
Executive Advisor /Office Manager
Conbras Ltda. (A Babcock Int Group Co)
Sao Paulo
12.2013 - 05.2022
- Supervised administrative activities, serving as a liaison between the company and outsourced service providers.
- Managed facilities, including property security, layout planning, business continuity, and workplace safety.
- Organized logistics, catering, and travel for internal and external events, including those featuring international speakers.
- Streamlined administrative functions, managing complex calendars, and enhancing executive availability.
- Supplier sourcing, negotiated contracts, and implemented cost-saving measures, saving the company on average 15% on contract costs annually.
- Maintained up-to-date administrative records and presented them to the executives.
- Collaborated with senior management on new project initiatives and assisted in various processes.
- Processed expenses and travel reimbursements for the executive team.
- Served as the primary point of contact for internal and external stakeholders, facilitating effective communication across all levels.
- Planned and executed corporate events, from small meetings to large conferences, managing logistics and attendee satisfaction.
- Compiled and presented regular reports on office expenditure, highlighting areas for cost reduction and financial optimisation.
- Handled sensitive information with discretion, maintaining confidentiality at all times.
Contracts Manager
Amnesty International (International Secretariat)
05.2008 - 08.2012
- Managed preparation, review, and administration of contract proposals across all areas of the International Secretariat.
- Negotiated contracts for goods and services for headquarters and international offices.
- Developed compliance policies, conducted training, and monitored adherence to established rules and policies.
- Led due diligence processes for business partnerships and acted as compliance officer.
- Reduced contract processing time through streamlined procedures.
Education
English and Portuguese Language Teaching Degree -
Universidade Paulista
SP, BrazilLLB - Law
Birkbeck College
United KingdomTechnical Degree - Secretarial Studies
FECAP
SP, BrazilCIPS – Supply Chain Management level 4 -
United KingdomContract Management -
British Institute of Facilities Management
United KingdomSkills
- Customer Service
- Administration
- Executive Support
- Project Management
- Budget Management
- Contract Negotiation
- Facilities Management
- Supplier Relations
- Event Coordination
- Travel Management
- Expense Management
Languages
Portuguese
Proficient
C2
Spanish
Advanced
C1
Timeline
Volunteer
Mental Health Charity – MIND
10.2025 - Current
English Teacher
08.2024 - Current
Executive Assistant
G4S Brazil Holding Ltda.
05.2022 - 07.2024
Executive Advisor /Office Manager
Conbras Ltda. (A Babcock Int Group Co)
12.2013 - 05.2022
Contracts Manager
Amnesty International (International Secretariat)
05.2008 - 08.2012
English and Portuguese Language Teaching Degree -
Universidade Paulista
LLB - Law
Birkbeck College
Technical Degree - Secretarial Studies
FECAP
CIPS – Supply Chain Management level 4 -
Contract Management -
British Institute of Facilities Management