Vannessa Kaplen
Tenterden,Kent
Summary
A highly regarded and proven Executive Assistant with many years' experience across a variety of organisations and industries. Excellent interpersonal, communication and organisational skills with the ability to work well under pressure and ensure deliverables are met to the highest standard. A personable team player and culture bearer with a strong work ethic, great attention to detail and a high level of discretion. Comfortable working with stakeholders across all levels and thrives on challenges within a constantly changing environment. Efficient, flexible and creative with a hands-on results focused approach to problem solving. Adept at learning new systems proficiently and quickly, constantly looking to improve current processes and procedures to ensure a better way of working.
Overview
33
33
years of professional experience
4027
4027
years of post-secondary education
Work history
EA to VP Global Facilities & Real Estate & Global Director of Design and Projects
Meta
03.2016 - 11.2025
- Extensive complex diary & travel management across multiple time zones
- Strategic planning including offsites and building team connections, creating and moderating FYI & Social groups
- Event management – 2 Direct report and up to 2 global offsites per year for 10 – 150 participants, including set-up, facilitation and delivery, team building and sourcing of swag
- Lead Admin for 6 admin supports across NORAM, APAC & EMEA
- Working closely with larger org Lead admins to ensure timely scheduling and consistency of working processes
- Stepping in for Lead Admin during Leadership offsites to London [minimal admin travel ensuring fiscal responsibility]
- Active mentor in EMEA Women@ ERG and global admin group
- Developed Facility's specific mentorship program in line with Meta's global program including documentation and follow-up processes
- Pivoted all services during pandemic including touchpoints and wellbeing sessions
- Founder & Co-lead of Pride@London ERG – 4 year term
- Coordinated Pride@ activations, parade participation and treasurer for 2 years
- Co-lead for Knitting & Crocheting Club@Meta – outside US remit
- Responsible for online group content and group engagement
- Point of contact for all non-US folks including arranging swag
Interim EA to the Leader of the Council [Camden] & Director of Operations [Walthamstow]
Camden & Walthamstow Councils
London
09.2015 - 03.2016
- Extensive complex diary, inbox management and correspondence – including detailed travel plans
- Liaising with senior members of national, regional and local government and other business partners
- External and internal stakeholder management and all other EA duties
Project Manager & EA to Senior Director – Extended Fixed Term Contract
Community Fibre Limited
London
11.2014 - 08.2015
- Extensive diary and travel for busy telecommunications start-up Senior Director
- Complex stakeholder management of councils, contractors and suppliers across various industries
- End-to-end delivery of business installation program including scheduling and auditing
- System implementation ensuring smooth process delivery, including billing, CRM and Shared Drive access
- Designed relevant brochures, leaflets and flyers to promote services within Westminster
EA to Head of Change and Programme Management Unit – Extended Temporary Contract
Westminster City Council
London
01.2014 - 11.2014
- Extensive diary and travel management for Head of CPMU
- Complex travel and accommodation management for wider team
- Office management and support for 3 combined Strategy teams following office restructure and consolidation
- Restructure and management of end-to-end recruitment process including on-boarding of all Temporary Agency Contractors across various Change Programs including permanent staff
- Restructure and management of sensitive and confidential HR and Finance reporting processes to align with piloting new online system
- Project managed consolidated office move including new technology implementation, equipment upgrades, scheduling and stakeholder communication
EA to the Group Director of Housing. Interim Strategy Co-ordinator
The Hyde Group
London
07.2011 - 01.2014
- Secretarial/admin support to Group Director of Housing, complex diary and in-box management, travel and accommodation
- Extensive internal and external stakeholder management across all levels and sectors
- Support/scheduling/administration of all meetings including external board meetings and client facing negotiations
- Provide leadership and guidance to 6 PA's reporting to various directors within Housing services
- Event management including away days and consultation roadshows
- Support newly restructured Strategy and Business Intelligence team to include scoping out new recruitment roles
- Assist in group's individual business plan reviews, creating single annual plan aligned to annual corporate objectives
- Created interim solution for stakeholder management process in advance of current CRM upgrade
Office Manager and EA to the MD
Temporary Contracts
London
02.2010 - 07.2011
- EA/PA/Secretarial support including call screening, dictation, audio typing, data management and admission management
- Complex diary and in-box management in both EA and PA roles
- Arranging meetings, providing accurate minutes and detailed notes
- Coordinating, collating and distributing meeting documents
- Analysis and collation of evaluation data and production of reports (MI, Risk Registers and National Evaluation Reports)
- Documenting processes and procedures in line with Clinical and Information Governance
PA and Office Manager
Pinder Fry & Benjamin LLP
London
05.2008 - 02.2010
- Office management including supplier management, PSL set-up and final office close-down
- Complex diary management, expense claims and international travel for 3 Senior Partners
- Coordinated Senior Partner's personal fundraising event, including sponsor communications and updates
- Day-to-day first line IT support for internal servers, networks and BlackBerry
- Overhauled filing system incorporating property funds across 30 UK sites
- Expense claim process review and implementation
- Property Investment
Voids Administrator
Rydons
Pembury
01.2008 - 05.2008
- General voids administration, raising purchase orders and scheduling works
- Stakeholder management across all levels
- Reviewed and redesigned end-to-end administration process across 3 departments
- Repairs and Maintenance
Customer Service and Sales support
Nikwax & Paramo Ltd
Wadhurst, East Sussex
05.2004 - 12.2007
- Ran main reception desk and arranged out of office cover for Sales and Customer Services
- Managed end-to-end process for all mail order, shop floor sales, purchases and stock control
- Technical product advice and customer services
- Office management and supplier contract management resulting in £4k savings per year
- ISO9000 process and procedure review and delivery for customer service department
Recruiting, Training & Induction Specialist
Accenture
London
06.1999 - 11.2003
- Recruiting Transition Facilitator and Project Manager
- Experienced Recruiting Operations Specialist
- Single point of contact for industry customer group training catalogue
- Training design, development and delivery within reduced budget scope
- Develop, organise and deliver monthly inductions for up to 65 new joiners at all levels including Associate Partners
- Develop and design presentations and web content for local new joiner site on global intranet
- Stakeholder management and UK communications for global training updates
- Extensive knowledge and go-to-person for recruiting experienced hires within blue-chip environment
- Assess and develop processes and procedures to facilitate transfer of role to outsourcing partnership
- Stakeholder and Change management through transition phase
- Design, develop and deliver training for new administrators working remotely
- Advised and performed troubleshooting of functionality changes of new systems including UAT
- Deliver end-to-end experienced hire recruiting administration, including CV screening and offer process
- Coordinate and manage interview training for senior managers and associate partners
- Excellent negotiation skills in order to successfully conduct close interviews
- Stakeholder and agency retainer management
- Established excellent relationships with industry partners and managers and external clients
- Project managed Induction program redesign from 5 day presentations to 3 day hands-on training and networking, in line with global online training and induction website
Studio Coordinator and Junior Artist
De Novo Advertising Agency
09.1993 - 05.1995
- Co-ordinated and managed 8 senior and junior artists, delivering to strict production deadlines
- Recording and reporting daily operations of design production
- Junior artist Designer
- Trained and assigned tasks to team members.
In-House Designer and Reprographic Artist
Buying Services cc
01.1993 - 08.1993
- Sole responsibility for design creation, including reprographic colour separations ready for screen printing and manufacture
Education
Matriculation Certificate - A – Science, B – English, B – Afrikaans, D – Maths, D – Biology, D - Accounting
York High School
George, South Africa 01.1986 - 01.1988
National Diploma - Graphic Design, 3D design Major
Cape Peninsula University of Technology
South Africa 01.1989 - 01.1992
Diploma - Clinical Aromatherapy & Therapeutic Massage, Chemistry, Anatomy & Physiology, Therapeutic Massage, TCM Diagnostics
ITHMA, Regents College
London, UKAPMP – IPMA Level D - Project Management
Association of Project Management
UKSkills
- Complex Multi-Calendar and email management
- Complex travel arrangements
- Change implementation
- Event planning, coordination and facilitation
- Executive support
- Clear communication
- Proactivity
Affiliations
- Travel, Performance Arts, Crafts & Design, F1, Volunteering
Languages
English
Native
Afrikaans
Native
References
References available upon request.
Timeline
EA to VP Global Facilities & Real Estate & Global Director of Design and Projects
Meta
03.2016 - 11.2025
Interim EA to the Leader of the Council [Camden] & Director of Operations [Walthamstow]
Camden & Walthamstow Councils
09.2015 - 03.2016
Project Manager & EA to Senior Director – Extended Fixed Term Contract
Community Fibre Limited
11.2014 - 08.2015
EA to Head of Change and Programme Management Unit – Extended Temporary Contract
Westminster City Council
01.2014 - 11.2014
EA to the Group Director of Housing. Interim Strategy Co-ordinator
The Hyde Group
07.2011 - 01.2014
Office Manager and EA to the MD
Temporary Contracts
02.2010 - 07.2011
PA and Office Manager
Pinder Fry & Benjamin LLP
05.2008 - 02.2010
Voids Administrator
Rydons
01.2008 - 05.2008
Customer Service and Sales support
Nikwax & Paramo Ltd
05.2004 - 12.2007
Recruiting, Training & Induction Specialist
Accenture
06.1999 - 11.2003
Studio Coordinator and Junior Artist
De Novo Advertising Agency
09.1993 - 05.1995
In-House Designer and Reprographic Artist
Buying Services cc
01.1993 - 08.1993
National Diploma - Graphic Design, 3D design Major
Cape Peninsula University of Technology
01.1989 - 01.1992
Matriculation Certificate - A – Science, B – English, B – Afrikaans, D – Maths, D – Biology, D - Accounting
York High School
01.1986 - 01.1988
Diploma - Clinical Aromatherapy & Therapeutic Massage, Chemistry, Anatomy & Physiology, Therapeutic Massage, TCM Diagnostics
ITHMA, Regents College
APMP – IPMA Level D - Project Management
Association of Project Management