Zara Khidr

• Company Overview: https://trinitylifesciences.com

Part of the Evidence, Value, Access and Pricing Senior Leadership Team (EVAP) in UK. I provide invaluable support to multiple members of Senior Leadership, in addition to partnering with other Executive Assistants, Project Managers, Project Coordinators and other teams as needed. I have exposure to all levels of the company, and the added potential of a developed working relationship that promotes the company’s award-winning culture and vision.

Reporting to one of the Senior Leaders you support, but partnering with all of them equally, my role embeds the Executive Assistant within the working groups of my Leaders, which requires a sense of time management, logistics planning, organisation, and attention to detail – with the ability to gather and summarise data, make decisions, and find answers. This role is collaborative with a heavy calendar and travel organisation and management.

Position Responsibilities;

• Enable those I support to navigate their workloads and priorities with ease and punctuality
• Provide strategic business partnership to each assigned Leader; needs vary by leader, and include:
• Coordinate account planning discussions and subsequent follow-ups
• Assist with team oversight or meetings with Direct/2nd Level Reports
• Coordinate action items related to project and team productivity, training, project staffing
• Coordinate onboarding schedules for the Leaders’ new direct reports
• Participate in internal team meetings or events as an embedded member of each Leader’s team

Manage administrative activities for each Senior Leaders that I support;

• Schedule and coordinate executive or client-facing meetings that the Leader/s will be driving. This includes calendaring to ensure attendance of key project members or clients, kicking off meeting phone/web access, anticipating changes, and managing/rescheduling priorities
• Assisting with both external and internal meetings - preparing meeting logistics, coordinating preparation and distribution of materials, recording notes and driving action items to ensure tasks are accomplished in a timely manner
• Organise large workshops, meetings, or events - both independently or in collaboration with the Executive Assistants of other Leaders
• Coordinate with the company travel agency to book all aspects of business travel (both domestic and international), including but not limited to booking flights, hotels and local transportation, provide agendas and itineraries, and arrange passport/visa requirements if necessary
• Welcome and escort visitors and clients throughout the office
• Assist with adhoc monthly administrative tasks including but not limited to, maintaining distribution lists and updating internal organisation charts for your Business Unit.

Company Overview: https://www.bnymellon.com

• Supporting three key areas – (i) Collateral Management, (ii) Liquidity & Segregation (iii) Securities Financing
• Support the EMEA wide initiatives as required by EMEA Legal CAO
• Provide temporary support cover for other departmental lawyers and company secretarial staff within the London Legal Department as required
• Ensure clients (internal and external) are dealt with efficiently and politely
• Produce monthly and quarterly reporting required by EMEA Markets Legal including matter reporting
• Creating a wide range of documents including contracts, presentations, agreements, reports, proposals, meeting agendas and other documents, using Word, PowerPoint and Excel
• Assisting with the production of papers for internal and external use (printing, photocopying, binding and delivery to clients)
• Proof reading and where appropriate commenting on legal letters and documents
• Dealing with routine legal and non-legal correspondence (telephone, written, fax, email) and referring to other staff as appropriate
• Supporting the management of the EMEA Markets Legal Outside Counsel Billing queue
• Organising and maintaining law libraries, know-how, documents and case files
• Maintaining training and absence records as required
• Diary management using Outlook
• Setting up video/WebEx/conference calls
• Booking of training, conferences and seminars
• Travel arrangements, including production of detailed itineraries
• Preparing and processing expenses
• Dealing with IT and Facilities as required (procuring equipment, investigating IT issues, new starter setups etc)
• Organising and storing electronic and paper records associated with the role
• Assisting in compiling MI reports
• Assisting in managing internal know how resources

• Company Overview: https://www.clydeco.com
• The role was part of the PA group which supported the leadership team a highly confidential and professional role
• Https://www.clydeco.com

• Company Overview: https://www.libertyglobal.com

• Provided administrative and legal secretarial support to the Head of Legal-UK, and his reports consisting of; two UK Legal Counsels, the Head of Wealth Management and the Head of Risk & Protection.

• Setting up and organising Group Broad Meetings, organising the Business Affairs Meetings, Contract administration for key departments: Programme Acquisitions, Library, Channels, Operations, Ad Sales, Marketing
• Chasing contract agreements, tracking them, obtaining signatures, posting, hard and soft copy filing
• Programme Acquisitions
• Liaising with notary, Lewis Silkin, updating spreadsheets (fees and charges, complete registrations etc), organising regular multi-territory conference/video calls involving the Senior Executives throughout the company