Julie Mitchell Career Details 2016

Julie MitchellWhitethorn CottageBrenchley RoadMatfield Kent TN12 7PR

Mobile: 07931 565221Email: [email protected]

Efficient, organised and approachable, with high level of professionalism. Possessing fast and effective secretarial skills and a strong administrative background. Excellent forward planning skills and able to efficiently multi-task. Highly adaptable and resilient to complex challenges, strong decision making skills, rational thinker, works with confidence and discretion in all situations.

March 2014 to dateHSBC: Senior Executive Assistant/ Office Management – Programme Director, Global Standards (GS)

Provide full project, administrative and secretarial support to the Director, along with office management of the team of approx 150 personnel. Assisting in the administration of a high volume of work and ensuring that deadlines are met. Working within a demanding environment, I am involved in the full spectrum of work / issues dealt with within GS. Interface with Executive Managers and senior management of all sectors of the bank on a global basis and with external regulators.

Deal with multiple complex enquiries, frequently acting on behalf of the MD. Organisation of overseas travel and itineraries, which includes liaison with senior country executives and arranging meeting programmes and off-sites, ensuring worthwhile and cost effective travel.

Incredibly complex and demanding diary management. Responsible for monitoring all internal and external correspondence, determining what action is required and by whom, and implementing actions as appropriate. Where items are not actioned, I recommend a solution and provide regular updates, enabling the MD to focus on priority tasks.

Ensure tasks are organised and completed in accordance with procedures to maintain consistent levels of service. Devised and implemented MD’s action log to ensure reporting and follow-up actions are allocated, monitor and progress all action items as appropriate, advising MD of progress. This requires in-depth reading of incoming board papers, highlighting areas of key relevance for the MD. Responsible for ensuring all projects set by the MD or allocated to direct reports are on track for completion within deadlines. This involves frequent liaison with individual managers regarding progress and the provision of regular status updates.

Organise and plan conferences and off-site events, includes preparation and collation of presentation material as well as control and direct the reporting of information from a wide range of departments to the appropriate members of the team.

Regular liaison with direct reports to ensure that projects are on track and that deadlines are met. Monitor team wide mandatory training and Group Functional Instruction Manual guidelines are met.

Working with a high level of autonomy, identify and resolve queries on a day-to-day basis on behalf of the MD, referring only when matters require policy decisions or are of a particularly sensitive nature.

Produce and type documents to a high standard, using appropriate templates styles and language. Routine emails prepared without manager's approval, more complex correspondence prepared for approval by manager.

Set up monthly board meetings, prepare agenda, oversee presentation production and circulation. Organise catering, minute typing and support company secretariat when and where necessary.

Management and control of numerous projects on behalf of the MD for Global Standards. Working closely with other Executive Assistants to facilitate the smooth running of the programme, ensuring that major

events such as steering committees have the necessary organisation set around them. Centre of excellence for directing queries for the team, such as HR, pay related queries etc.

Coordinate all emergency procedures: Business continuity call tree and business plans and off site testing Maintain department records and inventories. Prepare content for submission for the mid-year and year-end review processes for Director, as well as bank wide Global

Standards scorecard impacts on group CEO’s. Act as delegate for MD when matters arise and interact with Finance, Corp Real Estate, Risk etc. Personal support to the MD and their Partner in a variety of matters. Further details available

Office Management: Vendor Management – Maintaining effective relationships with external suppliers and Global procurement. New Joiners / Leavers support – track and maintain HAT register, manage all new equipment orders and set up in time for

arrival. Training and Development – for all employees, as well as new starters. Monitoring mandatory training and liaise with

senior management on status and support GS Induction – manage the new joiners induction, organize events , host and prepare materials, refresh content as required.

Cross Functional Liaison - building relationships with Group Finance, Procurement, BIROs, Group Audit. Facilities Management - manage all the UK space requirements for the programme, ensuring people are sensibly located,

in teams and if possible co-located with the rest of the team, ensure moves happen smoothly with minimum disruption. Finance Interface: Liaison between programme and finance, assist with understanding and reporting resource

requirements and budget needs for future recruitment

mailto:[email protected]



May 2013 – February 2014UBS: Senior Executive Assistant - Head of Group Accounting Policy / Group Disclosure Officer

Traditional PA duties including diary and in box management Extensive project work on a variety of financial reporting methodologies Expenses & travel arrangements, presentations Minute taking: video and audio conference and management meetings.

April – May 2013 RBS: Senior Executive Assistant - Head of Financial Crime and team (temp

Traditional PA duties including diary and in box management Diary management, board preparation packs etc

July 2005 to March 2013 CITI: Senior Executive Assistant – Corporate & Investment Banking Industrials Team & TMT Team (2011 – 2013)

Manage busy diaries for three MD’s with extensive global travel, visa requirements and expense reporting. In-box management and high levels of client liaison (CEO/Chairman level) with international and FTSE 100/Global clients.

Support COO for TMT & M&A; organizing high profile business selection calls with the Citi board; conflict clearance meetings and assist in the general running of the TMT & M&A team, scheduling a variety of meetings, calls and reviews along with associated reports and presentations required.

Mentor team of 4 junior assistants: prepare and lead training on expense process and policy, diary management, travel and assist them in their role to develop in to first class Admin Assistants.

Act as assistant to visiting VIPs to the floor and provide back up support to the Head of EMEA TMT & M&A in the absence of his assistant.

Arrange corporate hospitality at various events and exclusive dinners for high profile clients visiting from overseas: e.g. Table Lumiere at The Dorchester, 6 Nations, and Wimbledon 2013 (in the process).

CITI: Senior Business Assistant / Office Manager – UK Banking & Broking (UKBB) (2005 – 2011)

Provide full business support to the Operating Committee (Board) of UKBB (COO – David Walker, Chairman of UKBB – Philip Robert-Tissot, Head of UKM&A – Jan Skarbek and Chairman of Corporate Stock Broking – David James) and the Business Manager – Christopher Rowe in the running of the UKBB team: typical duties include: arranging travel/roadshows, processing expenses, diary and in-box management, assist with the year-end processes for appraisals and banker scorecards.. As well as support a variety of other senior members of the team at Chairman and above on an ad-hoc, back up basis. Also provided PA support to any visiting VIP’s to the London office.

Detailed breakdown of OpCo support includes some of the following: Training and development of new CRM software across the board (from Admin to MD) Produce accurate and detailed presentations for UK Board, along with global presentations for meetings with the

Citigroup Board in NY. Produce and be the “pen holder” on a variety of deal documents: contracts, terms of engagement, working parties list Produce and distribute monthly newsletter to the M&A team Co-ordinate regular meetings: produce agendas, act as key person for related paperwork from other teams. Minute

meetings and produce and manage rolling action point document Manage quarterly reviews with the Board in NY and arrange UKM&A pre-meetings before the review panel sits Managed corporate events budget and strategically planned large scale events for the year: working closely with other

departments to ensure client compatibility when utilizing corporate debentures etc. e.g. Arranged events/closing dinners at The Hemple, The Ivy, The Belvedere to name a few. Golf events at The K Club, Loch Lomond and Wentworth and Ryder Cup Course 2010. Various opera, theatre as well as coordinate Banking events for RHS Chelsea, Wimbledon, 6 Nations, Cricket.

Built strong working relationships with a variety of internal and external clients; other divisions within the group/ overseas

Highly confidential role: not only within the M&A arena; but also privy to senior bankers salaries, reviews, scorecards Ad-hoc finance projects, (Excel and PowerPoint) relating to franchise and sector reviews. Produce reports for UKBB

management meetings (sector reviews, business planning etc)




Produce reports/packs for board meetings. Utilising in-house MIS, Bloomberg and other information/data sources, convert data into PowerPoint presentations or Excel charts

Organise senior level committees, monitor share price movements on live deals, notifying teams of any “out of the ordinary” activity.

Manage 11th Floor VIP arrangements: office space, IT requirements, diary arrangements for the day etc. First point of contact for all floor related issues: housekeeping, system and hardware issues and general troubleshooter for any other problems

Manage new starters for UKBB, prepare induction packs and organise all business needs for their arrival Responsible for a team of 25-30 (fluctuation due to market conditions) assistants; dealing with staffing issues and

headcount allocation, holiday and sickness records and associated cover, interviewing for new roles. Provide training on internal systems (expenses, travel and Citi designed MIS packages etc). Mentoring new junior admins as well as working through the year end and mid-year processes with senior management in terms of appraisals, performance evaluation etc,

As economic market changed, worked closely with senior management in the restructuring of the support function identifying cost saving areas and headcount reduction.

Coordinate office moves, setting up floor plans and liaising with removals and facilities Approve expenses, ensuring adherence to compliance and corporate policy, corporate entertainment and gifts Updating Outlook distribution lists, working parties documents and internal telephone directories, internal “How To…”

handbook and governing body rules and listings Work closely with Business Information Security & Compliance team to maintain confidentiality on deals and processes

and guidelines are adhered to and regulatory testing is completed by individuals

December 2003 – May 2005Euro RSCG Riley: Senior Account Coordinator

Advertising agency: copy writing, media and client relations etc.

October 2003 – December 2003Rabobank: Personal Assistant (Temp)

Typical Assistant role: diary and in-box management, expense processing, telephone cover

March 2001 – October 2003Permira: Investor Relations Assistant

Support Head of Investor Relations and associates, deal with investor queries directly. Diary management, expense processing

Organise and co-ordinate high profile meetings both internally and externally. Take meeting notes and distribute accordingly afterwards. Organise extremely complex offsites and roadshows, often sourcing alternative modes of transfers for the Chairman and

Senior Fundraising Partners. Arrange corporate events in the UK and Europe Produce high volume, in-depth PowerPoint presentations Produce a variety of marketing literature, reports and brochures, liaising with suppliers for service/price Centre of excellence on PowerPoint and knowledge bank for other assistants and assisted in the development and

adherence to the new house style

November 2000 – March 2001 PA to CFO, Coutts (Temp)August 2000 – November 2000 Office Manager, Westpac (Temp)July 1999 – August 2000 PA/Office Manager, Regester LarkinApril 1998 – July 1999 PA to UK President, Ikon Office September 1997 – April1998 PA/Office Manager, Essential MediaMay 1989 – September 1997 GMBM Advertising & Barkers

IT Systems Experience Education & Qualifications Word, Outlook, PowerPoint, Excel, Access.

1984 –1985Cambridge College of Further Education

Photoshop A Level: Child Psychology Acrobat O Level: English, Sociology, Geography, Biology




GIMP2/Scribus Lotus Notes

1981 – 1984Comberton Village College, Cambridge CSE: Maths, English, Geography, History, Biology, Chemistry, H

Economics, Child Development


Julie Mitchell Career Details 2016

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