Justine Lottering

Executive Assistant / Office Manager

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  • LocationLondon, United Kingdom

Skills

 

  • Events
  • Administration
  • Assistant
  • Data Entry
  • Email Handling
  • Event Planner
  • Office Management
  • PA
  • Reception

Work history

Currently

Executive Assistant & Office Manager

Underbelly Ltd

Nov 2013
  • Executive Assistant / Office Manager: - Extensive diary management. - Making all travel arrangements and bookings including detailed itineraries and document preparation. - Organising and booking meetings, taxis, couriers, restaurants. - Preparing agendas and taking minutes. - Art Administrative support for other team members – co-ordinating PDs, compiling contracts, securing visas for performers, sourcing rehearsal space etc. - First point of contact on all external matters including call screening, processing mail/post, meeting requests etc. - Providing administrative support on various projects including preparing PowerPoint and other presentation materials. - Maintenance of team holidays and sick leave etc. - Staff recruitment - Assisting in the coordination of events as required, liaising internally and externally on guest lists; potentially sourcing venue options and organising catering; compiling the RSVPs and maintenance of the company contacts database. - Edit, collate and bind marketing documents. - Procurement of suppliers for various festivals and events e.g. London Pride, West End Live, Edinburgh Festival Fringe and London Wondeground. - Assisting in the compilation of event management plans. - Organising staff days / trips. - Monitoring and recording expenses (company and personal) – ensuring that all payments are made on time, collating receipts, preparing quotes, purchase orders, invoices and following up on payments. - General PA duties. - Maintaining and ensuring the overall smooth running of the office – ordering office supplies, handling petty cash, sorting out any problems such as IT, telephony, office alarm, fire alarm, office maintenance etc.

2013

Executive Assistant

MEC Nota Bene

Apr 2010 - Mar 2013
  • - Running of the office and manager’s diary. - Scheduling meetings and ensuring that all meeting requirements are met e.g all documents were prepared, refreshments were provided and any technical requirements were met. - Taking meeting minutes, note taking, dictation and typing. - Compilation of research presentations and client presentation. - Client liaison, report writing, managing status reports and distributing them to all concerned. - General account management duties such as taking client briefs and liaising with the creative department. - Assisting in creating through the line strategy and presenting to clients. - Media planning, buying and implementation. - Assisting in developing new business; and working on pitch proposals for the agency. - Quoting, invoicing and maintaining of the company accounts. - Sourcing and managing various office contracts eg telecoms, printing, security, office construction etc. - All administration duties. - Setting up photoshoots, briefings and interviews. Diary management. - Making travel arrangements. - Ensuring the general overall running of the office. - Organising corporate days – such as Christmas lunches, and Golf Days. From conception to implementation. - Monitoring and recording expenses (company and personal) – ensuring that all payments were made on time, collating receipts, preparing quotes, invoices and following up on payment.

2010

Executive Assistant & Office Manager

Alphabet Soup

May 2003 - Mar 2010
  • - Running of the manager’s diary. - Travel arrangements. - Office admin and running of the office. - Report writing. - Compilation of presentations and research. - Taking dictation and co-orindating all correspondence. - Assisting in creating through the line media strategy and presenting to clients. - Media planning, buying and implementation. - Assisting in developing new business; and working on pitch proposals for the agency. - Event planning and project management – client photo-shoots; corporate events; media training days. - Staff recruitment and training. - Overseeing agency’s marketing initiatives: creation of press releases; agency newsletters; maintaining agency website; creating and maintaining agency’s social media pages. - Overseeing agency finances: VAT; invoicing; expenses; petty cash; supplier payment. - Resourcing and contract management for the office. - Running of personal errands such as dropping off / picking up dry cleaning, buying of gifts, co-ordination and hiring of household staff, making medical and any personal appointments on occasion house-sitting and dropping of and picking up the children from school.

Education

2011

Project Management and Digital Marketing

Quirk

Jan 2011 - Dec 2011
  • Project Management and Digital Marketing

2001

Film and Communication

University of Johannesburg

Jan 2001 - Dec 2001
  • BA Honours

2000

Communication and Journalism

University of Johannesburg

Jan 1997 - Dec 2000
  • BA