Theresa J

Head of Operations & Executive Assistant to Founder

Nov 2025 - Present • 8 mos

• Oversee the day-to-day operations and administrative functions of a specialist advertising intelligence firm, ensuring the efficient delivery of services across commercial real estate and out-of-home advertising sectors. • Provide high-level executive support to the Founder, managing schedules, priorities, meetings, correspondence, and business-critical activities in a fast-paced environment. • Coordinate multiple projects, commercial workflows, and stakeholder engagements, ensuring effective communication, timely execution, and alignment with business objectives. • Act as a central point of coordination between senior leadership, media owners, commercial real estate stakeholders, and external business partners. • Support business development initiatives through research, stakeholder engagement, proposal preparation, and the coordination of commercial opportunities. • Manage internal operational processes and workflow systems, identifying opportunities to improve efficiency, organisation, and overall business performance. • Facilitate stakeholder communications, prepare business documentation, and ensure the accurate tracking of project milestones, deliverables, and action items. • Maintain a high level of discretion and confidentiality while handling sensitive business information, commercial discussions, and executive communications. • Collaborate closely with leadership to support strategic planning, operational execution, and the achievement of organisational goals. • Demonstrate strong leadership, organisational, and problem-solving capabilities while balancing multiple priorities and supporting the continued growth of the business.

Executive Assistant and Team Coordinater

May 2025 - Oct 2025 • 5 mos

• Provided comprehensive executive support to two Directors and administrative support to the wider team, ensuring the smooth day-to-day operation of business activities. • Managed complex diaries, inboxes, and schedules, coordinating internal and external meetings while ensuring effective time management for senior leadership. • Organised and coordinated meetings, prepared agendas, recorded accurate meeting minutes, and followed up on action items to support business objectives. • Coordinated domestic and international travel arrangements, including flights, accommodation, restaurant reservations, transportation, and detailed travel itineraries. • Acted as a key point of contact between Directors, employees, suppliers, and external stakeholders, maintaining professional communication and strong working relationships. • Supported project coordination by gathering, organising, and managing data for upcoming initiatives, ensuring information was accurate, accessible, and actioned effectively. • Assisted with operational and maintenance administration, liaising with suppliers, monitoring outstanding queries, and ensuring accurate system updates and follow-through. • Maintained confidential business information and documentation while providing a high level of professional support to senior management. • Demonstrated strong organisational, communication, and multitasking skills while managing multiple priorities within a fast-paced business environment. • Contributed to improving administrative efficiency through proactive coordination, problem-solving, and attention to detail.

Office Manager & Event Coordinator

Jan 2024 - Apr 2025 • 1 yr 3 mos

• Coordinated and managed corporate and private events from initial enquiry through to successful execution, ensuring exceptional client service and seamless event delivery. • Acted as the primary point of contact for clients, managing all communications, bookings, event requirements, and stakeholder expectations throughout the event planning process. • Liaised closely with kitchen staff, operations management, suppliers, and service teams to ensure effective coordination and smooth execution of events. • Managed front-of-house reception and administrative operations, providing professional customer service and maintaining strong client relationships. • Maintained accurate financial records through daily data capture, expense tracking, and reconciliation processes, ensuring the integrity of company financial information. • Produced monthly management reports and analysed sales and financial data using Microsoft Excel to support business decision-making and performance monitoring. • Performed bank reconciliations, managed petty cash, and processed expense transactions through Pastel Accounting software. • Administered accounts receivable functions, including invoicing, payment allocation, debtor management, and maintaining positive client payment relationships. • Managed accounts payable processes, including capturing supplier invoices, reconciling statements, maintaining accurate payment records, and supporting cash flow management. • Provided comprehensive executive support to the business owner, including personal administration, scheduling, and coordination of business and personal commitments. • Demonstrated strong organisational, financial administration, and stakeholder management skills while balancing multiple priorities within a fast-paced environment.