Anna Jēkabsone
Riga
Summary
Proven track record of maintaining efficient office operations. Expertise in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes.
Overview
20
20
years of professional experience
Work History
Administrative Manager/Director
Dzing Finance Limited
06.2022 - Current
- Ensured smooth daily operations with timely completion of all essential administrative tasks and responsibilities.
- Provided exceptional administrative support for executive-level staff, ensuring that their needs were met promptly and accurately in order to facilitate smooth daily operations.
- Supervised staff and delegated tasks to maintain positive, productive administrative operations.
- Maintained accurate record-keeping systems to ensure easy access to critical information for decision-making purposes.
- Development and implementation of company-wide procedures and policies concerning governance practices, information and document management and flow, general administration and staff related issues (as travel policies and similar)
- Managed complex calendars, coordinating meetings and appointments to maximize executive availability and effectiveness.
- Developed and implemented improved filing systems for enhanced order and accuracy.
- Facilitated successful cross-departmental collaborations, fostering positive working relationships between team members.
- Streamlined communication processes within the organization, enhancing overall efficiency across departments by eliminating unnecessary delays or miscommunications among team members.
- Streamlined and improved administrative operations by identifying automation opportunities.
- Communicated corporate objectives to various divisions to meet deadlines and adhere to company budgets.
- Organized and updated databases, records and other information resources.
- Created organized filing system to manage department documents.
- Created reports, presentations and other materials for executive staff.
- Improved office operations by automating client correspondence, record tracking and data communications.
- Coordinated office events, seminars and meetings for staff and clients.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
Office Manager
Katz Ltd.
09.2021 - 05.2022
- Acting as Finance Assistant (handling related companies' Bank documentation, expense reports, invoicing to clients, incoming office related invoices)
- Contract management - creation, records keeping, acceptance certificates, timeplans
- HR Assistant - vacation scheduling, sick leaves, all Covid regulations for the Company's staff
- Office Managements - incoming/outgoing communication, document flow, office supplies, maintenance etc.
Administrative Assistant
Latvia MGI Tech SIA
09.2020 - 09.2021
- Support to HR (liaising with Latvia Migration Office and other institutions concerning China expats), all Covid-19 related actions (twice monthly tests for the whole office, specific tests for Chinese colleagues, vaccination, office safety etc)
- Support to Quality Manager (concerning the compliance to ISO certificate)
- Records management - arrangement of transfer to digitally stored and accessible data
- All administrative tasks related to office administration - office supply orders, external/internal communication, event management, office equipment, office maintenance issues, liaising with suppliers, landlord, etc
- Management of the invoicing concerning general facility
- Management of residential issues of Chinese expats (liaising Landlords, supply procurement etc.)
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Scheduled office meetings and client appointments for staff teams.
Administrative Director/PA to CEO
VCG Ltd. & Katz Ltd.
12.2015 - 03.2020
- Support to CEO, particularly regarding calendars, travel arrangements, correspondence, various ad hoc tasks
- Key Accounts documentation (development and, to a certain extent, negotiation of contracts, both clients' and suppliers', development of project documentation, correspondence etc.) and management of the Key Accounts to the extent according to Role
- Specific aspects and supervisory tasks of [Client] Project Management
- Supervision of the office management process (budgeting, liaising with 3rd parties involved in administration related processes etc.)
- Special projects management
- HR
- Corporate events' planning and organization.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Managed daily office operations, negotiated contracts, managed vendor relations and acted as primary liaison with outside organizations.
- Managed budgetary concerns for the department, reducing overall expenses while maintaining operational efficiency.
- Prepared budgets with forecasts and projections.
- Spearheaded facility improvements that enhanced staff comfort and increased workspace functionality.
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel.
- Organized and supervised office event planning and building renovations.
- Conducted research to assist with routine tasks and special projects.
- Created and updated records and files to maintain document compliance.
- Planned and executed events for employees and clients and managed logistics and vendor relations.
- Organized and updated databases, records and other information resources.
- Created reports, presentations and other materials for executive staff.
- Negotiated and executed contracts on behalf of department.
Office Manager/PA to CEO
VCG Ltd. & Katz Ltd.
07.2013 - 12.2015
- Development of client documentation (contracts, visuals, presentations, timeplans, invoicing etc.)
- Records management
- Part of HR duties
- Support to the Management Team (travel arrangements, expense tracking, client meetings/presentations, meeting minutes, client communication on behalf of the Management etc.)
- All administrative tasks related to office administration - office supply orders, external/internal communication, office equipment, office maintenance issues, liaising with suppliers, landlord, etc
- Participation in the management of the workflow (project pipeline).
Junior Project Manager
Deep White, Riga.
02.2013 - 06.2013
- Supervision, planning and implementation of clients' Public Relations projects and activities
- Promotion of clients' publicity (press releases, press briefings and conferences, publications, interviews, events, activities in social networks etc.).
Executive Assistant to Country Managing Partner, Head of the CMP's Office
PricewaterhouseCoopers SIA, Riga.
05.2011 - 02.2013
- Administrative support to CMP and other Board Members
- Management and control of the calendar of CMP and other Board Members
- Scheduling and arrangement of meetings, conference calls, video conferences etc
- Meeting minutes
- Preparation of diverse presentation materials for CMP and other Board Members
- Representation of the Partners in calls, meetings, events etc
- Upon necessity
- Management and monitoring of e-mails, communication with Partners in other countries, clients, staff and other parties on behalf of CMP and other Board Members
- Coordination of the Company's internal communication
- Conceptual and administrative organization of diverse events
- Collection, summary, analysis of information, its presentation to the Management and staff
- Travel arrangement for the Management and Company's staff
- Other ad-hoc responsibilities.
Head of Office Administration. Executive Assistant to CEO
R-Line Co. JSC (Russia, St.Petersburg).
09.2009 - 09.2010
- Communication with Company's Russian and foreign clients and partners
- Business correspondence (basically in Russian and English)
- Record keeping
- Liaising with postal services, mail processing - collection, distribution and forwarding, liaising with courier mail services (DHL, UPS and other)
- Contract management: translations (Russian, English), coordination of contract processing within the company (arrangement of revision and approvals of the initiating Manager, Financial, Legal and other departments)
- Practical office support (organization of meetings, IT troubleshooting, orders of refreshments for meetings, conferences and everyday office needs and other ad-hoc tasks)
- Organization of business trips for the General Director and other Company's officials (ticket booking, accommodation, transport /logistics etc.)
- Key contributions: setting of framework for process of contract initiation, co-ordination and management of company's records.
Assistant to the Consul General at the Consulate General of Latvia in St. Petersburg
MINISTRY OF FOREIGN AFFAIRS OF LATVIA
02.2007 - 08.2009
- Press and Public Relations
- Coordination of ceremonies, press conferences, events and special projects
- Organization of Public Events
- Complete planning and practical/conceptual organization of receptions and diverse celebrations for up to 500 guests
- Organization of the visits of State officials
- Practical planning of the schedule, organization of meetings with local representatives of public and private sector, preparation of talking points, reports on etc
- Office administration, including planning of the schedule of Consul General and diplomats, business correspondence and record keeping.
Third secretary, Department of International Organizations and Humanitarian Affairs
MINISTRY OF FOREIGN AFFAIRS OF LATVIA
07.2005 - 01.2007
- Organization of the State visits of foreign officials to Latvia
- Preparation of talking points for the officials of the Ministry of Foreign Affairs, most often for the meetings at diverse international organizations
- Participation in talks with representatives of international organizations, embassies etc., reporting, talking points
- Participation in the meetings of working groups of international organizations
- Official correspondence (basically Russian and English).
Senior official, Department of Information and Public relations
MINISTRY OF FOREIGN AFFAIRS OF LATVIA
01.2004 - 07.2005
- Press analysis
- News digests
- Diverse tasks regarding the publicity of the Ministry.
Education
Master of Science - International Relations
University of Latvia
Riga, RIX06.2008
Bachelor of Political Science - Political Science
University of Latvia
Riga, RIX06.2005
Skills
- Excellent analytical and organizational skills
- Fluent written & spoken English and Russian, conversational German, basic French, native - Latvian
- Excellent communication skills
- High level of computer literacy
- Critical thinking
- Flexibility in thought and action
- Strict prioritizing and planning
- Motivated by challenges and new experience opportunities
- Quick-learning and flexible in adaptation to new environments
- Experienced in multi-national teams and international business environment
- Thriving in non-standard situations and under tight schedules
- Decisive, proactive and results-focused
Coursework
- Press and Public relations, Professional training course, Ministry of Foreign Affairs of Latvia, 05/2007
- French, French Cultural Centre of Riga (Le Centre culturel français Robert Schuman de Riga), intermediate (intermédiaire)
Languages
English
Full Professional
Russian
Full Professional
Latvian
Native or Bilingual
German
Limited Working
French
Elementary
Timeline
Administrative Manager/Director
Dzing Finance Limited
06.2022 - Current
Office Manager
Katz Ltd.
09.2021 - 05.2022
Administrative Assistant
Latvia MGI Tech SIA
09.2020 - 09.2021
Administrative Director/PA to CEO
VCG Ltd. & Katz Ltd.
12.2015 - 03.2020
Office Manager/PA to CEO
VCG Ltd. & Katz Ltd.
07.2013 - 12.2015
Junior Project Manager
Deep White, Riga.
02.2013 - 06.2013
Executive Assistant to Country Managing Partner, Head of the CMP's Office
PricewaterhouseCoopers SIA, Riga.
05.2011 - 02.2013
Head of Office Administration. Executive Assistant to CEO
R-Line Co. JSC (Russia, St.Petersburg).
09.2009 - 09.2010
Assistant to the Consul General at the Consulate General of Latvia in St. Petersburg
MINISTRY OF FOREIGN AFFAIRS OF LATVIA
02.2007 - 08.2009
Third secretary, Department of International Organizations and Humanitarian Affairs
MINISTRY OF FOREIGN AFFAIRS OF LATVIA
07.2005 - 01.2007
Senior official, Department of Information and Public relations
MINISTRY OF FOREIGN AFFAIRS OF LATVIA
01.2004 - 07.2005
Master of Science - International Relations
University of Latvia
Bachelor of Political Science - Political Science
University of Latvia
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