Silvia Navia Mora

Gestion de l'agenda, Note de frais et deplacements

I manage the CEO's ever-changing agenda, organize the logistics of his international travel, and keep his expense reports up to date. I also coordinate the monthly COMEX and the monthly and quarterly board meetings abroad. I help prepare presentation materials and am also responsible for writing internal communication emails. I assist COMEX members on one-off projects such as organizing a hackathon and the sales kick-off, prospecting a new travel agency, and drafting the travel policy. I was responsible for finding new premises, negotiating the new lease, and installing IT materials. I am also responsible for onboarding new employees and regularly organizing internal events (creating a Quiz evening around our products).

I provided calendar management for two International Directors on Microsoft Outlook. This included scheduling meetings, appointments, and events. I handled the monthly preparation of governance meetings with external partners. This involved coordinating the agendas, gathering relevant documents, and ensuring everything was prepared on time. Another responsibility of mine was mapping internal procedures for the legal and financial departments. This included documenting and organizing the processes and workflows followed by these departments. I provided support in monitoring the PVCP group's brand portfolio. This involved keeping track of brand guidelines and trademarks and ensuring the brand was adequately represented. I planned and organized the yearly Team-building events for the financial and legal teams. This included choosing a venue, coordinating activities, and ensuring a successful and enjoyable event for all team members. Onboarding new team members was another aspect of my role. This included preparing IT equipment, setting up a welcome kit, and creating an onboarding agenda to ensure a smooth transition for new employees. I wrote meeting reports in both languages. I was experienced in using SAP for creation, purchase order follow-up, and Basware for invoice payment follow-up. I was proficient in creating and managing shared folders and calendars in SharePoint and Outlook. This helped to ensure effective collaboration and organization within the team. I also created internal communication support materials such as posters, PowerPoints, and videos. These materials helped to communicate important information and messages within the organization effectively. As part of the office management responsibilities, I handled ordering supplies for each department and liaised with the group's General Services to maintain our premises.

Temporary mission - replacing the EA during her holidays Managing the CEO's agenda, setting up communication documents, office management, archiving, and lending support with the company's future move to a new location.

Managing the agendas for 2 international directors, their travel logistics, including visa application and expense notes. I write meeting reports and do office management. My job also includes welcoming visitors, managing punctual projects, following up on invoices, elaborating PowerPoint presentations, and translating simultaneously. In written form, to and from the languages I speak. I started learning Mandarin.

Assisted the same person who changed position within the company.

Assistant to the director in charge of all Media Partnerships and internal technical projects such as DMP, and I managed a hectic and challenging agenda. Responsible for the logistics of her frequent travels to Europe, the USA, and Asia, where the trips were organized on a very detailed level in order not to waste any time or resources. I help set up decisive appointments with talented media players during international events such as Lions Cannes and CES Las Vegas. I also helped build and finalize Powerpoint presentations, translate to and from the language I speak, and build simple but useful tools to increase efficiency.

One month’s temp mission before the arrival of the permanent employee. Assisting 3 directors and their teams with diary management, travel arrangements, managing the visa requests, planning and organizing internal & external planning, submitting and following up invoices on SAP, creating and following up on contracts in iCAP, collecting data for the compulsory transparency reports (DMOS).

Two months’ temp mission helping the CEO’s assistant send the New Year’s greetings and gifts. Mailing, managing database, ordering assistance, and wrapping and organizing the logistics for delivery. And for HR, updating the individual annual reports, merging and mailing the incentive bonuses letters, and updating the rota database.

One month’s temp mission. Diary, travel arrangements and expense notes management, organizing meetings and conference call, dispatching mailing, welcoming visitors, switchboard management, administrative and logistic support on the company’s moving project, and updating the procedures.

Assistant to 3 directors, TV Sales - Marketing & Communications – Broadcasting - within an English-speaking company. Diary, travel, and expenses management. Setting up meetings and meeting reports, logistics for the training sessions abroad for the teams. Written and simultaneous translation during meetings. Rate negotiation with new suppliers, organize business meals, plan and organize the team building event, manage office supplies, coordinate the company’s relocation to new offices, assist ex-pats colleagues with their relocation, enter invoices in COUPA (SAP), and follow up the payment.