Tatiane De Freitas Ribeiro
Dublin
Summary
Detail-oriented Executive Assistant with 8 years of experience supporting C-level executives in demanding environments. Manages complex calendars, coordinates travel logistics, and streamlines administrative processes. Specializes in event management, stakeholder collaboration, and implementing process improvements. Utilizes Google Workspace and Microsoft Office to enhance operational efficiency.
Overview
14
14
years of professional experience
Work History
Executive Assistant to the Chief Executive Officer
Fineco Asset Management
10.2022 - Current
- Calendar & Meeting Management: Act as a trusted partner to the CEO, expertly manage complex calendars, prioritizing meetings, and handling scheduling conflicts, and coordinating high-priority meetings with internal and external stakeholders. Handle sensitive and confidential information with professionalism.
- Event Planning: Planned and executed monthly events with Finance Advisors, leadership meetings, townhalls, and team offsites, ensuring seamless logistics and high engagement.
- Technical Leadership: Serve as a key technical resource for workflow automation and administrative tools, mentoring team members on best practices. Support key projects and initiatives by coordinating cross-functional efforts.
- Coordinated domestic and international travel logistics, including itineraries, visas, and accommodations.
- Operations Optimization: Identified inefficiencies in administrative processes, implementing workflow improvements to enhance responsiveness and productivity. Managed expense reports, tracked reimbursements, ensured compliance with company policies, and oversaw daily office operations, including supply management and vendor coordination.
- Https://finecoassetmanagement.com/
Senior Office Administrator
AIG Asset Management
08.2021 - 06.2022
- Provided administrative support to CIO Group and Directors, effectively liaising with senior management teams.
- Manage schedules, coordinate meetings (internal and external), and take meeting minutes as needed.
- Supported onboarding of new employees by navigating relevant processes, setting up office spaces, and coordinating headcount during pandemic with desk booking system.
- Creates reports combining data from multiple sources.
- Submits expense reports and processes invoices.
- Solves moderately complex problems that tend to address day-to-day department issues.
- Prepare and distribute meeting materials.
- Coordinated travel logistics for team members.
- Executed office duties to streamline operations and improve team efficiency.
- Https://www.aig.com/home/risk-solutions
Client Service Manager
Northern Trust - Swiss Post Solutions Dublin, Ireland
08.2020 - 08.2021
- Conducted thorough investigations and resolved customer queries and complaints, utilizing critical thinking, problem solving, and interpersonal skills to enhance client satisfaction.
- Provided invaluable assistance to the Area Manager in agreeing and documenting augmentations to the contract/service provision and clearly communicating these changes to site staff and service users.
- Conducted recruitment and onboarding processes in line with departmental SOPs and guidelines.
- Organize shift rotas, in line with operational needs and staff requests.
- Conducted regular appraisals of staff performance against clearly defined objectives.
- Responded to employees’ internal requests and queries; managing the HR routines for a team of 11 employees.
- Monitored, record and report performance targets for the team and individuals.
- Collaborated with academy to identify and recommend effective training courses for staff, addressing key service aspects and process improvement.
- Monitored and record holidays, sickness and overtime manpower hours.
- Ensure compliance in line with company policies and manage disciplinary and grievance issues in accordance with the SPS procedures.
- Monitored, record and report nominals regularly against set KPIs/SLAs for the services provided.
- Identified and proposed business development opportunities with the client, aligning with SPS solutions to drive service enhancement.
- Conducted efforts pertaining to budgetary management, including P&L responsibility.
- Https://locations.northerntrust.com/ie/dublin/dublin/georges-court
Office Coordinator
Dataminr - Swiss Post Solutions Dublin, Ireland
05.2019 - 06.2020
- Scheduled meetings and briefings and managed a busy itinerary for senior management in addition to travel arrangements.
- Leveraged exceptional customer service skills; greeted and coordinated international visitors.
- Harnessed strong cross functional and interpersonal skills through liaising with vendors, suppliers, Dataminr workplace, IT and People Team.
- Conducted a wealth of reporting routines including the management of the office budget and expenses report.
- Completed IT equipment inventory, set up desks, onboarding packs, locker magnets and building keycard passes for new recruits.
- Ensured the organization of stock itineraries and the orderly management of storage.
- Processed vendor invoices efficiently to ensure timely payments.
- Https://www.dataminr.com/
Junior Administrator
Hibernian Healthcare
Dublin
01.2019 - 05.2020
- Executed tasks aligned with role requirements to support team objectives.
- Https://hibernianhealth.com/
Administrative Assistant
Chemco Pharmacy Group
Kilkenny
09.2017 - 09.2018
- Duties as per above role.
- Https://www.chemcopharmacy.com/
Customer Service Representative
Ballsbridge Ltd
Dublin
06.2015 - 08.2017
- Provided excellent customer service, assisted clients’ needs quickly and efficiently.
- Forged sustainable relationships with customers through open and interactive communication.
- Successfully handled customer complaints, providing appropriate solutions and alternatives within the time limits, and followed up to ensure resolution.
Executive Assistant & Office Manager
Yum! Brands
São Paulo
06.2012 - 04.2015
- Provided general administration support to General Managers and Directors; leveraged keen abilities to liaise with senior management teams.
- Coordinated general meetings cross functional teams including Marketing, Finance, and HR.
- Coordinated the reception and facilities team.
- Liaised with the HQ based in the USA, overcoming time zone challenges and itinerary variances.
- Organised business representatives’ diaries; managed corporate travel and meetings by developing itineraries and agendas.
- Harnessed skills in financial reporting through the management of the office budget and expenses report.
- Maintained supplies of stationery and equipment inventory.
- Coordinated the company cars, providing support in terms of maintenance, taxes and insurance.
- Responsible for the new project of fleet cars, searched to reduce costs in car expenses.
- Https://www.yum.com/wps/portal/yumbrands/Yumbrands
Education
English Language Course -
The English Academy
Ireland10.2017
Bachelor ́s Degree - Tourism
São Judas Tadeu College
São Paulo, Brazil12.2003
Skills
- Logistics and schedule management
- Calendar management
- Travel coordination
- Event planning
- Vendor negotiation
- Supplier management
- Budget administration
- Critical thinking
- Problem solving
- Effective communication
- Interpersonal skills
- Time management
- Expense reporting
- Google Workspace
Accomplishments
- Developed a comprehensive skill matrix, enabling data-driven insights into team strengths and skill gaps.
- Created and launched a structured weekly newsletter featuring company updates.
References
Available on request.
Further Training
- Front Office - Guest Services, FP Training, 01/01/21
- English Language Course, The English Academy, Ireland, 06/01/15, 10/31/17
Timeline
Executive Assistant to the Chief Executive Officer
Fineco Asset Management
10.2022 - Current
Senior Office Administrator
AIG Asset Management
08.2021 - 06.2022
Client Service Manager
Northern Trust - Swiss Post Solutions Dublin, Ireland
08.2020 - 08.2021
Office Coordinator
Dataminr - Swiss Post Solutions Dublin, Ireland
05.2019 - 06.2020
Junior Administrator
Hibernian Healthcare
01.2019 - 05.2020
Administrative Assistant
Chemco Pharmacy Group
09.2017 - 09.2018
Customer Service Representative
Ballsbridge Ltd
06.2015 - 08.2017
Executive Assistant & Office Manager
Yum! Brands
06.2012 - 04.2015
English Language Course -
The English Academy
Bachelor ́s Degree - Tourism
São Judas Tadeu College