Berrin Topbas
Eastern Province,Saudi Arabia
Summary
Highly skilled and proactive Executive Assistant with extensive experience supporting senior-level executives in fast-paced corporate environments, including Saudi Aramco, Balfour Beatty and the Nursing and Midwifery Council. Adept at navigating cross-cultural business environments, managing complex logistics, and ensuring seamless operations for executives in high-stakes industries. Enhancing executive productivity through meticulous calendar management, travel coordination, and confidential administrative support.
Holds a BA in International Business, certification in project fundamentals and fluency in English and Turkish and currently learning Arabic. A dedicated team player committed to driving operational efficiency and supporting organisational goals.
Overview
12
12
years of professional experience
1
1
Certificate
Work history
Executive Assistant SrVP & Directors
Saudi Aramco
Dhahran, KSA
10.2023 - Current
- Complex diary/calendar management.
- Organising domestic and international travel itineraries, visa applications and handling expenses.
- Liaised with relevant stakeholder/s in and out of KSA to arrange meetings.
- Kept executive informed of upcoming commitments and responsibilities.
- Prioritised critical items in leadership calendars and adjusted schedules to accommodate them.
- Made travel arrangements and booked accommodation for executives.
- Coordinated events and conferences, offering support with set-up and resources to guarantee smooth operations.
- Maintained databases and filing systems to boost team efficiency.
- Performing highly confidential administrative duties.
- Composition, editing and review of confidential correspondence.
- Compilation of statistical information, reports and presentations.
- Office manager and other secretarial duties as required.
- Assigned work to appropriate members of staff on behalf of SrVP and Director.
Executive Assistant to Managing Director
Balfour Beatty Investments
London
12.2021 - 11.2022
- Maintained efficient office administration processes to ensure smooth and efficient service is delivered to team members.
- Organised and produced complex (confidential) papers and reports.
- Undertaken multi diary management and planned schedules in diaries to optimise working day of allocated directors.
- Screen incoming mail, telephone calls, messages and manage responses directly on behalf of leadership team, as required.
- Arranged and attended Leadership meetings/conferences as required, to take minutes, and ensure appropriate facilities are organised.
- Booked UK and overseas travel and accommodation.
- Prepared and tracked personal expenses and other ancillary expenditure.
- Maintained accurate and secure paper based/electronic filing systems, including archiving.
- Maintained full confidentiality of sensitive and confidential business issues.
- Performed ad hoc confidential project work as required.
- Reviewed internal presentation documents.
- Liaised with relevant stakeholder/s in USA to arrange meetings.
- Worked on reception as cover for other staff if required
Executive Assistant
Nursing and Midwifery Council
London
03.2018 - 11.2021
- Providing high quality executive support to executive team including proactive diary and inbox management, preparation of meetings, travel arrangements and document preparation.
- Act as liaison for executive and make decisions on their behalf.
- Provide support to meetings chaired by executive.
- Assist in delivery of Fitness to Practise communications and proactively share information to inform staff of work around the directorate using tools such as Workplace.
- Build and maintain excellent internal relationships to ensure work of the executive support team is understood and actions are completed.
- Manage complex queries and complaints at the request of the delegated executive when required, recognising and understanding the impact of incidents arising and raising issues of concerns with the executive team where necessary.
- Liaise with external and internal stakeholders.
- Maintain a network of contacts including other executive assistants, team administrators and external contacts, knowing who to liaise with on key issues.
- Maintain calendar of meetings, dates and deadlines and co-ordination of the production of forward schedules for executive team meetings.
- Provide high quality secretariat support, monitoring progress of actions and providing support in follow up with action owners.
- Maintain appropriate records of meetings and decisions in accordance with NMC governance and record policies.
- Supporting the Planning and Delivery Manager in the annual business planning cycle including liaising with senior managers, facilitation of meetings and reporting on progress against the plan to the Executive team.
- Gathering information from stakeholders, including data, across the organisation to analyse and respond to queries from the media team, corporate complaints or other requests for FtP data.
- Produce ad-hoc reports and presentations on directorate and corporate activity.
Hearing Support Officer
Nursing and Midwifery Council
London
09.2016 - 02.2018
- Communicate outcome of cases to relevant parties as soon as a case has been heard and comply with 5-day KPI, updating the register (Wiser) and CMS(Case Management System) after completion of cases correctly as any incorrect entry can affect a registrant's right to practise.
- Liaising with case managers to clarify any errors or mistakes found to be corrected.
- Managing own workload of allocated cases to meet daily deadline.
- Answering calls and queries in relation to cases.
- Working as a team player when a team member needs help.
- Gathering and sending information and documents requested by the Professional Standards Authority on a daily basis, via secure email and telephone.
- Being the main point of contact for arranging transcripts, using the new VIQ media manager to retrieve Digital Audio Recording where I then assign each case to one of the transcribing agencies.
- Supported Digital Audio Recording project to go live in two new sites.
- Worked closely with finance department to cross-check and correct any discrepancies in spreadsheets.
- Working out monthly transcript costs which assists the senior leadership lead, budget for the department.
- Supporting seniors in preparing Management Information Stats for the team.
Admin Office Manager
H&M
London
04.2014 - 09.2016
- Responsible of all Cash Office duties such as but not limited to preparing tills for new business day, everyday paperwork and banking, payroll and ensuring all employee details are up to date.
- Documented reports of daily activities and irregularities such as property damage, theft, guest or employee accidents and unusual occurrences, in compliance with company regulations.
- Keeping up to date with company news and sharing that with colleagues during daily meeting.
- During peak hours of business I was required to support shop floor as senior member of management.
- Setting up new starters on system (PeopleData).
- Giving induction to new starters on all relevant training such as Health & Safety, Fire Evacuation, Information Security and Loss prevention.
- Liaising and maintaining good relationship with internal and external stakeholders.
- I've been trained on Robbery & Aggression at work.
Co Founder
Start up Events Management
Bahrain
10.2013 - 02.2014
Education
BA (Hons) - International Business
University of East London
London2013
Skills
- Business administration
- Payroll
- Schedule/Time management
- Staff management
- Mail management
- Expense reporting
- Event planning
- Meticulous attention to detail
- Travel coordination
- Dedicated team player
- Results-orientated
- Employee training and development
- Technical support
- Proofreading and editing
- Critical thinker
- Translation
- Efficient under pressure
Timeline
Executive Assistant SrVP & Directors
Saudi Aramco
10.2023 - Current
Executive Assistant to Managing Director
Balfour Beatty Investments
12.2021 - 11.2022
Executive Assistant
Nursing and Midwifery Council
03.2018 - 11.2021
Hearing Support Officer
Nursing and Midwifery Council
09.2016 - 02.2018
Admin Office Manager
H&M
04.2014 - 09.2016
Co Founder
Start up Events Management
10.2013 - 02.2014
BA (Hons) - International Business
University of East London
Certification
- APM - Project Fundamentals Qualification
Languages
English
Native
Turkish
Native
Arabic
Beginner
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