Clara Pires

An hard working, a 10 years experienced and passionate professional who is always looking for a more effective way to do her job.

Experienced in an international and fast-paced environment is able to work under pressure and meet deadlines. Competent working in team and/or autonomously providing an overall of administrative and organisational support to her partner(s) and/or her team.

Expert Microsoft office and Mac user with a strong competency in coordinating events, scheduling appointments and keeping the manager’s calendar.

What I Do

People Management

These are my key strategies to manage my team: Understand people needs, set goals and get the most out of each team member’s.

Administrative Assistance

More than 10 years helping busy directors/managers managing their agendas and optimising their time.

Digital Marketing

Experience in coordinating multiple internal and external events...

Data Analytics

Analise client needs and satisfaction levels...

Resume

7 Years of Experience

Work Experience

March 2019 – December 2019
Smith & Williamson – Ireland

Office Manager / Personal Assistant to the General Manager

  • Agenda management and email monitoring for various directors and GM;
  • Travel planning and booking
  • Process travel expenses
  • Assist with management of correspondence
  • Prepare internal and external meetings/teleconferences, events and request catering arrangements;
  • Preparation of high-quality presentations, reports and letters;
  • Preparing and collating all relevant documents required for meetings
  • Meet and greet guests and/or clients;
  • Supervise the tock control of all consumables used in the meeting rooms;
  • Reception cover, support on ensuring adequate staff cover on reception
  • Support to Business Development Manager
  • Coordination of events (writing and preparation of presentations)
  • Data-analytics

October 2016 – February 2019
Smith & Williamson – Ireland

Team Assistant/ Events Coordinator

  • Edit and proofread legal documents.
  • Manage busy calendars and schedule teleconferences and meetings.
  • Welcome clients and conduct initial screenings of new clients.
  • Attend executive meetings and type minutes.
  • Organize and fille all kind of documents and ensure they are updated.
  • Liaison with staff and facilities team, suppliers and clients.
  • Answer calls in a politely way and take accurate messages when necessary.
  • Deal efficiently with general enquiries
  • Monitor voicemail.
  • Ad hoc duties for the Marketing coordinator, Department managers and Head of Office.

September 2016
RKD (Robinson Keefe Devane)

Receptionist (temporary)

  • Operate a switch board and direct calls;
  • Maintain office security by following safety procedures and controlling access via the reception desk;
  • Meet and greet clients; Manage meeting rooms and request catering arrangements;
  • Arrange couriers and taxi services;
  • Liaise with staff, suppliers and clients; check incoming mail and distribute to relevant personnel.

August 2016
Verizon Ireland Limited - Ireland

Receptionist (temporary)

  • Maintain office security by following safety procedures and controlling access via the reception desk;
  • Greet and welcome guests; Answer, screen and forward incoming phone calls;
  • Liaise with staff, suppliers and clients;
  • Ad hoc administration;
  • Book couriers and taxi services.

July 2016
Citrix Systems Inc - Ireland

Receptionist (temporary)

  • Assist with front of house duties, including call handling, meet and greet external visitors;
  • Liaise with staff, suppliers and clients;
  • Assist with managing incoming and outgoing post, book couriers and taxi services;
  • Prepare and distribute a variety of reports and documents.

July 2015 – April 2016
Centro Medico da Murtosa (CMM) - Portugal

Health Clinic Secretary

  • Arrange and schedule appointments; Manage phone and email queries;
  • Deal with correspondence and general queries from patients; Liaise with staff, suppliers and patients
  • Prepare and send reports;
  • Handle cash transactions and send invoices;
  • Health management system;
  • Set up, organization and maintainance of patient records according to established procedures;
  • Coordinate doctor rooms and set up them as needed;
  • Quality and customer service.

May 2014 – March 2015
Withus - Portugal

Office Manager

  • Receive and sort daily mail/deliveries/couriers;
  • Meet and greet any visitors to the office;
  • Book flights and accommodation;
  • Management of travel expenses;
  • Deal with any queries and complaints;
  • Supplier relationship management;
  • Monitoring of employee assiduity;
  • Process and management of the resumes in  database;
  • Support and development activities in the HR department.

April 2009 – April 2014
Altice Labs - Portugal

Team/Executive Assistant

  • Manage Director’s agenda;
  • Schedule meetings;
  • Liaise with staff in other departments and with external contacts;
  • Create and maintain filing systems;
  • Process travel costs for payment;
  • Book rooms and conference facilities;
  • Support and advice to senior management in a 100 members team;
  • Organize travel;
  • Arrange in-house and external events;
  • Service to customers and suppliers.

July 2007 – November 2008
José Maria de Oliveira & Filhos, Lda - Portugal

Administrative Assistant and Estate Agent

  • Administrative office support services;
  • Revenue management for clients;
  • File and record of documents;
  • Make bank deposits;
  • Collect tenants rent;
  • Liaise with customers and suppliers;
  • Display homes.

Education

September 2010 – December 2013
University of Aveiro - Portugal

Marketing Master – MSc

Marketing Data Analysis; Internet Marketing Applications; Consumer Behaviour; Brand Management; Integrated Marketing Communication; Supply Chain Management; Marketing Research; Development and implementation of integrated communication plans; Study of consumer behaviour; Analysis of statistics from market research.

Dissertation titled - Brand Associations: The Case of PT Corporate Brand" - Positioning and management of brand image in relation to the study of consumer behaviour in the context of brand recognition.

October 2004 – February 2008
University of Aveiro – Portugal

Office Management and Business Communication – BSc

Introduction to Management; Treatment of Text and Language Technology; Archive Techniques; Organisational Behaviour; Basic Notions of Law; Human Resources Management; Secretarial Techniques; Public Relations; Business Communications (German and English).

Extra Training Courses

  • People Management (3 days) July 2019 – Professional Development – Ireland
  • Taking minutes (1 day) March 2019 – CMG Professional Training – Ireland
  • German Language Course A2 (July – September 2019) – Atlas Language School - Ireland
  • Neurolinguistic Programming (20 Hours) March 2014 – Forinova Aveiro
  • Networking - Installation and Configuration (50 Hours) May 2009 - CESAE Aveiro
  • Adobe Illustrator (50 hours) April 2013 – CESAE

Languages

Portuguese (Native)

100%

English

100%

German

40%

French

50%

IT Skills

Microsoft Word

100%

Microsoft Excel

90%

Microsoft Outlook

95%

Microsoft PowerPoint

90%

Microsoft Teams, Zoom, FaceTime

90%

OpenOffice

90%

iWork (Keynote, Pages, Numbers)

90%

Adobe Illustrator

50%

Google Analytics

40%

Blog

My Diary

Contact

Get in Touch

076...

Zurich

info@clarapires.com

Available immediately

How Can I Help You?

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