Fiona Loy

Administrator Professional Responsibilities:

• Provide high-level tactical and strategic administrative support to the Management, managing complex schedules and extensive international travel across multiple time zones with diplomacy and discretion
• Arrange cost-effective air, hotel, and ground transportation (including visa applications, and create detailed travel itineraries, ensuring seamless executive travel logistics
• Screen and prioritize incoming calls, emails, and correspondence, responding independently when appropriate and maintaining strict confidentiality
• Prepare executive documentation, including meeting actions, board papers, presentations, letters, and weekly/monthly reports, supporting informed decision-making and executive communications
• Process expense reports using Concur, manage sensitive documents and files, and ensure compliance with company policies
• Build and maintain strong relationships with key internal and external stakeholders, serving as a liaison and representing executive interests
• Develop, implement, and review administrative policies and procedures to optimize organizational efficiency and executive workflow

Office Manager Responsibilities:

• Oversee daily office operations, driving continuous improvement of systems and processes to enhance efficiency and service delivery
• Maintain office floor plans, seating, and headcount charts; coordinate office moves and provide operational reporting as needed
• Act as onsite point of contact for vendor relations: onboard new vendors, establish purchase orders, review invoices, and ensure contract SLAs are met
• Plan and coordinate internal and external off-site events, managing logistics and budgets for annual company gatherings
• Liaise with building management for office maintenance and renovations, ensuring a safe and well-functioning work environment
• Prepare and monitor office budgets and senior management expenditures, ensuring financial objectives are achieved
• Design, implement, and streamline office policies and procedures for improved operational effectiveness
• Support business continuity planning and office renovation projects, minimizing disruption to business operations.
• Support onboarding/offboarding, coordinate employment access applications.

• Managed CEO’s calendar, travel, and confidential communications, balancing business and personal priorities.
• Coordinated global travel arrangements and complex itineraries, ensuring all logistics were handled efficiently.
• Organized meetings and events, managed office administration, and prepared customized reports and research for executive decision-making.

• Ensured passenger safety and service excellence on international flights, demonstrating crisis management, attention to detail, and leadership skills.