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Professional Status

Consultant
Available

Contact

About Me

International, senior facility professional, with proven track record and proven competencies in resource and budget management, property maintenance, travel and event coordination, process improvement. Experience in non-for-profit organisations and travel & tourism sector.
Organised entrepreneur with strong interpersonal communication skills, multi-task, structured and energetic administrator, proficient with good business acumen, cross-functional team collaboration and team leadership experience. Multi-lingual in English, French and German.

Experience

  • Executive Assistant

    •Provide personalized, structured administrative support in a well-organized and timely manner
    •Maintains complex executive's Agenda of the SVP and it,s department’s leadership team by organizing, scheduling meetings, conferences, teleconferences, travels, expenses
    •Coordinate executive communications including answering calls, responding to emails and interfacing with suppliers
    •Prepare internal and external corporate documents for team members
    •Review the Office’s operating practices; improve information flows.
  • Events coordination

    •TFWA Trade show (Taxe Free World Association) in Cannes and Singapore
    • Charity Committee
    • Fundraising for Charity Association

    Achievements:
    • Managed to fundraised 25,000€ for "Make-A-Wish" Foundation
    • Took the initiative of organizing a Team Charity Day to bring team cohesion

Executive Assistant & Office Manager

World Economic Forum
December 2003 to August 2018
  • Executive Assistant

    •Provide personalized, structured administrative support in a well-organized and timely manner
    •Maintains complex executive's Agenda of the SVP and it,s department’s leadership team by organizing, scheduling meetings, conferences, teleconferences, travels, expenses
    •Coordinate executive communications including answering calls, responding to emails and interfacing with suppliers
    •Prepare internal and external corporate documents for team members
    •Review the Office’s operating practices; improve information flows.

    Achievements:
    •HQ extension project coordination (Taking minutes of internal coordination meetings, managing budget, tracking & following up on deadlines)
    •Team communication tool implementation to bring more efficiency
    •Concur travel E-booking tool set-up and implementation
    •Organisation of 20 creatives team buildings & offsite and seasonal celebrations for our 600 collaborators and their 280 children
  • Office Manager

    •Organize & review operating practices and implement improvements
    •Creation, implementation and alignement of new team processes for our main offices (New-York, San Francisco, Beijing, Geneva)
    •Designing filing systems
    •Partner with HR, Finance and Legal team
    •Manages third-party contractors , negotiation and administrative follow-up with facility suppliers: catering,hotels, warehouse, events, insurances(building, IT, transport, values, travel)

    Achievements:
    •Creation and supervision of the Reception team
    •Coordination of internal moves in collaboration with Maintenance team
    •Propose & implement a new share drive mapping with BOX
    •Active in different groups: Evacuation/MSST/Mobility/Sport&Wellbeing
    •Sustainability project and process: study and development of recycling station concept, signage design, implementation
    •Creation of the staff Travel&Expenses Policy & On-boarding new comers process
  • Events coordination
    Event logistic management Worldwide (Davos, Durban, Cape Town, Tianjin, Myanmar, Amman)

    •Coordinate all logistics to ensure perfect experience to the participants and staff
    •Tracking of action plan and deadlines
    •Build & maintain strong relationships with stakeholders and suppliers
    •Creation of briefing documents relaying all key events Information
    •Global budget management (planning, controlling, approval)

    Achievements:
    •Negotiation of flight route deals with Airlines: Staff travel cost saving over 500’000CHF from the overall yearly travel budget (8 events / year with around 200 staff traveling)
    •Lead the development of an Event platform software (ESMS) to handle all staff, travel logistic (in place for 8 years)
    •Active in various roles (Accommodation manager, students training, travel coordinator)
  • Management

    •Staff recruitment and On boarding
    • Optimising workloads
    •Staff development and training
    •Team Annual Evaluations & Coaching
    •Coordinating team planning & projects

    Achievements:
    •Proposal of a new team vision to allow clearer structure and development opportunities, received 2 promotions for my team and 3 additional resources
    •Coaching – successful in gaining trust from the team and helped 2 staff member to improved their behaviour and be better integrated

Travel Coordinator, Customer relations specialist

TBM consulting group
May 2002 to November 2003

Head of flight Operations Travel Officer/Crew coordinator

Benaviation
December 2001 to May 2002

Flight Attendant / Customer Care and Travel Agent

Swissair
September 1995 to October 2001

Skills

  • Fast/ Self learner
  • Proactive
  • High resistance to stress
  • Resourceful
  • Problem solving
  • Multi-tasking
  • Priority setting
  • Microsoft Office
  • Sales Force (CRM)
  • Concur (Travel&Expenses system)
  • Arcplan (Budgeting, planning & forecasting system )
  • Docuware (Document management )
  • Social Networking
  • French (C2)
  • English (C1)
  • German (B1)

Education

BTS Business and Tourism

Lycée d'Avesnières France
September 1993 to June 1995

Certification

Since March 2014

• Leadership of Resilience
(Emotional control | Self-Belief | adapting
to change|Awarness of others)
• Manager as a coach
(Core coaching skills for manager)
• Sustainability decision-making and strategy
building
(Sustainable Forum Initiative for the ISO 20121
certification objective)
• People Management setting objectives
(Objective setting has a positive impact on
individual, team and organizational
performance)

Interests

  • Swiss work permit G
  • DOB: 17/07/1972
  • www.linkedin.com/in/karineguitton
  • Discovering new people and culture
  • Point of contact for Friends & Family to organise surprise trips
  • Networking
  • Member of Booster Club
  • Member of Tennis club
  • Trailing
  • Tennis