Nina Tivoli
Waedenswil-ZH
Summary
Dynamic bilingual executive assistant with a proven track record at Biogen International GmbH, adept at optimizing complex schedules and travel logistics. Proficient in Concur and Excel, I enhance operational efficiency while fostering strong communication. Recognized for meticulous expense management and seamless coordination of high-stakes meetings, driving organizational success.
Overview
20
20
years of professional experience
Work History
EXECUTIVE ASSISTANT TO THE SVP GLOBAL HEAD OF BIOGEN'S BIOSIMILARS UNIT
Biogen International GmbH
Baar
04.2020 - 01.2025
- Expertly manage extensive calendar schedules, optimizing time management for the SVP
- Plan, schedule, and arrange business meetings and complex travel itineraries, visas
- Organize management meetings, offsite meetings, special events
- Newsletter with Poppulo
- Travel expenses
- Purchase Orders, contracts, invoices management
- Performed general administrative tasks, enhancing operational efficiency and supporting daily business functions
- Preparation for the 'Newcomers' integration (IT equipment, offices, ID Badge…)
PA TO CHIEF OF STAFF & VP GLOBAL PROCUREMENT RAW MATERIALS
Mondelez International
Glattpark
03.2019 - 03.2020
- Proactively coordinate and manage complex calendar
- Plan, schedule, and arrange business meetings and complex travel itineraries
- Organize travel, meetings, conferences, workshops
- Prepare expenses reports
- Maintain passport and visa requirements
- General-day-to-day-administration
GLOBAL SALES SUPPORT
VirtaMed AG
Schlieren
07.2017 - 09.2018
- French Tender Markets
- Translation in French
- Organize travel, meetings, conferences, visas, prepare expenses reports
- Direct contact with customers for sales inquiries
BILINGUAL EXECUTIVE ASSISTANT FRENCH/ENGLISH TO PRESIDENT & CEO (GAS BUSINESS)
GENERAL ELECTRIC
Baden
06.2016 - 11.2016
- Company Overview: (GE bought ALSTOM in November 2015)
- Foster robust communication channels with Group, Division, and Department secretarial and administrative teams
- Efficiently manage the executive's calendar, navigating a demanding meeting schedule and extensive travel commitments
- Organize and coordinate business meetings and intricate travel itineraries seamlessly
- Oversee passport and visa compliance to ensure uninterrupted global travel
- Prepare and reconcile comprehensive expense accounts, processing T&L expenses for the executive with precision
- Draft, review, and refine incoming and outgoing communications on behalf of the executive
- (GE bought ALSTOM in November 2015)
BILINGUAL EXECUTIVE ASSISTANT TO SVP TECHNOLOGY & CTO
Alstom Power
Baden
04.2015 - 06.2016
- Organize travels (visas, flight and hotel booking etc.)
- Prepare travel expenses reports
- Organize internal & external meetings, workshops, conferences, management meetings
- Managing diary
BILINGUAL EXECUTIVE ASSISTANT TO VP INTELLECTUAL PROPERTY & LICENSE TEAM
Alstom Power
Baden
06.2014 - 05.2015
- Efficiently coordinate travel arrangements, including visas, flights, and hotel bookings, while preparing accurate travel expense reports
- Expertly manage logistics for internal and external meetings, workshops, conferences, and management sessions
- Maintain and oversee appointments and agendas to ensure seamless operations
- Streamline communication by sorting and distributing incoming internal and external mail, emails, and telephone messages
- Successfully orchestrate the office relocation for the AIP team to enhance operational efficiency
- Provide comprehensive day-to-day administrative support to facilitate team productivity
- Regularly update and manage the AIP website to ensure current and relevant information
- Collaborate on conference copyright licenses to ensure compliance and protection of intellectual property
BILINGUAL EXECUTIVE ASSISTANT (FRENCH/ENGLISH)
ALSTOM POWER
Baden
03.2009 - 05.2014
- Delivered high-level support to R&D Directors, VP of Sales & Marketing, Sourcing Director, and Finance Director of ECS BUSINESS, expertly managing 4 diverse agendas
- Efficiently sorted and distributed incoming correspondence, ensuring seamless communication through email and telephone messages
- Organized internal and external meetings, workshops, and visits, enhancing collaboration and stakeholder engagement
- Coordinated comprehensive travel arrangements, including visas, flight itineraries, and hotel bookings
- Prepared accurate travel expense reports, ensuring timely reimbursements and financial accountability
- Facilitated the 'Newcomers' integration process by managing IT equipment, accommodation, office setups, SAP access, and ID badges
- Supported internal staff transfers, ensuring smooth transitions within the organization
- Oversaw the relocation of Alstom employees across countries, managing logistics and compliance
- Conducted general day-to-day administration, contributing to overall operational efficiency
BILINGUAL EXECUTIVE ASSISTANT (FRENCH/ENGLISH)
ALSTOM Power
Levallois-Perret
04.2007 - 03.2009
- Delivered high-level support to the Executive Leadership Team, facilitating seamless operations for key stakeholders including the Managing Director, VP of Sales & Marketing, HR Director, Finance Director, and Sourcing Director
- Coordinated travel arrangements, including visas, flights, and accommodations, while preparing detailed travel expense reports
- Organized internal and external meetings, workshops, conferences, and management gatherings to optimize collaboration and productivity
- Managed and tracked appointments and agendas, ensuring efficient time management for executives
- Streamlined communication by sorting and distributing incoming mail, emails, and telephone messages effectively
- Performed general administrative tasks, enhancing operational efficiency and supporting daily business functions
BILINGUAL ASSISTANT (FRENCH/ENGLISH)
TECHNIP FRANCE
Paris-La-Défense
06.2005 - 03.2007
- Efficiently coordinated travel logistics, including visa arrangements, flight bookings, and hotel accommodations
- Accurately prepared detailed travel expense reports for financial accountability
- Expertly translated documents from English to French, ensuring clarity and cultural relevance
- Managed and optimized databases using Business Object for streamlined data operations
ADMINISTRATIVE ASSISTANT
EMAILVISION
Paris
03.2005 - 06.2005
- Efficiently managed client accounts and conducted procurement for office supplies and technology
- Oversaw expense account management and prepared commission reports for sales representatives in both French and English
- Successfully coordinated the relocation logistics of the company
Education
HIGHER NATIONAL DIPLOMA - Trilingual Executive Assistant (English and Spanish) in Business Management
BTS (Higher Education Department)
Paris, FRANCE01.2004
HIGH SCHOOL DIPLOMA -
Baccalauréat Professionnel de Secrétariat
Paris, FRANCE01.2002
Skills
- Word
- Excel
- Outlook
- Webex
- Zoom
- Teams
- Concur
- IExpense
- IProcurement
- Poppulo
Hobbies and Interests
- Traveling
- Reading
- Cooking
- Fitness
- Learning foreign languages
Languages
- French
- English
- German
Personal Information
Visa Status: Swiss C- Permit
Timeline
EXECUTIVE ASSISTANT TO THE SVP GLOBAL HEAD OF BIOGEN'S BIOSIMILARS UNIT
Biogen International GmbH
04.2020 - 01.2025
PA TO CHIEF OF STAFF & VP GLOBAL PROCUREMENT RAW MATERIALS
Mondelez International
03.2019 - 03.2020
GLOBAL SALES SUPPORT
VirtaMed AG
07.2017 - 09.2018
BILINGUAL EXECUTIVE ASSISTANT FRENCH/ENGLISH TO PRESIDENT & CEO (GAS BUSINESS)
GENERAL ELECTRIC
06.2016 - 11.2016
BILINGUAL EXECUTIVE ASSISTANT TO SVP TECHNOLOGY & CTO
Alstom Power
04.2015 - 06.2016
BILINGUAL EXECUTIVE ASSISTANT TO VP INTELLECTUAL PROPERTY & LICENSE TEAM
Alstom Power
06.2014 - 05.2015
BILINGUAL EXECUTIVE ASSISTANT (FRENCH/ENGLISH)
ALSTOM POWER
03.2009 - 05.2014
BILINGUAL EXECUTIVE ASSISTANT (FRENCH/ENGLISH)
ALSTOM Power
04.2007 - 03.2009
BILINGUAL ASSISTANT (FRENCH/ENGLISH)
TECHNIP FRANCE
06.2005 - 03.2007
ADMINISTRATIVE ASSISTANT
EMAILVISION
03.2005 - 06.2005
HIGHER NATIONAL DIPLOMA - Trilingual Executive Assistant (English and Spanish) in Business Management
BTS (Higher Education Department)
HIGH SCHOOL DIPLOMA -
Baccalauréat Professionnel de Secrétariat
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