Heidi Mages

**** ********* *****, **** *

South Pasadena, CA 91030

323-***-****

Summary

Highly organized, effective and discreet Executive Assistant with strong work ethic. A creative problem solver

who works equally well as part of a team or independently. Combines excellent interpersonal communication skills

with high emotional intelligence. Extremely adaptable to rapidly changing priorities.

Morgan Stanley, Los Angeles CA

Executive Administrative Assistant January 2014 – Present

• Provide support to Southwest Managing Director and Southwest Regional Business Development

Manager.

• Arrange large group meetings in and out of town – scheduled meetings with all parties; book meeting

rooms and call-in numbers; arrange special meeting facilities.

• Maintain executives’ calendar; schedule all meetings and conference calls, field e-mails and phone calls

request meetings, handle meeting conflicts and prioritize issues.

• Handle all aspects of business travel; coordinate out-of-town meeting schedules; manage car, hotel,

arrange flights; travel and expense reports.

• Prepare and submit expense reports on a timely basis.

• Maintain executive files, correspondence, documents and personal office files.

• Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with

professionalism and good judgment.

• Handle executive mail – open, pre-sort and prioritize; respond to simple, immediate requests.

• Write and prepare letters and presentations independently.

• Navigate firm – interface with various departments on behalf of executives to collect information, respond

to requests, obtain service, etc.

• Miscellaneous support – including, but not limited to preparation of copies; ordering of supplies and

maintaining of supplies area; handling of faxes; maintain kitchen area; maintain orderly, fully-functioning

work area for executives and their staff.

• Provide back up support to Regional Risk Officer and Regional Business Service Manager.

Idealab, Pasadena CA August 2008 – December 2013

Executive Administrative Assistant

• Provided support for Executive-Level Management including CEO, COO, Managing Director and Proto

Team.

• Coordinated on and off-site meetings, travel (including international), Board meetings and conferences.

• Complex calendar management and scheduling.

• Responsible for reimbursable and non-reimbursable expense reporting for company and personal

accounts. Implemented filing system for corporate, financial, legal and HR documents.

• Responsible for company event planning and implementation.

• Office Liaison with Facility Management.

• Worked closely with HR to resolve office and employee issues.

• As Personal Assistant to COO, duties included, but were not limited to: opening and organizing all

personal mail; paying bills as authorized user on all personal accounts; managing household staff and

rental properties; organizing and filing personal home taxes; worked closely with family accountant to

maintain files and file taxes at year end. Had complete access to all personal/private assets and financial

information. Maintained confidentiality and trust with this knowledge.

Orso Restaurant, Los Angeles, CA April 2002 – August 2008

Manager/Bartender/Waiter/Host

• Managed restaurant’s daily operations which included; opening and closing the restaurant, daily sales

and inventory oversight including reconciliation and procurement; floor and kitchen staff management;

and time card processing.

• Resolved customer service issues.

• Conducted new hire training and orientation.

Choice Professionals, Inc. Los Angeles, CA January 2001 – April 2002

Health care consultants specializing in California Adult Day Health Care Program

Quality Assurance Director

• Created and maintained adult day healthcare licensing documentation.

• Audited day care facilities to ensure compliance with state regulations, including appropriate staffing and

operational procedures.

• Edited manuals and handbooks. Maintained company database of statewide adult day healthcare

facilities.

Star Staffing, Beverly Hills, CA May 2000 – October 2001

Temporary and full time staffing agency

Staff Coordinator/Employment Counselor

• Interviewed and evaluated potential employees.

• Defined skill requirements for clients’ open positions and assigned appropriate employee from current

pool.

• Monitored client satisfaction with employee performance.

• Created and maintained processes to improve time-card and payroll accuracy.

• Managed all administrative duties for temporary and permanent divisions.

Scoozi! Lettuce Entertain You Enterprises, Chicago, IL April 1998 – May 2000

Corporate Event Coordinator

• 375 seat venue specializing in Corporate Parties and Conventions. As liaison between restaurant and

client, coordinated event details from concept through completion.

• Coordinated and conducted new hire training and orientation.

• Provided Administrative and Marketing support to General Manager including oversight of promotional

materials, correspondence and document management.

EDUCATION

Briar Cliff University, Sioux City, IA, Bachelor of Arts Degree

OTHER SKILLS

Microsoft Office Suite, Outlook, PC and Mac proficient.

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