Management Executive Assistant

Olivia McCray

*** ******* ******, ***. #*

Brooklyn, NY 11207

Home: 347-***-****

Cell: 718-***-****

EMAIL: ********@*******.***

Professional Summary

Decisive, self-motivated, and highly organized professional offering

profound leadership skills and expertise in managing people and office

operations.

Experience:

2/09 - The College Board, New York, NY

College Readiness Programs Division

A not-for-profit membership association whose mission is to

connect students to college success and opportunity.

Executive Assistant

Provide administrative and special project support to senior

managers in the College Readiness Programs Division, including

the Senior Vice President, College Readiness Programs, Vice

President, Advanced Placement Program, and the Executive

Director of Professional Development

Administrative Work

. Schedule and coordinated internal and external meetings (MS

Outlook), travel, T&E

. Sort, review, screen and distributed incoming and outgoing

mail; prepare, compose and ensure timely responses to a

variety of written inquiries

. Answer telephones, assist visitors, and resolve a range of

administrative problems

. Prepare and maintain a data base in Excel of all vendor

contract accounts documenting disposition of contract

. Support the Division's office management needs, including

ordering office supplies, conference room scheduling and

coordinating of division/group meetings

. Field numerous telephone, written and e-mail requests for

information, data and material regarding College Board

programs, products or services from school districts and

other external sources

. Provide a wide variety of administrative tasks that includes

access to private and confidential matters that require using

discretion, including originating and editing presentations;

managing information and coordinating distribution

Facilities Work

. Direct ownership for managing all aspects of the physical

space for the College Readiness Division office staff

including employees and contracted personnel

. Facilitate administrative and building services, provide

consultation and recommendations to the Director of

Administration regarding purchases, space planning, office

layout and safety requirements

. Serve as main point of contact on all building projects,

consulting with security, engineers, contractors,

electricians, maintenance and cleaning staff

. Responsible for insuring construction projects proceed on

schedule, delays and issues are handled in an efficient and

effective manner, timelines are maintained and that

facility and projects operate within the budget

. Manage office moves, and set up desks for new hires

. Serve as main point of contact with building engineers and

facilities staff to ensure the efficient operation,

maintenance and report of the facility. This includes

security access, heating, ventilation, air-conditioning, and

elevators

. Acting as an internal consultant to College Board staff

regarding equipment, services and complaints and establish a

methodology to gather and evaluate feedback and recommend

changes

Events Planning and Management

. Scheduled and managed all logistics for small and large-scale

events including attendee materials, meals, speakers,

technology needed (projectors, laptops), webex, con calls

. Provided assistance with internal/external events and

Professional Development workshops and training including

preparation of material logistics, planning and execution for

events both in advance and onsite in Las Vegas; worked on

attendee registration and greeting consultants; manage

communications with districts acting as host and consultants

acting as leaders to finalize arrangement for workshops

. Provide spreadsheet updates to PD staff responsible for

content development and their consultants reflecting site

contacts, travel, site scheduling information, i.e. early

admittance for videographer; management of participants lists

for generating CEU credits

. Arrange for loan and delivery of specialized graphic

calculators from Texas instruments for

participants and consultants attending Math pilot

Expertise in Using Office Technologies

. College Readiness subject-matter-expert in using key

technologies such as, Outlook, Concur (T&E), travel policy,

reimbursements, Procure-to-Pay (P2P), Image Now, Web Ex,

trained other administrative staff

. Go to person for all how to questions from new hires, and

existing staff and handled all departmental changes such as

transfers from floor, change in seat, and cost centers

. Order supplies for staff as well as maintain adequate

supplies in supply room; maintain toners for all personal

printers and network printers, black & white and Color

Cubes; maintain day to day maintenance of printers and

request service technician when needed

. Processed business card orders using Webb Mason online

purchasing service and process requests for Treo/Blackberry

4/07 - 1/08 Morgan Stanley, New York, NY

Morgan Stanley Learning & Development Talent Management

Morgan Stanley Legal & Compliance

Morgan Stanley Internal Audit

Executive Assistant

Provide administrative support to Global Head of Learning &

Development Talent Management; Managing Director and Executive

Director of Learning & Development; Executive Director and Team,

Legal and Compliance and Team (8/2007 - 1/2008)

Provide administrative support to 2 Executive Directors and

Team, INTAUD (4/2007 - 8/2007)

. Own and manage demanding calendar and coordinate complex

business travel, (international and domestic) for Global

Head, including personal travel arrangements for family;

monitor and process all expenses for all

. Originate and edit organization charts and presentations

. Spearhead a variety of confidential projects producing

sensitive staffing reports, highlighting evaluations,

promotions, merit increases, bonus designations and scheduled

dismissals for international and domestic offices

. Assist department managers with coordination of all company

meetings, which include one-on-one interaction with

management and their direct reports; take minutes at

meetings

. Prepare and maintain all aspects of vendor accounts (ICA,

MSA, SOW ending in payment

. Scheduled and managed all logistics for small and large-scale

strategy off-sites, including attendee materials, meals,

speakers, technology needed (projectors, laptops), web ex,

con calls

. Support department with administrative functions including

phone coverage, travel arrangements, calendar management,

expense reports, timesheets, filing, conference calls,

distribution of mail and all department organization

4/06 - 1/07 Citigroup Private Bank, New York, NY

Business Unit Analyst, Global Wealth Management Operations &

Technology - Finance

. Coordinated payment of IT invoices and Purchase Orders in P2P in

correct vendor data format after securing appropriate support

documentation and required approvals by project managers

. initiate payment process on behalf of vendors for consultants as

indicated by Statement of Work filed by Vendor Management for specific

projects and following through final approval in various accounting

sites

. Reconcile new data to existing records; conduct analyses, resolve

differences and advise senior manager of potential problems

. Assigned a variety of finance related cost analysis projects, i.e.

proper disposition of charges for equipment; work closely with various

finance groups to reconcile and conclude projects on schedule

. Initiate database for IT Purchase Orders designed to eliminated future

duplication after discovering through old paper records that many

thousands of dollars had been paid out in error

. Utilized Dimensions database for the Change Management Team, issuing

entitlements and deleting access from the mainframe; prepared and

circulated the weekly Change Management Metrics to the senior

executive staff

. Train and manage administrative clerk

3/05 - 11/05 Morgan Stanley, New York, NY

Executive Assistant

. Gatekeeper in Managing Director's office in demanding, high energy

environment; screen high volume e-mails messages for MD, international

calls and correspondence

. Coordinate extensive meetings, video conferences, domestic and

international travel arrangements and ground transportation

. Prepare expense reports, covered phones and maintained business and

vacation schedules for direct reports

. Assist HR in setting up new consultants (domestic and international)

with desks, computers, phones, PCG accounts, mainframe access and

voicemail

. Purchase all office supplies and all computer equipment for staff

. Arrange VIP meetings, select catering menu and arrange

logistics

6/03 - 3/05 Fiduciary Trust Company International, New York, NY

Administrative Assistance

. Provide confidential administrative support to General

Corporate Counsel/Corporate Secretary and Associate General

Counsel

. Provide assistance on confidentiality agreements and

exclusivity contracts

. Daily interaction directly with Chairman, President and C-

Level team at Fiduciary and its parent company Franklin

Templeton

. Handled network, telecom and facilities requests for

department; coordinate department attendance, vacation

reports, and weekly attorney assignment reports, draft,

distribute, edit, transmit weekly minutes; train and delegate

to administrative clerk

. Arrange for computer hardware, access to company database,

security passes and telephones for new employees

Education: Coursework toward Bachelor of Arts in Philosophy with

Concentration in Comparative Literature

Fordham University, New York, NY

Alpha Sigma Lambda, Beta Rho Chapter

Professional Training: Developed and Presented by Leslie O''Flavahan

Persuasive Writing: How to Write So People Know What You

Mean and Do What You Ask

Professional Affiliation: Licensed Notary Public

Skills: Microsoft Office Word, Excel, PowerPoint, Outlook,

Concur, P2P, ImageNow 6, Web Ex, Vendman, Merant

Dimensions, and Merant Change Management

Contact this candidate