Real Estate Executive Assistant

* ******** ******

** ******* ****, **********, ** 07921

Phone: 617-***-****

e-mail: *******@*****.***

Professional Experience

Reed Elsevier, New Providence, NJ

January 2011-March 2011

Executive Assistant (Contractor) to the Chief Real Estate Officer & VP

of Engineering, Design and Construction, Global Real Estate and Corporate Services

Coordinated projects and events, exercising the ability to improvise, improve

procedures, and meet deadlines.

Planned and coordinated logistics for large-scale on-site and off-site meetings and

special events.

Arranged domestic and international travel, created corporate agendas and

itineraries.

Extensive calendar management, scheduling meetings and set- up of WebEx and video

conferencing as needed.

Processed expense reports and supporting documents in a timely manner.

Created, uploaded and formatted biweekly intranet departmental newsletter on behalf

of the CRO.

Facilitated the accurate and timely writing, editing, and preparation of final copy

from draft to distribution of documents.

Distributed and collected data for Customer/Stakeholder satisfaction surveys related

to recent facilities projects.

University of Miami, Miller School of Medicine, Miami FL

May 2010-July 2010

Project Coordinator/Executive Assistant to Chairman of the Department of Pediatrics

Managed faculty recruitment processes including coordination of campus visits,

preparation of itineraries, meetings and presentations with medical faculty and

administration.

Monitored budgetary implications and tracked costs.

Tracked legal issues for the department and provided updated information on each case

to the Chairman. This included communication and corrospondence with law firms,

physicians and expert witnesses, and organized their responses.

Worked with faculty to plan and coordinate events, seminars, meetings and special

projects, inclusive of logistics such as site selection, menu, and speaker

confirmation for the Department of Pediatrics.

Responsible for the submission of manuscripts and grants which involved coordinating

with authors/researchers/faculty, publishers, and grant managers to obtain all

necessary documentation including highly confidential information, monitored

responses from grantors and publishers to ensure satisfactory completion and relayed

responses to authors /researchers/ faculty.

Prepared information and materials for high level meetings with University leadership

and outside agencies. Composed correspondence and meeting materials, including

confidential information.

Managed the Chairman's correspondence including email and calendar. Read and

analyzed in order to determine significance and plan for its distribution and

response.

Dana-Farber Cancer Institute, Boston, MA

2008 to 2010

Executive Support Specialist II to VP of Facilities Management & Real Estate and VP

of Operations

Prioritized and coordinated meetings based upon discretion, importance, time

sensitivity and triaged issues as they arose on calendar.

Scheduled management and logistics of meetings: Senior Staff, Quarterly Division,

Facilities Trustee and various committees.

Maintained a high level of communication with executive administrative staff, senior

leadership and Facilities department consisting of 96 FTE's and 140 contract

employees.

Provided ongoing division-wide correspondence and communication support on behalf of

VP's, as well as with union, city and state officials.

Oversaw record retention of regulatory documents, real estate contracts, agendas and

meeting minutes.

Created, managed and updated the institute wide permits and licenses database.

Processed purchase requisitions: created, approved and reconciled purchase orders for

Clinical Operations department.

Generated personnel requests for director level staff including new hires,

performance reviews, allocation adjustments and managerial changes.

Law Office of Attorney James D. Hill, 2006 to 2007

Cambridge, MA

Legal Assistant / Office Manager

Reported directly to attorney of private real estate office with broad ranged

responsibilities that oversaw the timely and complex preparation of real estate

closing processes.

Coordinated various office functions, which included scheduling closings, day-to-day

calendar management, answering incoming calls, drafting letters, transcription and

filing.

Ensured open lines of communication and satisfaction of deadlines through execution

of dated correspondence.

Acted as liaison between attorneys, clients, registry, lending institutions and

banks.

Novell Inc., Waltham, MA 2000 to 2006

Executive Assistant to VP of Finance & Corporate Controller and VP of Real Estate &

Corporate Services

Managed daily operations for three vice presidents, including the coordination of

meetings, schedules, travel, department purchase requisition process, and expenses.

Backup executive assistant for Chief Financial Officer. Single point-of-service to

vice president's for resolution of all administrative issues and tasks.

Developed executive-level presentations, proofread and edited written documents and

coordinated material preparation for senior management staff, Audit Committee, Board

of Directors and financial press releases.

Planned large internal conferences and off-site meetings, including first annual

Worldwide Consulting conference for more than 90 global Novell consultants.

Planned the Novell CFO Conference for more than 100 global finance team members.

Managed and maintained special corporate projects, including Avian Flu Pandemic

Preparedness Plan.

Contributed to the development and design of several corporate intranet sites,

including a Waltham Executive Assistant web page, Executive Headquarters web page,

and a "How to Save" web page.

Responsible for keeping the Waltham administrative staff informed and motivated as

the EA Community Leader.

Served as a member of the Novell Safety Committee.

IDX Systems Corp., Boston, MA 1999 to 2000

Executive Assistant to President of The Huntington Group

Prepared customer presentations and RFP's.

Coordinated purchasing and managed vendor invoices & tracked employee time for

client billing.

Managed HR processes for employee time and expenses, client billing, new employee

hires, departures and benefits.

The Chickering Group, Cambridge, MA 1997 to 1999

Senior Client Service Representative

Verified benefits, controlled claims, and added provider information into main

database for reimbursement.

Handled supervisor calls, researching priority issues on a day-to-day basis.

Managed various teams of employees and contractors based on needs and workload.

Merit Behavioral Care, Burlington, MA 1996 to 1997

Health Coordinator

Determined benefits eligibility under various plans.

Managed requests for inpatient mental health/substance abuse admissions.

Coordinated health care assessments with hospitals and case workers.

Education

Union College Bachelor of Arts - English

1995

Continuing Minor - French

Education Introduction to Marketing; Introduction to Financial Accounting -

Courses: Boston College

Organizational Behavior - Northeastern University

Effective Business Writing - Harvard University Extension School

Computer Skills

Proficient with computers and familiar with a wide range of business applications,

including:

Office productivity suites (Microsoft Office, Open Office)

Collaboration and email suites (GroupWise, Lotus Notes, Outlook, SharePoint)

Presentation suites (PowerPoint, OpenOffice, Impress)

Novell Linux Desktop

Oracle (purchasing & requisitions)

PeopleSoft (purchasing, requisitions, expense reporting, HR)

Contact this candidate