Assistant Executive

Pauline J. Manalo Hamilton, New Jersey *****

Home: 609-***-****

Mobile: 609-***-****

Email:

*.******@****.***

Summary of Qualifications

Skilled and dedicated Executive Assistant with more than 15 years

experience coordinating, planning and supporting daily operational and

administrative functions.

. Demonstrated capacity to provide comprehensive support for executive

level staff; excel at scheduling meetings both domestic and

international, coordinating travel, and managing all essential tasks,

possess the highest level of confidence, integrity and motivation.

. Adept at developing and maintaining administrative processes that

reduced redundancy, improved accuracy and efficiency, and achieved

organizational objectives.

. Highly focused and results-oriented in supporting complex, deadline-

driven operations; identified goals and priorities resolving issues at

the initial stage. Managed a staff of 5 administrative assistant:

performance reviews and submission.

. Served as point person for managers, sales teams, clients, and vendors

to ensure proper lines of communication. Maintained excellent

communication skills, problem resolutions ability and a high-level of

confidentiality.

. Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint),

Visio, Word Perfect, Lotus Notes. Extensive experience in the creating,

editing and finalizing PowerPoint presentations, Excel Spreadsheet and

Visio charts/diagrams.

Professional Experience

Marsh USA May, 2010 to November

2010

New York, NY 10036

Executive Assistant (temp)

Provide support to Senior Partner provided in-depth knowledge of

administrative procedures and tools. Demonstrating an understanding of the

business service area, clients, key terms, and service offerings. Handled

sensitive information with professionalism and integrity while

communicating openly and often among team members and continually striving

to promote smooth workflow and ensure client needs are met.

. Coordinate production of documents. Peer reviewed drafts before final

document production/distribution and ensure quality control of final

product.

. Edited and created documents using PowerPoint, Excel & Word while

ensuring all documents produced adhere to company's global

identity/document standards.

. Adhered to best practices and expense control (i.e. travel rates, office

supplies, catering, vendors etc.).

. Managed outgoing mail, overnight shipments and other deliveries to

clients, vendors and internal recipients.

. Contributed to accurate client/project budget management through

accurate and prompt time entry.

. Assist team with a variety of administrative tasks as assigned.

. Establish routine tasks that become my responsibilities on an on-going

basis.

International Forensics Investigation

March 2009 to March

2010

Woodbridge, New Jersey

(company

closed for business)

Executive Assistant to CEO

Held position of increased responsibility for this accounting firm with

major clients throughout the United States, Canada, Europe, South America

and Asia. Applied my bilingual skills in communicating and translating

documents from English to Spanish. Travelled with CEO within the United

States. Always-on blackberry and laptop ensuring support during off-hours

and weekend.

. Efficiently handled all calls, answered and/or directed inquiries,

fielding to Directors for proper handling.

. Reviewed and printed CEO daily emails, sorting and responding

accordingly to those within my jurisdiction.

. Handled hectic calendar and travel arrangements both domestic and

international, prepared expense reports and reconciled corporate credit

card.

. Prepared and maintained weekly attendance and annual vacation records

for 32 employees. Creating organizational chart and updating as necessary

using Visio. Coordinated projects and events exercising ability to

improvise, improve procedures and meeting deadlines.

. Created, edited and finalized all PowerPoint Presentations,

incorporate graphs, spreadsheets and links and other relative

information. Updating Excel spreadsheets, updating office manual with new

policies and procedures.

. Attended all meetings, collecting information for discussion from

executive staff and accounting firm, prepared and distributed meeting

minutes, following up on action items and finalizing for CEO list of

accomplishments.

Macy's

October 2008 to March 2009

Princeton, NJ

(Seasonal/On-Call)

Assistant Scheduling Manager/Sales Associate

Provided "outstanding" customer service to both my internal and external

clients.

. Scheduling on Call Associates for work and revising schedules as

needed. Terminating seasonal associates as requested.. Preparation

of monthly reports: Plan and Revised Hours. Printing/updating daily

Walk Reports and Flash Reports for Store Manager, Assistant Store

Manager and Operations Manager. Handled and updated all open hours on

Conflict and Resolutions Reports to ensure all hours were covered by

OCAs. Handled all mainframe (PTIA) clock- in were corrected.

Pauline J. Manalo

Merrill Lynch

May

2006 to May 2008

Levittown, Pennsylvania

Administrative Assistant to Global Technology Infrastructure

Provided administrative support to Global Technology Infrastructure

Managing Director, First Vice President, Directors and all Direct Reports

throughout New York, New Jersey, Pennsylvania and Florida. Handled all

security clearance to the Data Center.

. Maintained and updated busy calendar, scheduling meetings:,

group/team/divisional meetings, booking meeting rooms, call-in numbers,

sending email confirmation and preparation of meeting materials, ordering

food, cleaning of conference room upon conclusion of meeting.

. Handled all travel arrangements (air, hotel, car rental and black car

service: pick-up/drop-off). Prepared detailed itinerary updating as

necessary, prepared and submitted expense report.

. Created PowerPoint presentations from handwritten version, inserting

graphs, tables and pictures into the final product. Created and updated

organizational charts and process flows using PowerPoint and Visio.

Created/updated Excel spreadsheets, generated financial reports, created

employee time tracking sheet used for tracking vacation, sick and

personal days.

A Touch of Class Production

January 2005 to May

2006

New York, New York

Executive Assistant/Personal Assistant to CEO and Senior Vice President

Provided administrative support with growing responsibilities, working

effectively with people of all levels both internally and externally while

providing support to CEO and SVP during off-hours and weekend.

. Maintained business and personal calendars, handled all domestic and

international travel. Coordinated and scheduled social activities.

Organized dinners and parties as well as responding to RSVPs.

. Manage personal financial matters (checking account, brokerage account

purchase verifications, interest payments, check bills and statements for

discrepancies and dispute charges.

. Created, edited and finalized all PowerPoint presentations and slide

shows with animation, flyers and event programs. Attended all fashion

shows, photo shoots and special events with CEO.

JPMorgan Chase

November

1994 to December 2005

Edison, New Jersey

Promoted and started new department handling the start up of new joint

venture companies. Tracking and monitoring all expenses, handled all vendor

relationships, constantly improving processes. Six Sigma team lead.

Received numerous awards for outstanding performance and client relations

throughout my career at JPMorgan Chase.

Expense Coordinator

March 2002 to

December 2005

. Processed, categorized and tracked over 400 invoices for 35 joint

venture companies; handled bank wires and wire transfers; monitoring bank

account daily posting and preparing monthly reconciliations reports;

prepared report of monthly expenses by categories, researching billing

and expense discrepancies. Ordered office supplies for all joint venture

companies, solicited vendors for new office setup (telephone, fax, and

modem), furniture and equipment. Handled cash account of over $3.0

million for each joint venture.

. Attended meeting to discuss and update policies and procedures,

streamlined procedures for time and cost effectiveness.

. Consolidated expenses for all joint venture companies, identified the

opportunity to setup and retrieve invoices from the vendors websites to

expedite the retrieval and processing of the invoices.

Executive Assistant to CEO

June 1997 to March

2002

. Daily review of CEO emails, sorting and going over important issues

and concern, responding or drafting responses. Review and distribution of

updated policies and procedures, meeting and business travel request.

. Handled complex business calendar, determining importance of meeting

request/calls and schedule accordingly. Coordinated all meeting (on-site

and off-site, team and departmental, regional directors, board and

quarterly meetings), trade shows, seminars and conferences: planning and

coordinating, venue selections, site inspections, contract negotiations,

hotel management, food and beverage, audio/visual needs, invitation

materials, meeting agenda. Attending meetings, taking notes, and

preparing meeting minutes.

Executive Assistant to Senior Vice President and Direct Reports

May 1994 to June 1997

. Maintained business/personal calendars, travel arrangements, preparing

and submitting expense reports, telephone coverage, drafting, and

preparing internal and external memorandum and correspondence. Handled

sensitive and confidential information with discretion.

. Event planning for meetings and conferences (on and off-site).

Preparing Power Point presentations that were presented to Executive Vice

President of Human Resources, CEO, and Board of Directors. Handled

confidential/sensitive information with diplomacy.

. Assisted in company-wide recruitment efforts to include sourcing of

candidates, interviewing, networking with hiring managers, filling

positions and other recruitment administration needs, always taken the

initiative, resourcefulness in managing multiple assignments under tight

deadlines.

Education: National School of Secretarial and Accounting -Associate Degree,

JPMorganChase University - Associate Degree, Molloy College - Accounting

Credit/4.0 GPA, Mercy College - Credits /4.0 GPA - President of Student

Body-Brooklyn Campus.

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