Administrative Assistant Executive

VANITA A. MALONEY

**** ****** ****** ****: 917-***-****

Brooklyn, NY. 11203 *******@*****.***

Executive Administrative Assistant

Professional Experience

DOW JONES & COMPANY/ Division of News Corporation, NY, NY. 2005 –

Present

News Corporation is a diversified global media firm with operations in eight industry segments

Executive Administrative Assistant to

Vice President, Human Resources Strategic Operations & Diversity 2009 -

Present

• Heavy calendar management

• Domestic and International meeting planning to include video and WebEx conferencing

• Interacting with all senior level executives and their assistants to facilitate meetings, travel, document

processing, etc.

• Assist domestic and international HR Team

• Manage conference room reservations, scheduling, and equipment

• Nurture vendor relationships, i.e., coordinating meetings, prepare agendas and track status of follow-up

tasks. Receive and review vendor bills for approval and processing

• Manage and service over 350 former employees with their retraining allowance funds (which includes

processing all invoices for payments to colleges, universities, and schools)

• Approving Dow Jones employee gym membership applications

• Employment verifications

• Process and approve expense reports using XMS Concur

• Liaise with chosen high school guidance counselors as part of Dow Jones’ Diversity Mentoring Program

Executive Assistant to Chief Operating Officer 2007 - 2009

• Supported the Chief Operating Officer by scheduling meetings with both domestic and international

business units and finance executives

• Heavy calendar management; domestic and international travel arrangements, itineraries, and travel

expense reports

• Served as second support to Executive Assistant to Chief Executive Officer when on leave

• Worked closely with our international partners and their assistants especially with attention to travel and

accommodations

• Managed expense accounts and recovery for Chief Operating Officer and approved expense reports for

his direct reports

• Catalogued weekly/monthly /annual reports for budget and revenue tracking

• Screen and prioritize all calls, visitors and guests

• Handled all customer complaints with efficient resolutions.

Executive Assistant to Vice President, Integrated Solutions 2005 - 2007

• Proactively managed complex ever-changing calendars; updated, scheduled and confirmed appointments,

coordinated client and weekly team meetings

• Responsible for all offsite conferences to include venue, catering, materials, travel and hotel coordination for

all attendees

• Responded to incoming calls and emails on behalf of Vice President; handled general inquiries and routed sales

calls to appropriate departments

• Coordinated all travel and expense reports for Integrated Solutions team

• Kept track of vacation, personal and sick days for team

• Ordered and maintained equipment and office supplies

• Interfaced with clients, agencies, and vendors; scheduled and organized client meetings for account managers

TOTAL ASSET PLANNING, INC. NY, NY. 1998 –

2005

An Independent Wealth and Investment Management Firm

Executive Assistant to CEO

• Scheduled, coordinated, and maintained calendar of conferences, meetings, and travel itineraries

• Responsible for the preparation and distribution of over 1,000 monthly and quarterly mailings for current and

prospective clients

• Maintained client database system.

• Responsible for recovery of funds from Estate accounts

• Hired, trained, and supervised support staff

• Managed compliance data for annual audit

• Processed new client account application forms, securing required legal documentation and processing

account transfers (e.g. ACAT and 401(K) Rollover accounts)

• Worked very closely with accountants to obtain client cost basis analysis for tax preparation

• Assisted bookkeeper with payroll, accounts receivable, payable, and banking responsibilities

• Collected and processed monthly rental income payments from office sub-tenants

• Managed vendors, ordering and maintaining office equipment

• Implemented improved office inventory tracking system and equipment maintenance schedules

Earlier Career History

Prior to 1998, held various Executive Assistant/ Office Management positions with companies such as: Hèrard

Center of Technology and Johann Estate & Financial Planning where the focus of my experience was on office

management, reporting directly to the President of both firms.

EDUCATION:

Bernard Baruch College, New York, New York Bachelor of Business Administration

New York Institute of Finance, New York, New York Certificate of Completion for Fundamentals of Securities

SKILLS:

Proficient MS user in: (Microsoft Word, Microsoft Excel, Microsoft PowerPoint), Outlook, Adobe Acrobat, Visio, WebEx,

PeopleSoft, Concur XMS, SharePoint, Excellent Communication and Interpersonal Skills

References provided upon request

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