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Executive Assistant/Executive Assistant

Woodside, New York, United States
August 29, 2017

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Helen Zhang

Phone: 914-***-**** • Email: • 43-06 63rd street, Woodside, NY 11377 Senior Office Professional excels in supporting C-Level Executives, multi-tasking and advancing operational efficiency and productivity.


Combined resources from NASDAQ, SNL, BlueMatrix and Yahoo Finance to design meeting materials.

Identified puzzling issues in the chain of publication distribution, reconnected hundreds of clients to the system for immediate access to on-going publications.

Successfully restructured Standing Committee scheduling process which

Minimized coordination time and scheduling conflict

Avoided independent voter’s disqualification due to conflict of industry coverage

Presented clear participation records

Decreased difficulty to satisfy committee quorum

Participated in Conferences with on-site assistance.

Oppenheimer Global Consumer Conference

Oppenheimer Industrial Growth Conference

Oppenheimer Healthcare Conference

Coordinated registration, flow of information, responded and resolved scheduling issues arose during the conferences. EXPERIENCE

Administrator/Executive Assistant, Fitch Ratings (New York, NY) 2016 - 2017

Provided high quality administrative support to senior executives and credit analysis teams (30-54 members).

Managed complex calendars on Outlook, acted as liaison for internal and external business events, oversaw team members’ attendance.

Excelled at managing projects such as ‘Credit Practicum’ events and the redesign of ‘Standing Committee’ scheduling process.

Administrated credit rating process, ensured regulations were followed and the conflicts were resolved in time.

Arranged business trips in Europe, Asia, Canada and America through Lotus Notes.

Filed expenses by using SAP, managed company credit card activity reports and performed account reconciliation.

Provided software setup assistance in Hitachi to ensure the accuracy of authorized accessibility to classified information.

Performed comprehensive support and guidance in new hire on-boarding process.

Coordinated company-wide charity events including ‘Jean’s Day Donation’ and ‘Raffle Party Donation’. Executive Assistant/RA, Oppenheimer & Co. Inc (New York, NY) 2014 - 2016

Handled heavy phone coverage for 3 executives and equity research teams, arranged conference calls and business events.

Conducted extensive travel arrangements (domestic and international), resolved scheduling conflicts and offered feasible alternatives.

In charged of financial forecast, invoicing, account reconciliation and expense claims using Excel and Travel/Expense software.

Generated various reports, analysis and meeting materials. Prepared presentations using PowerPoint.

Implemented and managed projects/initiatives such as geographic segmentation of marketing and confidential data organization, etc.

Coordinated conferences, investor tours and industry events in USA, Italy, Luxemburg, Switzerland, Belgium and China.

Conducted extensive research in support of specific projects as requested.

Maintained electronic/paper files including finance publications, models, CRM, distribution lists, subscriptions and policies using BlueMatrix, Outlook and Corporate Access. Administered public appearance activities and investment accounts.

Interfaced with CEOs, CFOs of institutional investors, major media conglomerates and various corporate divisions on behalf of senior executives. Office Manager, C.T.Lee & Associates (New York, NY) 2014

Provided secretarial services for managing partners and coordinated a result driven team.

Managed organization restructure by new talent recruitment, upgrading computing infrastructure, procedure assessment and responsibility allocation.

Oversaw and evaluated staff’s performance. Improved productivity through fostering a positive and harmonious working culture.

Created organizational policies and acted as HR manager. Maintained and secured classified information. Business Administrator, Deep Roof Lighting Inc. (Brooklyn, NY) 2012 - 2013

Provided managerial support to the President and coordinated business operation team.

Increased operational efficiency by implementing a report system that clarified accountabilities and ensured flow of information.

Conducted employee evaluation, payroll and commission calculation. Assistant Office Manager/EA, ADD Trading Inc. (Queens, NY) 2009 - 2012

Acted as a multi-faceted secretary to the President and coordinated business operation team.

Handled calendar/meeting arrangement, shipping coordination, marketing research, data management and document preparation.

Decreased financial loss by account reconciliation, credibility analysis, term negotiation and risk assessment.

Provided extensive customer care with proven records of increased customer satisfaction. Forecasted problem area and proactively re-designed procedures to prevent recurrence.


Master of Fine Art, Education/ Choreography, GPA 3.63 Purchase College, State University of New York, NY 2009 MFA Candidate, Education/ Choreography, GPA 3.8 The University of Iowa, IA 2006 COMPUTER SKILLS

MS Word, Excel, PowerPoint, Publisher, Outlook, SAP, Lotus Notes, Hitachi, BlueMatrix, Corporate Access, QuickBooks, Peachtree, Corel Video Studio, Gimp (photo editing), Adobe Acrobat. LANGUAGE SKILLS CITIZENSHIP

English (proficient), Chinese Mandarin (proficient) U. S. Citizen

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