Executive Assistant Office Staff

Pamela Kane

*** *. **** ****** #** • New York, NY 10028 • 917-***-**** • ******@*****.***

PROFESSIONAL EXPERIENCE

Protégé Partners, Inc. New York, NY 09/2015 – 6/2016

Executive Assistant to CEO

Managed complex schedule using Outlook including booking external meetings, 1:1 internal meetings, breakfast and lunch business meetings, scheduling conference calls.

Liaison between board of directors, reporters, staff as well as greeting incoming clients and confidential guests

Managed airlines mileage programs, passports and visa, credit cards, charter planes, hotel rewards programs, car rental programs. Arranged international and domestic travel meetings including conferences, personal travel, private jets

Arranged travel itineraries including changing times zones in Outlook and working with personal travel agent.

Updated and maintained WebDav on a personal U drive of all electronic newsletter distribution (Bloomberg, High Tech Strategist, HF Alert, WILTW-13 D Research, WOWS, Maudlin) and weekly internal letter distributions

Arranged daily driver to pick up and drop off at various offices, meetings and ever changing schedules

Set up categories in Outlook with various color coding for executive to identify which meeting, event or subject matter to attend

Managed personal meetings including doctors, decorators, personal trainer, Pilates, ticket brokers, hair dresser and accountants

Prepared manual monthly expenses report and paid weekly bills accordingly.

ACE Group, Inc. New York, NY 07/2014 – 6/2015

Executive Assistant to President, Global Accounts (supervisor relocated)

Provide daily calendar management including scheduling meetings using Outlook and sending meeting requests with time sensitive information

Prepare spreadsheets in Excel for conferences, executed presentations in PowerPoint for client meetings and managed organizational charts in Visio

Schedule conference calls for clients, brokers and internal meetings and maintained the highest level of confidentiality

Post weekly blogs to our internal site for employee communications, input, update and retrieve various information from database for contact information

Prepare monthly expense reports, reconcile credit card bills including international currency conversion in PeopleSoft

Arrange private jets and commercial travel arrangement which include complex itineraries for international and domestic meetings, obtaining visas, hotel accommodations and ground transportation.

Anticipate supervisor daily needs while being proactive concerning schedule changes, conferences and communicating updates to internal staff

Organize annual conference, register supervisor for events, reserve conference room and arrange for catering of meetings

CBRE, Inc. (American Express Account) New York, NY 07/2011-07/2014

Executive Assistant to Director (department restructured)

Scheduled and planned meetings on a global basis, prepared itineraries for trips, initiated and managed visas, passports, travel arrangements including car services and hotel arrangements

Managed client training requirements in SharePoint for vendors and employees annually, trained new employees and vendors for their companies or departments

Prioritized and managed multiple projects simultaneously using a proactive approach for managing and scheduling of meetings

Prepared weekly agenda for senior leadership team, participated in meetings, took and distributed minutes including initiating calls

Maintained global organizational chart, managed position approval forms as well as travel requests in DocuSign and database

Calendar management in Outlook, coordinated complex international travel arrangements, processed expense reports in PeopleSoft, coordinated conference calls on a global basis

Arranged workshops at headquarters including travel to events as needed.

Choices, LLC New York, NY 01/2009-07/2011

Executive Assistant to Founder (freelance position)

Scheduled and distributed weekly itinerary to owner and staff

Corresponded with vendors, high profile clients and email inquiries from home and store

Was responsible for calendar management, client interaction and travel arrangements for both domestic and international conventions

Managed accounts payable and receivable, staff supervision and personal shopping needs

Organized event planning for various road show trips and made itineraries including trip information

White Williams Holdings, LLC New York, NY 04/2008-12/2008

Executive Assistant to Chairman (company restructured)

Handled all confidential correspondences for the chairman and insured family’s anonymity using Outlook or by mail

Implemented new technologies, in house accounts and updated procedures which helped in corporate savings

Arranged all travel both domestically and internationally including private jet transportation

Managed and supervised household and office staff which included housekeeper, drivers, gardener, librarian, curator, typist and personal assistant

Conducted internet research, planning of parties, maintain accounts and spreadsheets of family foundation and philanthropic donations

Was responsible for finding and screening all new hire candidates

Liaised with the Chairman’s personal investment advisor on a daily basis to determine cash flow and needs of family activities

Coordinated payment of weekly bills and monthly reconciliation with investment advisor

Interacted with auction houses and art dealers for personal purchases

Oversaw and scheduled maintenance and repairs for homes, remote offices, designers, decorators, swimming pools

Created and maintained employee files, approved timesheets, expense reports and distributed paychecks

Patriarch Partners, LLC New York, NY 05/2007-03/2008

Executive Assistant to President (company downsized)

Prepared daily emails within Outlook and responded to all correspondences that required attention

Managed and maintained confidentiality agreements and worked with legal counsel on changes and markups

Maintained medical claims and submissions for executive and family

Assisted in the recruiting process including posting to Bloomberg and various web sites

Was Responsible for overseeing household staff for two residences, including caretakers, housekeepers, driver and nannies

Coordinated and assisted with children's activities as well as scheduled maintenance to the main property

Education

Commonwealth College Virginia Beach, VA

Associates of Applied Science in Business

Skills

Highly proficient with Microsoft Word, Excel, PowerPoint, Outlook, Visio, PeopleSoft, SharePoint, Concur

Notary Public- State of New York

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