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Executive Assistant Manager

New York, New York, United States
January 18, 2018

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Vivian Vlatka Milas, CSM

Austin, TX *****


More than ten (10) years’ professional experience as an Executive Assistant/Project Coordinator

Experience managing medium size projects and working with teams on achieving goals

Excellent problem-solving skills, multitasking, great interpersonal skills to facilitate and manage time sensitive projects.

Project management skills using agile methodologies including schedule and resource planning and executive level program report creation and generation

Proficiency in key planning and management tools including Asana, Microsoft Project, Salesforce, JIRA and Microsoft Office Suite (Excel, PowerPoint, Outlook, Word, Visio)

Experienced in planning as well as using planning/ERP/Finance software (Mindjet MindManager, SAP, and QuickBooks)

Great organizational, time management, meeting planning and coordinating skills, amazing attention to detail, excellent communication skills and organization skills EMPLOYMENT HISTORY

Executive Assistant to CEO/CPO/CTO, VP Engineering, VP Customer Success (4/2017-present) CognitiveScale, Austin, TX

Manage, prioritize and support senior executive leadership team including CEO and his key directs including CTO.

Facilitate and manage critical and confidential executive level conversations and meetings including arranging board meetings and managing follow-ups.

Planning and managing travel logistics and budget to ensure compliance with financial requirements.

Support planning and management of organizational level projects including re-organizations, workspace planning etc.

Executive Assistant to CEO (09/2016-12/2016) – Contract Austin, TX

Manage, prioritize and support senior executive leadership team including CEO.

Manage office logistics including planning office supplies and finances. Executive Assistant to Team CEO (09/2015 to 09/2016) Conductor, Inc. New York, NY 10016

Effectively and proactively managing executive team schedules including CEO (CTO, VP Sales, VP Marketing, VP Customer Success, VP Product and VP Engineering)

Handled multiple internal projects, and facilitate planning and management using agile methodologies and performed the Scrum Master role.

Managed a project for the CTO organization working with engineering that helped to save the company upwards of $100K/month in infrastructure costs. Extensive travel arrangements and expense management for the executive team

Assisting with budget creation and planning process for upcoming fiscal year

Meeting and event planning, both internal and external events.

Created onboarding process, assisted recruiting team with scheduling interviews, acquiring candidates, benefits negotiation, employee engagement, salary negotiation, handling information with care and high level of confidentiality, assisted recruitment process for Ukraine office

Created new training processes for new employees to be more effective for employee on-boarding.

Executive Assistant/Office Manager (09/2014-09/2015) BMC Software, New York, NY 10036

Planning and managing CTO’s travel, both international and domestic, and extensive calendar management, acquiring visas and other travel necessities

Expense reporting and reconciliation of American Express procurement card

Organizing meetings and team events created PowerPoint presentations for CTO’s events

Working closely with other offices across the globe in preparation for conferences and events

Assisted Project Manager with issue tracking in Microsoft Project, helped in creating user stories and more

Administrative Assistant/Project Coordinator (03/2012 – 09/2014) SIEMENS, New York, NY 10018

Organize Travel, domestic and international for a team of 40 plus people on and off-site, expense reporting for the same group of people

Assisted employees with HR processes, benefits packages, and organization of the training for new employees

Assisted with managing and creating user stories for software test team, coordinated project related activities, updated requirement documents for clients, tracked requirements and document versions, scheduled iterations for Scrum

Maintains files and documentation, on and off-site meeting organization, project development related research, creation of training PowerPoint presentations

New employee orientation, team building events, helping with onboarding process

Strategy development, Supply chain Management, and Logistics research

Supports senior management in training and document creation

Created PowerPoint presentations on weekly basis for internal and external clients

High contribution in organizing showcase for potential clients in Colorado from New York, arranged food and beverages, hotel and flight arraignments for internal and external people

Compared potential and current stakeholders and competition in the market

Created new employee onboarding process

Assistant to Manager of Installation (04/2010 – 03/2011) BEUMER CORPORATION, Somerset, NJ 08873

Meeting deadlines including time sheets reporting and calculating

Scheduling travel arrangements, domestic and international, for up to 30 people on daily basis

Maintained and organized files/paperwork, keep records of each project,

Assists Project Management team in contract creation and price creation

Calendar maintenance of the Service and Installation and Commissioning engineers, organizing off and on-site meetings, ordering office and professional supplies for the department

Maintaining SAP files and producing reports weekly, monthly and quarterly

Creating invoices in SAP while meeting all accounting deadlines

Expense account reconciliation and maintenance

Executive Assistant to CEO/Owner (09/2007-12/2009) PREMIER TRANSPORTATION, Monmouth Junction, NJ 08852

Ordering and managing office supplies, recruiting, assessing and processing potential new employees (background checks, references check, drug testing)

Managing CEO’s and CFO’s calendars (personal and business), supply ordering, contract renewals, invoicing and accounting


2018 MBA, WGU Texas, Expected 2018

2016 BSBA Business Administration, Operations Management, Thomas Edison State University, NJ

2016 Certified Scrum master (12/2016 – 12/2018)

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