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Executive Assistant Technical Support

Neptune City, New Jersey, United States
February 01, 2018

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Tinton Falls, NJ *****



Mitsubishi Financial Group (MUFG) New York, NY April 2015 – January 2017

Executive Assistant

Answered, screened and directed incoming calls in fast paced environment for Managing Director which required thorough knowledge of applicable policies and procedures at Departmental and Corporate levels.

Maintained manager's busy calendar coordinated and arranged large and/or recurring meetings, luncheons, conferences and seminars.

Gathered materials necessary for meetings and helped facilitate (agendas/presentations) etc.

Prepared confidential materials/ presentation decks from drafts.

Developed and maintained records and materials as required.

Received and greeted incoming visitors in a professional manner and directed them to the proper individual and assisted them with their needs.

Responded to inquiries received internally and externally by mail, which involve communicating with Executive level management, both verbally and in written form.

Ordered department supplies, coordinated equipment repair.

Coordinated staff travel arrangements, etc.

Processed and coordinated expense reports.

Coordinated interviewing/screening, employee orientation & on-boarding and organizational charts.

Ad Hock projects as needed.

HSBC, New York, NY April 2014- April 2015

Contractor: Global Banking

Coordinated domestic and international travel and corresponding itineraries.

Prepared expense reimbursements / invoices for payment in an accurate and timely manner.

Answered phone lines and attending to e-mails / mail correspondence & distribution.

Maintained calendar, schedules appointments, books rooms, arranges equipment.

Maintained files and making photocopies, and faxing documents as needed.

Assisted members of staff with managing and tracking core leave and performance management documents in the system.

Participated and manages special projects, as requested

Barclays, New York, NY (Formerly Lehman Brothers Inc.) January 1993 - February 2013

Executive Administrative Coordinator: Program Execution Group

Answered, screened and directed incoming calls in fast paced environment for Managing Director

Managed email, voice mail and contacts.

Maintained executives calendar, scheduled and coordinated meetings and special events.

Responded to inquiries from internal/external clients and liaise with senior level individuals throughout the firm.

Managed domestic and international travel, transportation, and accommodations.

Prepared and followed up on travel and entertainment expense reports.

Within policy guidelines approved expense reports for domestic employees.

Tracked outstanding corporate card balances and followed up with employee to ensure payment.

Coordinated seat requests for Global COO’s organization.

Planned and organized large scale moves.

Collaborated with move teams, facilities, technical support and management, creating spreadsheets organized seating, hardware and phone installations.

Ordered office supplies, processed invoices for consultants and vendors approved through invoice system.

Designed and maintained Excel and Word vacation spreadsheet for staffing needs of the department.

Ensured coverage by providing readily available and current information for coordinating schedules for employees.

Acted as Department Business Continuity Management Coordinator.

Handled recruitment process for new staff. Prepared and maintained an excel spreadsheets to track recruitment information.

Scheduled interviews with department heads, followed up with recruiters and Human Resources.

Coordinated all aspects of new hire paperwork and orientation.

Utilized company procedures to streamline efficiency and time management.

Handled special projects, tracked mid and year-end reviews, compensation, and organizational charts.


College of New Jersey, Ewing, NJ - Major: Liberal Arts - completed 3 years


Microsoft Office; Outlook; Budget, Expense & Headcount Tracking Tools

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