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Executive Assistant Administrative

Location:
New York, New York, United States
Salary:
85000
Posted:
February 26, 2018

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Resume:

Extensive experience supporting C- Level Executives with heavy calendar, travel management, event planning and complete personal & business organization. Seeking to grow in the new full –time role of Executive Administrative Assistant in your company.

EMPLOYEMENT HISTORY

Shoretel, New York, NY 04/2017-10/2017

Executive Assistant- Support SVP of WW Sales & Customer Success and VP of Channels Acquisition

High level of interpersonal skills to handle sensitive and confidential situations. Exercise poise, tact, diplomacy, and professionalism during last minute schedule changes

Heavy calendar, international and domestic travel, and expense management – anticipate schedules and resolve conflicts, anticipate background material or other preparation, ensure managers arrive on time

Ensured meeting rooms are arranged including teleconference/video and meal arrangements

Coordinated company events both external and internal, dinners and or miscellaneous tasks for Executives team.

Attended regular pre-event meetings with conference team to discuss on-site logistics. Attended conference and managed on-site logistics; working remotely and having a flexible schedule to travel to team meetings.

Responsible for all post-event bill reconciliation and budget reports. Handles all negotiations with related vendors (AV, security, signage and services)

Creatively safeguard executive's time by reading, examining, and routing communications; and documents; collecting and analyzing information; initiating telecommunications

Developed relationships with internal and external administrative staff to facilitate meeting planning and scheduling

(Coach Inc., Estee Lauder, Neuberger Berman, & Pimco) New York, NY 05/2014 -02/2017

Executive Assistant Supported C-Level Executives Contract

Complex calendar management (day to day, fiscal year planning, and time management) on an ongoing basis and the ability to prioritize calendars based on the business needs to ensure accurate scheduling of multiple leaders.

Managed expense reports. Thorough meeting and event planning for both onsite and offsite locations from 10-50+ people; includes SharePoint site, meeting requests, booking rooms, catering, agendas, and team events

Ensured compliance of administrative operational policies and procedures.

Identify, recommend, and implement solutions to departmental operations process issues.

Assisted with preparation of correspondence and high-level presentations.

Independently structured both personal and business travel and managed professional itineraries, meetings and events, external/internal correspondence and presentation materials for multiple executives; signs on the behalf of VP, as delegated, internal announcements and other business-related forms

Regularly exercised independent judgment and discretion to identify key issues and correspondence that required VP direct involvement; independently handled all other issues

Demonstrated proactive approach to problem-solving with strong decision-making capability

Booked personal/ professional meetings, domestic and multi international travel arrangements, processed visas.

Assisted in the development of creative briefs, in obtaining necessary internal and external inputs, and collaborated with the cross functional team members to ensure timely completion of all deliverables

Provided extensive and complex calendar management, including organization of internal and external meetings, calls, and video conferences of a global nature. Managed and organized selected attendees

Booked complex travel arrangements. Created consistent travel itinerary portfolios for and remained on call during travel times to quickly address any last-minute changes or cancellations

Organized ad hoc lunches, dinners; Tracked VIP relations; facilitated relationships by familiarizing myself with various life events (such as birthdays and other major milestones)

Bank of Tokyo, Mitsubishi UFJ, New York, NY 02/2011-03/2014

Executive Assistant Supported CRO, MD’s, and VP’s of Risk Management Merger

Coordination of complex domestic and international travel arrangements including acquiring visas and handling currency conversions

Distributed mail, requested and routed supplies, archived and managed records, processed general expense memos, and other administrative support functions to ensure consistent performance of routines

Maintained various spreadsheets including staff emergency contact information, Ceridian attendance, organizational charts, head count reports etc.

Created and maintained department files; reviewed complex corporate credit card statements and detailed expense reports ensuring all reimbursements were current

Purchased and expensed reimbursements processing; office supply purchase control within budget

Capital Business Credit LLC, New York, NY 05-2008-06/2010

Executive Assistant Supported CEO, President, and Regional Manager Company Reorg

Coordinated heavy calendar management and scheduling of appointments

Prepared expense reports and liaised with A/P department to ensure prompt bill payments

Demonstrated consistency, sense of urgency, and high attention to detail along with the aptitude to multi-task

Exhibited initiative in problem solving and troubleshooting with administrative responsibilities

Liaised with HR department in new hire process, application management, reference checks, and orientation

Maintained all benefit and personnel files, supported and updated employee manual, policy & procedure manuals

Prioritized conflicting needs; handled matters expeditiously, proactively, and followed-through on

projects to successful completion

Point of contact for employee questions related to policies, office protocols, expenses and benefits

Gap Inc. New York, NY 05/2004 - 05/2008

Executive Assistant Supported Regional District Manager Graduated School

Completed critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters and personal correspondence

Managed, organized and safeguarded confidential materials, displaying the utmost level of discretion and ethical standards

Coordinated internal and external events including development team presentations, thought-leadership events and off-site team trips

Prepared and circulated meeting agendas and materials, attend meetings, took and distributed meeting notes & followed up on action items

Provided administrative support to all committee events – prepared invitation mailings, tally responses, notified individual VPs of target mailings when appropriate

EDUCATION

JOHN JAY COLLEGE, New York, NY

Bachelor of Arts in Criminal Justice, December 2007

SKILLS

• Microsoft Suite 2013

• Heavy Calendar Management

• Corporate & Personal Event Planning

• Budget & Expense Management (Concur, Sap, Ariba)

• Domestic & International Travel Planning

Meeting Coordination (AV Support)

Google Applications & Mac OS

Project Management

Flexibility to work Remotely



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