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Senior Executive Assistant

Atlanta, Georgia, United States
March 04, 2018

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Jennifer A. Shalala

**** ******* ****, #****, *******, GA 30326


Professional Skills

Microsoft Office Suite (Outlook, PowerPoint, Word, Excel), proficient in Mac iOS and PC platforms, Google for Business, advanced experience with Concur, QuickBooks, and Dealogic, general CRM knowledge Registered as Notary Public

Professional Experience

Senior Executive Assistant/Office Manager December 2014 – February 2018 Macquarie Capital, Boston, MA

• Managed regional office operations and provided overall administrative support to US Research Sales and Sales Trading team of 8 in Boston

• Resolved issues, office needs and took on ad hoc projects, continuously demonstrating flexibility and willingness to adapt to a variety of responsibilities while balancing priorities and meeting deadlines

• Helped plan and strategize quarterly marketing. Managed and distributed 3-month rolling calendar of all meetings/events for Boston with daily updates. Collaborated with analysts, sales team and other assistants to plan roadshows that delivered meaningful results for clients

• Assisted planning and execution of conferences, seminars, and other client-facing events. Prepared materials, invites, tracked client attendance and collected feedback, negotiated venue contracts

• Booked all travel (international and domestic) including hotels, flights and car service. Created and distributed detailed itineraries, followed up with timely updates to ensure schedules ran smoothly

• Processed monthly expense reports for the sales team

• Generated weekly domicile commission reports for priority accounts to help measure sales/analysts performance to identify key strengths and areas of improvement

• Handled overflow requests from Corporate Access team, assisted in coordination of Non-Deal Roadshows, communicated directly with management teams

• Liaised with IT to resolve tech issues as needed

• Directed onboarding procedures and provisions (cell phone, laptop) for new employees

• Monitored and ordered office/kitchen supplies and organized property maintenance requirements

• Maintained investor database, generated financial analytics reports and client service invoices

• Pursued development opportunities and participated in training Executive Personal Assistant December 2010 – November 2014 First Act Inc., Boston, MA

• Gate keeper to the CEO and VP of Business Development for a private start-up company. Fielded requests for meetings and calls, answered emails, ran daily schedule, successfully balanced personal & business calendars

• Organized complex itineraries and booked all domestic and international travel for business and family trips

• Managed all aspects of personal finances and property maintenance for the CEO and his family, handled highly confidential documents including taxes/trust funds/investments

• Executed specific discreet projects and research. Efficiently managed an extensive load of ad hoc requests, personal errands, shopping, and event planning

• Drafted/proofed letters, processed expense reports and helped oversee quarterly budget plans, paid invoices, purchased supplies, liaised and communicated with all levels of staff and vendors on behalf of the CEO

• Gained knowledge and experience in home renovation assisting and liaising with designers, contractors and furniture vendors while helping to ensure a major remodeling process went smoothly Senior Executive Assistant August 2006 – September 2010 Bain Capital LLC / Brookside Capital, Boston, MA

• Provided administrative support to the 3 founders of Bain Capital’s Media & Telecom Hedge Fund Team

• Designed calendar system to synthesize all multinational corporate activity for companies under coverage

• Created PowerPoint/Mekko Graphic slides for all investment presentations

• Managed and coordinated all aspects of complex international & domestic travel

• Developed and maintained spreadsheet of over 400 Media & Telecom stocks for the purpose of monitoring and analyzing earnings releases and ticker changes

• Prioritized executives' calendars; fielded sales broker requests, scheduled meetings, conference calls, resolved conflicts, extensive email processing and triage

• Administered expense reports

• Established ongoing relationships with Investor Relations of high priority companies to collect timely earnings information, arrange quarterly calls, and stay informed of marketing trips and investor events

• Communicated with outside banks and boutiques to organize meetings and other business

• Handled all personal assistance and special project requests as directed

• Performed searches and accessed reports utilizing Street Events/Thompson One and

• Prepared conference rooms for meetings, ordered catering and set up A/V equipment Executive Assistant June 2002 – June 2006

Essex Investment Management Company, LLC, Boston, MA

• Executive administrator to the President & Research Analyst team

• Generated reports and produced pitch books for client review presentations

• Executed mailings for 300 clients on a monthly and quarterly basis

• Organized conference calls and internal meetings

• Booked travel arrangements and administered expense reports

• Arranged catering for weekly Investment Team lunches

• Provided back-up support at reception desk and took on special projects as needed Project Coordinator to the Director of Professional Development May 2000 – June 2002 Testa, Hurwitz & Thibeault LLP, Boston, MA

• Assisted with the firm’s performance evaluation program in structuring and executing a procedure to collect and distribute formal feedback documentation, providing the firm's 12 partners with critical data to help determine appropriate strategies for the professional growth of the firm’s 400 + attorneys

• Coordinated continuing legal education workshops, distributed materials, set up A/V equipment

• Consistently met deadlines, maintained confidentiality, exercised diplomacy and good judgment while performing as a team player in a fast-paced environment Executive Assistant / Office Manager December 1998 – December 1999 Harter Secrest & Emery LLP, Albany, NY

• Administrator and front office support to 3 lobbyists in the government relations division

• Directed clients in the implementation of strategies

• Monitored proposed legislation on key issues. Provided weekly reports to clients on legislative activity

• Created and maintained bill tracking list of over 2000 bills using “Legislative Retrieval System” software

• Compiled summaries of public hearings, proofread documents

• Maintained database of fund raiser contributions

• Conducted research on companies to create a database of potential clients

• Represented firm at Senate Committee meetings and social events Education

State University of New York at Plattsburgh, Bachelor of Arts, 1996 Photography/Graphic Design

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