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Executive Assistant

New York, New York, United States
May 30, 2018

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Jennifer Ruggieri-Pimiento 646-***-****


Executive Assistant

BLACKROCK, INC December 2010 - Present

Executive Administrative support and stretch assignment work for a large leadership team Office Operations Support

Screening calls for 4 Managing Directors and delivered timely receipt of messages

Performing in a fast paced environment with daily interaction with C-level executives, senior management, clients, service providers and prospective clients on a daily basis

Managing workflow of reporting for client meetings

Managing complex calendars with priority on resolving conflicts as they occur

Prioritizing demands in requests for meetings, etc.

Successfully executing on the end-to-end logistics of external/internal off-sites and corporate functions both locally and internationally

Compiling the itineraries and complex travel arrangements for the international and domestic travel of the leadership team.

Creating & editing presentations, project plans & various memos for the leadership team

Generated meeting minutes & distributed them to the team with action items or next steps

Maintaining a leadership role in managing team's SharePoint site

Tracking vacation and appropriate coverage for the team

Managing the onboarding of new hires

Scheduling meetings involving several time zones and ensuring seamless execution of relevant logistics involved

Meeting and greeting visitors and clients, coordinate conference rooms, multimedia requirements, catering, guest Wi-Fi access, etc.

POC with Office Services to ensure office space was kept cleaned and repaired

Liaising with IT to ensure technology needs are met. Executive Assistant May 2008 - August 2010

D.E. SHAW & CO., L. P

Department-wide support for a large IT department. Project Management

Managed project data source for all systems managers by coordinating and facilitating the workflow of project plans.

Tracked IT spend, which was then used to compile an IT budget for 2008 and 2009

Compiled monthly project status reports for the Executive Committee Administrative

Generated expense reports for seven managers

Conducted travel arrangements for systems staff

Answered external calls & managed calendars for managers

Registered qualified IT staff for conferences, workshops and training & prepared necessary travel arrangements

Set-up meetings, conference calls, video-conferences, both internally and externally

Managed the logistics and administrative detail for our Disaster Recovery projects

Prepared agendas for meetings by creating presentations, meeting notes, etc.

Tracked attendance for a large staff of 75 people

Coordinated office and seating accommodations for new hires and existing staff

Obtained authorization for the payment of service agreements and contracts Dealt with confidential information on a daily basis and communicated with C-level executives on behalf of department

Event Planning

Took ownership for entire event planning process from research to the contract negotiation and approval stage

Meticulous planning and scheduling of vendors

Handled all catering requests for staff

Executive Assistant July 2006 - May 2008


Direct support of domestic & global projects relating to Global Equities Trading

Conducted weekly status reports by business segment

Industry research: Business Continuity Planning, Information Security & Reg NMS

Emailed department-wide newsletters/memos featuring new research

Maintained full responsibility for the administrative functions for the CDO and for his 400 person global team

Conducted domestic and international travel arrangements

Maintained CDO's calendar • scheduled meetings, video conferences and Web meetings

Managed recruitment for department's NY office

Identified suitable candidates & worked with recruitment agencies in scheduling appointments for interviews

Generated expense reports for management

Handling the logistics for meetings: face-to-face & web-enabled Skills & Specialization

Outlook, Newsletters, Access, Project Management, Financial Accounting, Presentations, Recruitment, Bloomberg, Mac OS, Advertising, Internet Marketing, Disaster Recovery, Information Technology, Documentation, Workflow, Workshops, Equities, Microsoft Office Suite, Video, Next, Marketing Research, Event Planning, Organizational, Inventory, Logistics, Meetings, Editing, Travel Arrangements, Research, Windows, Visio, Databases, Crystal Reports, Budget, Project Plans, Telnet, Fast, Notes, Contracts, Internet Research, Statistics, Act!, Industry Research, Lotus Notes, NMS, Contract Negotiation, Information Security Education

New York University May 2002

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