Manager Executive Assistant

Stephanie Scandone

(C) 978-***-**** *********.********@*****.***

Seasoned manager and ambitious advocate for administrative staff independently planning and organizing business affairs for C-level personnel; actively serving as a trusted advisor, communicator, liaison, and partner with the ability to exercise quick wit, good judgment with confidentiality, accuracy, professionalism, and integrity.

Manage all administrative and accounting operations including internal/external communications with high-profile contacts, correspondence, scheduling/calendar management, filing, mailings, documentation and reporting, records management, expense reporting and inventory/purchasing of equipment and supplies.

Consistently demonstrate initiative, stress tolerance, and teamwork; effective in identifying, developing, and implementing process improvement strategies to improve overall workflow.

Proficient teacher in the latest software technologies including Microsoft Word, Excel, PowerPoint, Publisher, Outlook, Works, WordPerfect, QuickBooks, Citrix Document Management System, Ecco Calendar Management, FrontPage, Adobe Photoshop, InDesign, and Web Plus.

Ora, Inc. September 2014 – 2018

Provide high-level support to the Ora Board of Directors and Executive Team while managing a $2.4m budget for administration/facilities along with supervisory support to three administrative assistants and two receptionists.

Edit and manage policies and procedures as they pertain to corporate travel (assigned rules for travel within Concur), expense reporting (“Corporate T&E Policy and reimbursement procedures”), project management (assign deadlines and reminders for maintenance) and vendor contract negotiations (reviewing corporate rates annually and consistently create competition to keep our rates down).

Oversee and manage our outsourced IT company (OnePath), with direct access to their ticketing system. I triage employee tickets and only escalate, as needed. Manage hardware inventory (we have 350 machines currently deployed that I maintain, attempting a three-year life span while gauging IT’s troubleshooting rates vs new purchases) as well as software licensing/upgrades.

Plan and organize all corporate parties and events including venue choices, contract negotiations and save the dates. Work with ADP and Paychex for personal payroll of household employees and liaise with accountants for tax purposes.

Manage and maintain our Verizon wireless business account with 178 lines and work with customer support to negotiate the best plan for our company and users. Decreased our bill by monitoring usage/international activity and disabling lines along with initiating mobile device management in compliance with GDPR.

Manage our shipping and FedEx accounts to ensure all FedEx rewards points are used to the company’s advantage. Put stricter guidelines in place for our users with regard to shipping methods and time of delivery pursuant to the FedEx ground mapping.

Liaise with accounting to ensure all contractors are paid per Agreement and re-negotiate terms as the contracts near expiration. Evaluated, implemented, and trained employees on a new travel policy with a new corporate travel program and interface,

re-negotiating corporate rates on hotels, rental cars, flight programs, business perks, etc. The company had $63,000 in lost savings due to users booking out of policy. I established new, stricter guidelines to prevent the company from losing the benefits of a corporate travel program.

Summary of Past Experience

QES, LLC September 2012 – September 2014

Worked as a Contractor for this company while self-employed at execsavvy. Started full time September of 2013 where I was to provide executive support to the President & CEO and his staff. Streamlined processes and reduced monthly expenses. Liaison between company and IT boutique firm. Launched QES's online presence and LinkedIn profile. Served as in-house Microsoft Word and Outlook expert. Audited QuickBooks for quarterly reporting to our Accountant, maintained account for the Operations Manager.

execSAVVY March 2010 – September 2014

Virtual executive assistant for Auction Technologies, Inc. (“ATI”), a company formed by some of the most renowned auction market designers and auction execution experts and owned in part by a Professor at the Toulouse School of Economics, a relationship I gained while at Compass Lexecon 2007-2010. Worked directly with FTI Consulting, a global consulting firm and parent company to Compass Lexecon, who contracted to ATI. I received their invoices and would combine with ATI Invoices per ATI contracts and bill the ATI clients directly. Monitored daily exchange rates and convert expenses per each individual contract per employee. Was responsible for all bookkeeping through QuickBooks Online, tracking of hours on a weekly basis and cumulative hours per project. This consisted of direct communication on a weekly basis to receive and then compile the information to deliver weekly status reports to the owner.

Created and maintained the website of a local automotive garage. I was social media manager, which consists of daily posts. Created an every door direct mail marketing campaign that reached 2,500 recipients. Created constant contact emails for company distribution lists to enhance visibility. Maintained positive relationships with many CEO’s of multi-national companies and served as direct liaison between clients, CPA’s and attorneys. Attended semi-monthly town hall meetings for the Town of Georgetown where I kept meeting minutes where the dialogue was typed verbatim. Created 50+ templates for the Town of Georgetown Planning Office for letterhead, memos, faxes, and all standard forms utilized by the Planning Office and Planning Board.

BostonCoach March 2010 – March 2012

Provided high-level support to President, Larry Moulter and his 6 top Executives. Liaison with Facilities. Hired and trained Administrative Assistance for the group. Worked with the executive committee of Fidelity coordinating Board meetings’ presentations and business plans. Conducted weekly status reviews of direct report's performance. Maintained positive mentor relationships.

Compass Lexecon March 2007 – March 2010

Executive Assistant, Marketing and Web Site Maintenance (Intranet and Live). Provided executive support to chief economists in the Harvard Square location of this FTI owned Company. Provided high-level administrative support including calendar management, travel arrangements, expense reports, managing corporate credit cards and dictation. Served as on-site Microsoft Office Expert (PowerPoint and Word), also on-site expert to Adobe conversions and Adobe In-Design. Facilitated and managed a one-hour in-house training session for these programs, complete with presentation and demonstration. Handled all formatting and proofreading of documents before delivered as final product. Provided timely formatting resolution and proofreading. Managed and provided all marketing materials case specific for new proposals. Designed and completed the FTI Energy Solutions brochure for production. Created all office templates to brand standards.

20+ Years’ Experience Seasoned Manager Skillful Teacher in Office Suite IT Savvy Organized and Timely Event Planner

Diligent Time Manager Trusted Advisor to C-level Executives Effective Team Motivator Valued Employee Advocate

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