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Executive Assistant

Dover, New Jersey, United States
November 02, 2018

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*** *. ******** ******

Dover, NJ *****


Krista M. Bubenik


Qualifications Summary

Organized and goal-oriented professional seeking a position as an Executive Assistant using strong analytical skills, knowledge of executive administration procedures and a strong background in office management.

Accomplished executive assistant offering 10 years of administrative experience reporting to a CEO and other top executives.

Consummate professional dedicated to making the lives of busy executives easier. Serve as an effective gatekeeper; prepare well- researched and accurate documents; manage busy calendars; and efficiently handle daily office tasks.

Proficient user of MS Office (Word, Excel, PowerPoint, Access and Outlook). Type 85 WPM.

CIE Tours International

Executive Assistant CCO and VP of Product Development

October 2017- Present

Directly provide support to CCO and VP of Product Development

Maintained accurate and detailed calendar for both executives, manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts

Prioritize tasks and projects daily, monitor all emails, documents or materials requiring input or approval

Screen all communi9cations with a particular focus on email management

Draft internal and external communications and correspondence on behalf of executives

Oversee the creation of briefing documents including talking points, event briefings and media briefings for executives with input across teams as required.

Organize internal and external meetings, including notifying attendees, reserving conference rooms, handling logistics, dragging and disturbing agendas, and taking minutes

Collaborate with other admins to successfully coordinate schedules across teams

Manage all travel arrangements and reservations

Track and reconcile monthly credit card statements in a timely manner

Metlife (Investments IT Department)- Whippany, NJ

Senior Executive Assistant to Vice President of Investments and Assistant Vice President

March 2017- October 2017

Directly provide support to 3 CEO's and 6 other low level executives (as needed).

Manage complex and frequently changing domestic and international travel arrangements (Hong Kong and India) and coordinate pre-planning of trips.

Create expense reports, budgets, and filing systems.

Calendar management of 9 calendars which including booking of conference rooms/VTC arrangements.

Conduct research to prepare, gather, and proof briefing materials, agendas, and decks for all executive-level meetings.

Develop and maintain alert system for upcoming deadlines on incoming requests, projects, and events.

Assist with team building initiatives and overall support for maintenance of organizational culture and employee morale.

Distribute company-wide announcements, book conference rooms, and coordinate catering for annual staff development forum and town hall meetings

Order office supplies

Researching locations and booking lunch and dinner meetings

Locate and attach appropriate files to incoming correspondence requiring replies.

Various assistance in Team Projects as requested.

Breakthru Beverage New Jersey (formerly R&R Marketing) - West Caldwell, NJ

Executive Administrative Assistant to CEO, VP & Sales & Marketing Director

May 2015- March 2017

Manage CEO’s complex and frequently changing travel schedule and coordinate pre-planning of trips and events for entire company of 200 individuals.

Create expense reports, filing system and manage entire New Jersey branch budget. The budget is managed in excel through a pivot table and V Look up platform I created to reflect all changes and manage funds efficiently.

Develop and maintain alert system for upcoming deadlines on incoming requests, projects and events.

Managed CEO, vice presidents and Sales & Marketing managers calendars, scheduling, accepting and changing all meetings. Entire calendar management.

Distribute company wide announcements, book conference rooms, and coordinate catering for all supplier meetings on and off premise.

Reconcile all credit cards for CFO, vice president, sales and marketing manager and all business managers within the company.

Bonus management and distribution for entire sales force of 150 individuals, which includes breaking programs down by date, processing submission to the payroll department and notifying each sales rep individually bonus payout amount on a biweekly basis.

Utilize discretion and judgment at all times in dealing with executive's direct reports, as well as communication with customers and vendors via telephone and email.

Panurgy OEM

Executive Assistant to President and Human Resources

October 2010- May 2015

Managed and coordinated extremely busy calendar with extreme detail

Enhance communication between servicing department and warehouse team, fostering a sense of teamwork and collaboration

Made airline, hotel, and ground transportation arrangements, both domestic and international. Also experienced in dealing with private aviation for group trips, and visa/passport requirements

Revised and updated company handbook, maintained supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Prepared and reconciled expense reports

Significantly reduced time required to prepare and distribute quarterly financial reports by initiating implantation of electronic reporting procedures

Additional Skills

Friendly and outgoing individual always willing to go the extra mile and do whatever it takes to get the job done

Extremely proficient in all Microsoft Office - Word, Excel, PowerPoint, Access and Outlook

Experience in QuickBooks, Adobe, Lotus Notes, ROMS, Photoshop, SBT and Diver


College Education

County College of Morris; Randolph, NJ - Business Management

High School

Morris Knolls High School; Denville, NJ- 2003 - Diploma

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