Executive Assistant, Office Manager

GLORIA Y. CALHOUN

Mobile: 917-***-****

Email: ***********@*****.***

EXPERIENCE

**** – 2018 RUBINFROST LLC, NYC

Executive Assistant – Assisted Founder of MultiPlan (PPO); and Co-Chair & Co-Founder of The Rubin Museum of Art

* Extensive calendar management which included scheduling and updating information for work, family and social events.

* Interfaced daily with senior level management via verbal or written communication.

* Maintained and updated information into system for business, foundation, political, personal and museum contacts.

* First point of contact for all inquiries for Principal and screened incoming calls, gatekeeper.

* Maintained filing systems for personal, foundation, political, museum and business correspondence.

* Drafted confidential correspondence and other material from verbal direction or knowledge of policies and procedures.

* Coordinated meetings and organized staff luncheons. Handled travel arrangements as required.

* Performed personal errands as requested.

* Responsible for bill payments and bank deposits for personal, company and Foundation checking accounts.

* Assisted events manager with scheduled events including food/wine shopping and cleaning/preparation for exhibition openings and dinners for The 8th Floor (a private exhibition and event space established to promote cultural and philanthropic initiatives).

* Researched and booked restaurant or event space for annual family office holiday luncheon or event, then coordinated with staff and guests with details and handled RSVPs.

* Organized annual flu vaccination drive for family office personnel.

* Co-supervised (1) housekeeping staff and (1) maintenance staff person.

2000 – 2003 COMMITTEE FOR ECONOMIC DEVELOPMENT, NYC Executive Assistant – Supported the President; Chief Financial Officer and Vice President of Finance and Administration; VP and Secretary to the Board of Trustees, Development Department and Assistant Director of Information, Public Affairs Department

* Scheduled visits for president and prepared background and briefing materials for trustee recruitment and grant request visits.

* Assisted with special events and meeting set-up. Assisted Trustees with special projects and responded to inquiries and calls.

* Extensive experience in research using the Internet, Lexis-Nexis and Leadership Directory.

* Created queries from database, exported and merged data for fund raising, affinity and special event mailings. Updated constituent and development information on database. Prepared financial reports for management and executive committee.

* Coordinated mailings of invitations for annual dinner, and maintained RSVPs. Maintained sponsorship and contribution totals for financial reporting. Maintained department’s chronological, constituent, foundation, board of trustees, and project-specific files.

* Handled telephone coverage for operator assistance lines and gatekeeper for chairman’s office. Coordinated membership and nominating committee meetings, as well as executive committee and subcommittee meetings. Edited and proofread documents.

* Coordinated office move to Washington, DC of furniture and computer equipment for organization after 40 years in same location.

* Handled mailing of CED publication subscription requests, invoiced customers and managed input of accounts receivable data.

* Responsible for daily bank deposits for the New York office. Ordered supplies, completed expense reports, handled mail distribution and bulk mailings. Responsible for proper functioning of all office machines and equipment.

* Occasionally performed personal errands for CFO of Administration.

EDUCATION

LAGUARDIA COMMUNITY COLLEGE, Associate in Applied Science, Major: Secretarial Administration

BERNARD M. BARUCH COLLEGE, 70 credits completed towards Liberal Arts and Finance

PARSONS SCHOOL OF DESIGN, Certificate in Floral Design

SKILLS

MS Word, Excel, PowerPoint, Outlook, FedComp, working knowledge of QuickBooks, project-management skills, organized, solid verbal and communication skills, team player and works well independently, can handle sensitive information with tact and discretion, professional and pleasant voice, multi-tasking ability, ability to work with people of different backgrounds and experiences, supervisor skills, fast long-hand

COMMUNITY AND VOLUNTEER INTERESTS

Board Member, 302 Convent Avenue

Officer and Board Member, The Abyssinian Baptist Church Federal Credit Union

Assistant Treasurer, Archives and History Ministry, The Abyssinian Baptist Church

References Available Upon Request

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