Executive Administrative Assistant

DIANNE MULI

** ******* ****** **** *****, NJ ****4 917-***-**** ************@*****.***

Executive Administrative Assistant

~ Respect, confidentiality, and precise execution – the cornerstones of administrative excellence ~

Information Technology Public Relations Financial Services Communications Client Service Project Management

CAREER HIGHLIGHTS

Excelled in boutique-sized client services firms and large, global institutions, supporting up to 2 C-level executives simultaneously, including associated senior management teams.

Managed external vendors and key account relationships, billing for services, increasing collections’ rates, and improving pricing on supplies.

Gathered vital data from compliance officers and ensured inclusion of commentary in externally reporting.

Languages: Fluent in English & Spanish (written & spoken).

Technology Skills: MS Word, Excel, Access, PowerPoint, Visio, and Outlook; Blackberry; QuickBooks

PROFESSIONAL EXPERIENCE

Bryant Park Financial Communications, New York, NY (financial PR firm) 6/2011–Present

Executive Associate / Bookkeeper

Account for financial transactions, invoice clients, and process payroll and related bookkeeping for firm partner. Supply CPA with expense reports, payroll records, and activity reports for billing. Setup vendor relationships with transportation services. Manage calendars and travel arrangements.

Produced invoice documentation support for clients showing hourly activities on monthly basis.

Helped improve working capital position with more timely collection of A/R as result of electronic billing. Improved reconciliation of ledger accounts with more timely and accurate exchange of billing data.

Generated monthly financial reporting packages for partner to measure performance.

Hapoalim Securities USA, Inc., New York, NY (securities trading firm) 6/2006–3/2009

Office Manager for CEO & CFO

Directed administrative oversight for organization’s 2 executives and managing directors, organizing calendars, domestic/international travel itineraries, email responses, and delivery of Board of Directors’ reports. Coded expense for G/L, ordered and managed supplies inventory, and proofread and edited communications. Produced financial records related to expense reporting, invoicing, and budgets. Coordinated activities for 200 staff.

Assembled and presented high-priority audit, compliance, and risk related communications for Board.

Streamlined office supplies, de-cluttering storage and decreasing orders due to higher organization.

Founded relationship with new office supply vendor, improving delivery services and reducing costs 25%. Facilitated employee relations’ events, including training luncheons and holiday parties.

Audited expenses against policies prior to submitting for approval; prepared wires and check requests.

Governance Metrics International, New York, NY (corporate responsibility agency) 11/2002–6/2005

Office Manager for CEO & COO

Coordinated calendars, extensive travel, and international conference calls. Drafted letters, memos, speeches, meeting agendas, and slide presentations. Acted as main contact for payroll, benefits, billing/invoicing, and office management inquiries. Represented company in PR projects and media outreach, maintaining marketing collateral and client distribution lists.

Relocated office, coordinating all vendors (movers, IT, designers) and office organization in 1 week.

Facilitated distribution of quarterly reporting; collected research, inputted data into approved format, and

gathered feedback from compliance officers; published reports to subscribing clients.

Thomson Financial, New York, NY (financial media services) 2/2002–11/2002

Senior Administrative Assistant to Chief Technology Officer (CTO)

Produced monthly financial reports and technical charts, screened candidates for employment, and coordinated extensive travel arrangements for 3 executives. Managed very busy outlook calendars. Paid invoices, reimbursed expenses, and addressed IT/network needs. Worked directly with executive management team for deliverables to CTO.

ADDITIONAL EXPERIENCE

Corporate Communications Coordinator for Managing Director

Gavin Anderson & Company, New York, NY, 1/2000–10/2001

Data Center Senior Administrative Assistant to Senior VP

Prudential Securities Inc., New York, NY, 3/1994–12/1999

PROFESSIONAL DEVELOPMENT

Coursework in Business Administration, Borough of Manhattan – CUNY, New York, NY

PERSONAL INTERESTS

Autism advocate, cooking, digital photography, epic movies, and dog lover.

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