Executive Assistant - Coordinator

*** ***** ******* *** ********, NY *****

516-***-**** 917-***-**** ******@***.***

Profile

An administrative professional with a proven track record providing support to senior management utilizing a wide range of administrative skills. A quick learner that can express ideas clearly across management levels, well organized, proactive team player with a proven ability to work in a busy office environment.

Applications

Proficient in Outlook, Word, Excel, PowerPoint, SnagIt, Visio, Lync Office Communicator, Concur Travel System, P2P Procurement System, MarketPlace, ResloveIt, OneReset, Archibus Real Estate System, OrgPlus, E-Fax/Scanning Software, and Internet Savvy

Education

2005

Bachelor of Science in Management and Finance

New York University, New York, NY

2001

Associate in Applied Science

Kingsborough Community College

EMPLOYMENT HISTORY

Senior Administrative Assistant

2006–Present

Citi group New York, NY

Provide superior administrative support to managing director and 3 directors.

Answers heavy phones for senior executive staff, manage heavy calendars and prioritize email correspondences.

Receive and process sensitive documents for managers.

Reserve extensive international/domestic travel according to approved budget and company policy.

Process travel reports using Concur for reimbursement.

Monitor credit card charges and reconciling statements.

Arrange travel/ catering services for sensitive meetings between government officials and senior Citi staff.

Arrange complex annual video streaming for global town halls between, New York City, New Jersey, India, Belfast, London, and Hong Kong.

Provide superior administrative support for technology department and staff of 250 in New York.

Assist in creating presentations and financial reports for business office.

Process requests and approvals for software purchases using MarketPlace.

Submit invoices/ quotes to create purchase orders expediting payment to vendors within 72 hours for consultant fees, specialized employee training, and special equipment purchases.

Track vendor contracts and SOWs (statement of work) then matching to presented quotes and invoices.

Contact domestic and international vendors to verify tax forms, banking information, and preferred forms of payment to ensure accurate and timely payments are issued to vendors.

Assist financial manager with matching invoices to appropriate annual purchase orders and cost codes eliminating duplicate payments.

Adjust, update, and track purchase orders for equipment and software.

Update senior staff weekly on purchase order financial reports.

Create organizational charts using Visio and OrgPlus (used to create large organizational charts).

Resolves employee and consultant time issues in TPS / PTS (Citi’s time and project reporting systems).

Responsible for onboarding new hires with computers, and appropriate access to various company systems.

Rapidly processes terminations and employee transfers within 24 hours assuring a smooth transition.

Maintain groups’ real estate reports depicting high and low cost locations reducing monthly expenses.

Designs employee and team real estate moves within the company.

Assist in relocating employees and their family members to New York, London, India, and Russia.

Prepare weekly and monthly global video conferences for 40+ staff members.

Contacts appropriate security staff for visitors’ building access to company locations in New Jersey,

New York City, Delaware, Buffalo, and London.

Creates global distribution lists for large meetings, correspondences and continuity of business.

Order office supplies and having them delivered to team locations in the Tri-State area.

Process ResolveIt (help tickets) and submitting OneReset requests to reset employee login codes and phone passwords.

Executive Assistant

2004– 2005

Daff Mechanical Inc. Long Island City, NY

Directly reported to President and Vice President.

Negotiated and reviewed contracts, generated pay checks for staff, deposited checks, opened/closed bank accounts when applicable.

Created daily schedules ensuring appropriate number of plumbing staff on worksite.

Submitted applications to local government offices for permits and rubbish removal.

Represented company in court hearings with various city agencies and responsible for removing building plumbing violations within the 5 boroughs.

Maintained contacts in Outlook, monitored computer backup and security systems weekly.

Administrative Assistant

1999– 2004

Pouschine Cook Capital Management, LLC. – Venture Capital New York, NY

Provided administrative support to 7 employees by scheduling meetings, handling sensitive in-house documents, assisting in capital calls, ordering office supplies and equipment, processing investor checks, handling petty cash, making banks deposits.

Coordinated domestic and international travel, reserved private jet, and chauffeur for staff and investors.

Arranged teleconferencing and in-house conference meetings.

Determined staff requirements, conducted interviews, hired and trained new employees.

Served as primary point of contact for all vendors and initiating new vendor contracts.

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