Executive Assistant Administrative

LYNDA MEDINA

QUALIFICATIONS

PC – Advanced skills in PowerPoint, Word, Excel, Internet Proficient, Outlook, Lotus Notes

Mac – Quark, Photoshop, Adobe Acrobat; Bilingual (Spanish/English - written/verbal)

EXPERIENCE

2013-2015

MESA GLOBAL; New York

Executive Assistant – Reported to Two Managing Partners

Manage and maintain complex calendar and international and domestic travel, hotel and car arrangements

Answer and screen all incoming calls, voicemails and maintain message/call log

Arrange meetings, teleconferences, videoconferences with local and international participants

2011-2013

TATA CONSULTANCY SERVICES; New York

Executive Assistant – Reported to President, North America, the UK and Europe

Handled extensive and complex calendar for President on a daily basis

Arranged meetings, teleconferences, videoconferences with local and international participants

Handled extensive international and domestic travel for President on daily basis

Coordinated all materials/agendas needed for President’s meetings directly with direct reports

Prepared highly confidential correspondence, agendas, excel spreadsheets, memos/letters as needed

Approved all travel/visa requests and leave requests of President’s direct reports on his behalf

2010-2011

NATIONAL PARKINSON FOUNDATION; Florida

Executive Assistant – Reported to VP, Chapter and Community Partnerships

Maintained VP’s calendar and prepared newsletters, agendas, XL spreadsheets and PowerPoint presentations

Arranged all domestic travel for Chapters department and prepared expenses reports

Maintained systems, procedures and methods for record keeping, cost gathering and accounts reporting

Prepared a variety of reports on financial activities and status for budget preparation

Interacted with all vendors, hotel management and caterers in preparing for yearly Chapter conferences

Supervised volunteers and other support personnel during fundraising events, galas, golf tournaments, etc…

2009-2010

MADISON SQUARE GARDEN; New York

Executive Assistant – Reported to Two EVP, Communications

Managed and updated complex calendar for the EVP on a daily basis

Answered and screened all incoming calls and maintained message/call log

Scheduled internal and external company and client meetings/conference calls

Prepared highly confidential correspondence, agendas, presentations, excel spreadsheets, memos/letters

Arranged travel directly with company’s flight dispatch for use of corporate plane for business travel

Maintained spreadsheet of EVP’s direct reports attendance, vacation, sick days, etc…

Updated and maintain confidential personal and professional contact database

Oversaw and maintain department-wide charitable contributions budget and donations

Arranged mid-year/year-end performance evaluation review process of EVP’s 13 direct reports

Received high profile sports figures, celebrity, media and entertainment visitors for MSG events/games

2006-2008

KROLL, INC.; New York

Executive Assistant – Reported to Two Managing Partners

Managed and maintained complex calendar for the President

Arranged extensive and complex international and domestic travel, hotel and car arrangements

Obtained visas and other travel documents for the President’s international trips

Prepared a high volume of expense reports affiliated with global/domestic travel, currency exchange/conversion

Answered and screened all incoming calls, voicemails and maintained message/call log

Prepared highly confidential correspondence, reports, presentations, memos and letters

Screened and distributed all incoming mail (electronically and courier), FedEx and messenger packages

Coordinated all global and domestic client conference calls, internal/external meetings and conferences

Provided phone/desk coverage for Founder’s assistant in her absence

Updated and maintained confidential personal and professional contact database

Received high profile political and entertainment visitors

Traveled internationally with President to handle all logistics surrounding the Board of Directors meetings

Liaise with the Director of Research to manage company-wide ID/PW of all databases used for investigations

Maintained cost allocation spreadsheet of all database usage (billable and non-billable)

Processed all database invoices as well as client related invoices

2001-2005

PUBLICIS - USA; New York

Executive Assistant – Reported to EVP, Global Equity Director

Maintained department calendars & schedule; arranged all internal/external meetings

Prepared expense reports & arranged all domestic/international business travel for EVP and entire team

Developed all comprehensive PowerPoint presentations for client/agency meetings

Prepared all binders, meetings agendas and welcome signs for client meetings

Coordinated internal & external catering events and other preparations for meetings

Researched catering vendors suitable for specific client meetings & negotiated budgets

Coordinated with Studio department to develop storyboards/banners for meetings

Worked with Audio/Visual departments to produce/dub reels of commercial spots

Translated/subtitled Spanish commercial spots as needed

Maintained video library of all commercial spots produced by agency & competitive

Conducted detailed run through of all conference room equipment prior to meeting

2000-2001

NELSON COMMUINICATIONS/BIENESTAR-LCG; New York

Executive Assistant – Reported to President and Vice President

Scheduled/updated meetings, prepared agendas and additional event materials

Prepared department memos for weekly status meetings and created timeline for all events/projects

Generated budgets for all creative projects/public relations campaigns/mailings

Generated media lists and assembled press kits for upcoming campaigns/launches

Placed follow-up calls to pitch PR campaigns to all media outlets

Prepared weekly, preliminary/final placement reports and weekly status reports for clients on all running projects

1998-2000

YOUNG & RUBICAM/THE BRAVO GROUP; New York

Administrative Assistant – Reported to SVP/Director of Public Relations

Prepared business letters, internal/external correspondence as needed and sorted through incoming mail

Coordinated all internal/external meetings, conference calls and arranged business travel

Maintained publicity/personnel files, events calendar and coordinated interdepartmental logistics

Prepared staff expense reports, processed all invoices for billing and generated monthly out-of-pocket expenses

Provided support in promotions and publicity of all PR events and researched potential vendors for all events

Prepared and compiled media lists and developed all press kits and follow-up calls relating to client events

1998

YOUNG & RUBICAM/THE BRAVO GROUP; New York

Administrative Assistant – Reported to VP/Director of Research & Strategic Planning

Maintained VP’s calendar, screened all incoming calls and handled all faxing, filing, copying, and memo writing

Coordinated all internal/external client meetings and business travel for VP and his direct reports

Prepared PowerPoint presentations for all meetings and conferences

Conducted internet research on product information by demographics and surveys

Assisted in arranging focus groups for research of consumer products

Prepared staff expense reports, processed all invoices for billing and generated monthly out-of-pocket expenses

Provided support in promotions and publicity of all PR events and researched potential vendors for all events

Prepared and compiled media lists and developed all press kits and follow-up calls relating to client events

EDUCATION

1993-1997

FIVE TOWNS COLLEGE; New York

Bachelor of Science

Major: Audio Recording Engineering

Minor: Business Organiztion and Management

REFERNCES

Available upon request

Contact this candidate