Executive Assistant, Marketing Assistant, Office Manager

AVOLA, ALISHA

**B BLACKSTONE STREET, MENDON, MA *1756, 774-***-****, ********@*****.***

SUMMARY OF QUALIFICATIONS

Proficient Executive Assistant offering over 15 years of administrative experience reporting to multiple CEO’s and other top executives

Polished professional dedicated to making the jobs of busy executives run smoothly and successfully

Function as a competent gatekeeper; prepare accurate documentation, manage calendars, and effectively handle multiple tasks successfully

Proficient user of MS Word, MS Excel, MS PowerPoint, MS Outlook, and SharePoint

PROFESSIONAL EXPERIENCE

5/1/2015 TO PRESENT

Liberty Mutual Insurance

Boston, Massachusetts

EXECUTIVE ASSISTANT II

Support two EVP’s for both Advertising & Brand Management as well as Public & Media Relations

Support Manager of Internal Communications, Creative Services and Talent Enterprise Services

Manage incoming communications (calls, mail, email, and calendar)

Prepare travel for both domestic and international travel

Review and edit PowerPoint presentations before being presented to the CEO and other high executive management

Coordinated with over 200 Liberty Mutual Employees who offered to assist in the WGBH Pledge Night

Promoted in May for supporting the department of over 100 employees during a reorg of the department

Continue performing all duties of Executive Assistant 1

Schedule and manage moves of new employees and new hire onboarding

12/1/2011 TO 5/1/2015

Liberty Mutual Insurance

Boston, Massachusetts

EXECUTIVE ASSISTANT I

Reserve meeting rooms when requested and ordered food for the meetings when needed

Process multiple invoices daily and in a timely manner for both Advertising & Brand Management and Public & Media relations

Keep a detailed binder of all Statements of Work that explain the costs of Olympian and Paralympian appearances

Assisted in the success of the sponsorship of Team USA. Worked very closely with The United States Olympic Committee – setting up meetings on their behalf for visits to Boston

Scheduled office events around the country for optimum employee experiences with the Sponsorships and Partnerships of Team USA and US Soccer

Worked closely with Olympian’s and Paralympian’s to schedule time for office visits for employees

Prepare all new hires with on boarding information, including ordering and setting up new computer systems, ordering business cards, personalized stationary, cell phones, and at times assisted HR with miscellaneous documents and ergonomic assessments.

Reimage new hire computers for first day

Completed all expense reports in a timely manner

Received two Bravo awards for going above and beyond my job duties

9/1/2008 TO 12/1/2011

Liberty Mutual Insurance

Boston, Massachusetts

EXECUTIVE ASSISTANT

Supported two CEO’s, two VP’s, four analysts, and four accountants

Prepared and managed all department meetings and reservations when needed

Completed eight expense reports every month

Entered the teams time off, as well as overtime into the Time Management System

Prepared travel for six people including both domestic and international travel – including car service, hotel, typed itinerary, folder, and Outlook meeting maker with all travel details

Planned department and office holiday party arranging locations, decorations, budgets, negotiating costs and contracts for a successful event

Managed a new paperless filing system by scanning over 35,000 documents into SharePoint and accurately filing them electronically into folders

Managed two administrative assistants with the scanning project. Spot checking for errors

Cataloged all revenue checks that came into the office for accountants, made deposits when needed

Planned annual fishing trip for 75+ people from all over the country. This included designing and sending out save the dates, creating and sending the invitations, tracking the attendees, communicating with assistants to track flights so that everyone knew when and where they were at all times.

Ordered and packaged gifts to our partners

Created itinerary for fishing trip including itinerary, maps, activities to do, and tracking who wanted to participate in the activities.

Reorganized over 2,000 well folders so that the filed documents could be found in the correct location

11/2007 to 9/2008 Epix Pharmaceuticals Lexington, Massachusetts

RECEPTIONIST

Arranged domestic/international travel for executives

Managed all office meetings with Microsoft Outlook

Ordered office supplies for the company

Corresponded with sister office in Israel every week to ensure successful international video conference calls

Office librarian for both US and Israel offices. This included ordering specific medical journals for the doctors and researchers of the company.

Tracked investor relations information. Made sure that any potential investor had all their questions answered and mailed out literature they requested on Epix Pharmaceuticals

Prepare for new hires, set office up, order business cards, etc.

Stocked all cafes in the office – making sure all coffee was ordered along with plates, utensils, and cups

Ordered breakfast every Friday for company breakfast

Kept records up to date on the testing outcome of the lab animals onsite, logging in the drugs used, how it was consumed and the outcome

Updated the intranet directory for employees in the US & Israel offices

Received the Star Award for going above and beyond in preparation for a new drug proposed to the FDA

Liberty Energy Holdings, LLC

(Subsidiary of Liberty Mutual Insurance)

Boston, Massachusetts

EDUCATION

1999-2001

Associates Degree

Dean College

Franklin, Massachusetts

2008-2015

Liberal Arts

Completed Certified Trainings

American Management Association

Manhattan, New York

Time Management

Partnering with Your Boss: Strategic Skills for Administrative Professionals

Doing it All: How to Stay Focused and Engaged

Managing Your Professional Image and Building a Personal Brand

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