Customer Service Executive Assistant

HOLLY KANE

** ********** *****, ***** *****, NJ *7009 973-***-**** *******@*****.***

Professional Experience

New Jersey Urology

Executive Assistant - COO August 2016 – October 2016

•Served as communication liaison, managing the flow of information to members of the executive leadership team; including welcoming guests and vendors by greeting them, in person or on the telephone; answering or directing inquiries.

•Conserved executives’ time by reading and researching requested information; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.

•Maintained executives’ appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel arrangements.

•Worked with senior management team preparing and formatting information for internal and external distribution.

•Writing letters and memos, compiling data for reports, creating computerized presentations and exhibits, writing reports, transcribing dictation, editing, proofreading and other information preparation duties.

•Responsible for record keeping, maintaining electronic document archive of all historical meeting materials.

•Maintained confidentiality and exercises discretion, therefore protecting the organization by keeping information confidential.

•Provided historical reference by developing and utilizing filing and retrieval systems; creates library of all corporate legal documents and vendor contracts/agreements.

•Scheduled board meetings and membership meetings; arranged venues and catering requirements; collaborated with sponsors for meetings.

•Attended all board meetings and conference calls; recorded minutes and distributed to full membership.

McKinsey & Company

Executive Assistant (Finance & Pharmaceuticals) November 2015 – April 2016

•Executive support organizing and leveraging time effectively for Senior Directors and Senior Partners; manage very heavy scheduling and manage all calendar items.

•Coordinate travel and manage travel logistics/preferences for individuals supported.

•With minimal guidance, assume responsibility for planning, organizing, and executing major projects (e.g., calls and meetings entailing coordination of schedules of senior leadership participants).

•Plan client and internal meetings, conference calls, conferences/events and lunches/dinners.

•Act as informed deputy in dealing with clients and other persons whose good will and respect are of critical importance to those supported and the firm; develop strong relationships with clients and client administrative contacts

•Collaborate with department members in creating smooth workflow, including soliciting assistance from others as needed and helping others as appropriate; follow-through and flexibility to ensure appropriate and timely actions and deadlines are met.

•Act as liaison for assigned individuals to ensure that various departments provide requested support in an efficient, timely manner.

•Outstanding executive administrative and organization skills; detail oriented; able to prioritize and multitask; strong ownership evident through responsibility and accountability for end product; highly proactive mindset

•Highly professional telephone presence; strong customer service focus. Work efficiently and effectively in a fast-paced, deadline-driven, high-pressure environment.

•Strong typing and proofreading skills; ability to produce typed documents quickly and accurately. Highly professional telephone presence; strong customer service focus.

Kessler Foundation (Corporate Headquarters)

Executive Assistant – SVP of Research January 2015 – October 2015

•Assist SVP in carrying out duties with respect to meetings and related correspondence and documents.

•Transcribe dictation for board, committee meetings including minutes, memoranda, reports and records including proofread/edit all reports.

•Schedule meetings, maintain SVP’s appointment schedule and coordinate domestic /international travel including flight, hotel and car.

•Travel consists of monthly to bi-weekly travel domestic/international.

•Maintain office files and reference books, coordinate and maintain large electronic databases.

•Monitor and track budget reporting.

•Record, transcribe and distribute minutes of meetings.

•Type presentations, manuscripts, lectures, slides, correspondence and other materials.

•Perform medical administrative duties to ensure coordination with Kessler Institute for Rehabilitation and its outreach programs, as well as Rutgers-NJ Medical School and its Dept. of Physical Medicine and Rehab.

•Review mail, answer phones, screen calls, records/deliver messages. Back up support to the President/CEO.

ADF Companies

Administrative Assistant– Operations June 2014 – October 2014

•Extensive scheduling of meetings and handled meeting logistics, reservations, setting up conference calls, prepared meeting materials and other logistics.

•Assisted in coordination of departmental projects and offsite meetings, including tracking, monitoring and managing status of audit and regulatory inquiries/requests and other projects.

•Coordinated all travel arrangements; prepared itineraries and general expense and travel vouchers. Maintained/coordinated attendance records for the Regional Manager.

•Submitted procurement requests for computer equipment, printers and mobile devices as needed. Maintained electronic and hardcopy files in accordance with records retention policy

•Answered and screened telephone calls and responded to routine inquiries. Prepared documents in Word, PowerPoint, and spreadsheets in Excel.

•Ordered and maintained supplies for office as needed. Provided back-up support and coverage for Office Manager.

McDonald’s Corporation USA, LLC (New York Metro Corporate Headquarters)

Administrative Coordinator/Executive Assistant – Field Service, Finance & Business Insights March 2012– June 2014

•Provided political executive administrative support for 2 Political Directors. Provided high level confidential administrative support by coordinating meetings, arranged conference calls, webinars, calendar management, conducted research, prepared correspondence, statistical reports and confidential materials.

•Prepared invoices, reports, memos, letters, financial statements and other documents using word processing, spreadsheet, database and presentation software.

•Arranged travel domestically, hotel and rental car. Managed monthly expense reports and sales reports. Handled information requests and performed all administration functions i.e. received visitors, email, phone, filed and managed paperwork.

•Hand picked to work on monthly 12-18 month data and analysis reporting for owner/operators.

•Monthly Amex and Concur expense reporting.

City of Summit

Technical Assistant/Executive Assistant - Dept. Community Services December 2007 – March 2012

•Held positions of increased responsibility for this municipality with major clients including developers, owners, realtors, CFO’s, COO’s, directors and managers.

•Provided administrative support to the Director along with 3 other department heads. Liaison between all impacted departments to ensure proper communications and reported practices. Organized the details of special events, travel arrangements, corporate agendas and itineraries. Managed purchases, direct vendor relations, generated and maintained equipment tracking records. Processed monthly expense reports.

Computer Skills

Microsoft Office: Lotus Notes, Microsoft Word, Excel, PowerPoint, Access, Adobe Illustrator, Outlook Express, Concur, American Express Travel, website management and advanced Internet research

Education

Montclair State University, 2007, Montclair, NJ 07043

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