Executive Assistant

Jacqueline (Jackie) Lopez

Medway, Massachusetts

***.********@*****.***

Summary:

With over two decades of experience as an Executive Assistant in the financial sector, I have provided comprehensive support to high-profile executives, including CFOs, Consumer Finance leaders, and EVPs overseeing Corporate Strategy. My responsibilities encompass managing intricate calendars, coordinating domestic and international travel, handling invoices, purchase orders, and travel expenses for SVP/EVPs.

I am adept at prioritizing and scheduling appointments, interacting seamlessly with internal and external executives and their assistants. I have successfully orchestrated complex conference calls and executive meetings, demonstrating proficiency in logistical coordination.

Furthermore, I have excelled in administrative functions, maintaining meticulous personnel, payroll, recruitment, and department files. I have played a pivotal role in onboarding activities, ensuring seamless integration for colleagues through tasks such as ID badge issuance, system access setup, building access facilitation, laptop provision, and seat assignment across various locations.

My organizational skills extend to meeting logistics, where I handle tasks, such as booking meeting rooms, arranging food and refreshments, and ensuring the production of necessary materials. My wealth of experience positions me as a highly skilled and detail-oriented professional in the realm of executive assistants.

Education:

High school graduation from Hartford public high school, Hartford CT in 1984.

Technological Skills:

Microsoft Office: Exceptional PC skills (Word, PowerPoint, Excel, Outlook, Visio, SharePoint)

EndNote

Onboarding

Meeting logistics

Communication

Prioritization

Effective & efficient

Confidentiality

Presentations

Team-player

Bilingual in Spanish & English

Professional Experience:

UMASS Chan Medical School (Contract position) October 2023 – Present

Executive Assistant to Dr. Katherine Luzuriaga, M.D.

Manage complex calendar for Dr. Luzuriaga, requiring prioritizing, scheduling appointments.

Create, edit presentations and organizational charts, prepare all meeting logistics, such as booking meeting rooms, video conferencing, arranging food/refreshments, and ensuring production of appropriate materials.

Track vacation time for the Executives

Expense reports, travel.

Citizens Bank, Dedham, MA

Sr. Executive Assistant to the CFO, Consumer Finance, EVP & Head of Corporate Strategy EVP

Nov. 2016 – July 2022

Managed complex calendars for two EVPs, requiring prioritizing, scheduling appointments.

Created, edited presentations and organizational charts, prepared all meeting logistics, such as booking meeting rooms, video conferencing, arranging food/refreshments, and ensuring production of appropriate materials.

Tracked vacation time for the Executives and direct reports.

Coordinated on-boarding activities for colleagues regarding ID badges, system access, building access. Laptop, seat assignment in various locations, etc.

Invoices, POs, Expense reports, travel.

Citizens Bank, Bridgeport, CT Oct. 2015 – Nov. 2016

Executive Assistant, Profitability & Pricing & the Core Banking Analytics Group

Managed complex calendars for two SVP’s, requiring prioritizing and scheduling appointments as well as interaction with both internal, external executives and their assistants to coordinate a variety of complex conference calls and executive meetings.

Created, edited presentations and organizational charts, and prepared all meeting logistics, such as booking meeting rooms, arranging food/refreshments, and ensuring production of appropriate materials.

Tracked vacation time for the Executives and direct reports.

Coordinated on-boarding activities for colleagues regarding ID badges, system access, building access. Laptop, etc.

Expense reports, travel.

CT Lottery Corporation, Rocky Hill, CT

Executive Assistant, Human Resources Department May. 2014 – Oct. 2015

Prepared candidate information to be distributed to each member of the interview team in advance of all interviews.

Served as candidate contact for in-person interviews, escort to and from each interview.

Entered employees leave request in the system (i.e., vacation, sick time, etc.)

Prepared all meeting logistics, such as booking meeting rooms, arranging food/refreshments, and ensuring production of appropriate materials.

Scheduled interviews, send out regret letters, assemble orientation binder, new hire paperwork, benefit summary plans and assist in keeping the contents up to date.

Maintained all personnel, payroll, recruitment, and department files.

prepared check requests, credit card authorizations and maintain the department budget spreadsheet.

Citizens Bank, Bridgeport, CT

Supported a client focused organization of business partners and 45+ colleagues across Citizens Financial Group.

Enterprise information management group

Executive Assistant, (Sr. Department & Program Delivery Manager) Mar. 2013 – May 2014

Managed the EIM Group of sixty-five remote colleagues (before layoffs in August 2015).

Managed colleague software licenses/equipment usage (Blackberries, laptops, air cards), etc.

Supported Managers and colleagues with on-boarding and termination Supported HR Activities: Continued ongoing maintenance of org charts; ensure that HR has current copy of org chart when requested.

Coordinated calendars, scheduling and catering for team-wide meetings as well as larger project meetings.

Travel and expenses.

Executive Assistant (Senior Vice President of Customer & Marketing Analytics Group)

June 2012 – Mar. 2013

Managed complex calendar, requiring prioritizing and scheduling appointments as well as interaction with both internal, external executives and their assistants to coordinate a variety of complex conference calls and executive meetings.

Coordinated travel arrangements, itineraries, expense reports.

Created, edited presentations, organizational charts, and prepared all meeting logistics, such as booking meeting rooms, arranging food/refreshments, and ensuring production of appropriate materials.

Entered invoices into Oracle for payment.

Tracked vacation time for the Executive and direct reports.

Executive Assistant/Associate Project Manager (Governance) Oct. 2011 – June 2012

Managed complex calendar, requiring prioritizing and scheduling appointments.

Coordinated travel arrangements, itineraries, expense reports.

Created, edited presentations, organizational charts, and prepared all meeting logistics, such as booking meetings rooms, ensuring production of appropriate materials.

Tracked vacation time for the Executive and direct reports.

Business continuity oversight for Consumer Finance Change team, make sure we are up to date with what is required from policies and procedures standpoint.

Record retention: ensure we are in compliance with standards.

Meeting minutes for different meetings during the week follow up on key action items for major change programs.

Act as communications coordinator, make updates to the PMO intranet web site as appropriate.

Executive Assistant (Senior Vice President and Head of Business analytics) Aug. 2009– Oct. 2011

Managed complex calendar, requiring prioritizing and scheduling appointments as well as interaction with both internal and external executives and their assistants to coordinate a variety of complex conference call and executive meetings across various time zones.

Coordinated travel arrangements, itineraries.

Created, edited presentations and organizational charts, and prepared all meeting logistics, such as booking meeting rooms, arranging food/refreshments, and ensuring production of appropriate materials.

Prioritized and managed multiple projects simultaneously and followed through on issues in a timely manner.

Tracked vacation time for the Executive and direct reports.

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