Executive Assistant Project Manager

Debra Alston

**** ******** *****, *******, ** ***10 C: 472-***-**** ************@*****.***

SUMMARY

Skilled and dedicated Executive Assistant with more than 16 years’ experience supporting senior level executives for Fortune 500 companies, coordinating, planning, and supporting daily operational and administrative functions

Demonstrated capacity to provide comprehensive support for senior executive-level staff; excel at scheduling meetings, coordinating travel, and managing all essential tasks

Extensive experience in organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency

Performs diverse administrative tasks with exposure to extremely confidential information which requires considerable use of delicacy, discretion, and professionalism

Highly focused and results-orientated in supporting complex, deadline-driven operations; anticipates assistance needed, able to identify goals and priorities and resolve issues in the initial stages.

Proven track record of accurately completing research, reporting, information management and marketing support activities within demanding time frames

Strong interpersonal skills, ability to communicate and interact with all levels of management, clients, and business partners

Great attention to detail, flexible, adaptable, reliable, self-motivated and a team player

PROFESSIONAL EXPERIENCE:

Bling It On Eventz– White Plains, Maryland

Event Project Manager / Executive Assistant 2022 - Current

Provides Administrative and Project oriented support to the Owner

Assistant Event Coordinator reporting directly to the owner and responsible for ensuring optimum experience for all parties and events

Work directly with vendors to negotiate contracts of various services

Manage budget and propose creative ways to keep budge minimized

Communicate and coordinate with vendors regarding necessary preparation for upcoming events

Monitor event details to ensure they are met

Advise event designer on current project status and capacity; effectively articulating and advising of roadblocks, gaps and or project needs

Work with owner to support pre-party planning to ensure clients vision comes to life

Connect with event designer regularly to ensure successful execution in support of the event

Provide administrative support for event including calendar, research and proofreading of materials such as contracts, etc.

Coordinate event logistics such as location, parking, transportation, staff/volunteers, photographers, audio visual and entertainment

Draft and manage event communications such as staffing schedules

Hold post-event conversations and summarize metrics to create post event reports

Manage the recruitment and communications of event staffing and volunteers

Assist in the setup, breakdown and follow up processes

Siemens – Wendell, NC

Executive Assistant 2020

Provided high-level administrative support to the GM / SVP of CS DS Operations and staff

Managed executive’s complex schedule and calendaring optimizing time across multiple businesses and time zones. Envisioned potential situations and counteracting with the best outcomes, while maintaining confidentiality

Communicated and coordinated with departments and with management regarding meetings to be setup and the needs necessary for preparation of those meetings

Handled the administration of programs, projects, and/or processes specific to the organization unit served

Maintained records and filing systems, including Office application or specialized software packages

Planned and implemented office systems, layout, and office equipment procurement. Organized maintenance of systems, document records, space management, etc.

Performed the administration of programs, projects, and/or processes specific to the organization unit served

Processed day-to-day functional specific operations, and applies IT systems

Setup travel arrangements for staff events, consisting of transportation, lodging, conference rooms, CIN’s

Handled all the requirements for New Hire employees, badges, phones, office locations, parking passes, direct deposit, etc.

Inventoried, ordered, and distributed office supplies, coordinated all catering, etc.

The point of contact for all vendor relations, processed all vendor invoices, information requests, sorted and distributed incoming mail

APCO Worldwide Raleigh, NC

Executive Assistant 2019

Provided high-level administrative support to the NA President and to the office staff of 20 employees

Managed the President’s calendar based upon corporate and public affairs needs, ensuing the calendar remained on schedule and properly prioritized throughout the day given the changing business requirements

Arranged extensive business travel, flight, hotel, train, car service, and rentals ensuring itineraries were provided for each trip in the calendar

Reviewed and approved all expense reports for the President, the Executive Director, and staff

Project managed on and off-site events determining the venue, catering, budget, etc., coordinated staff meetings, setup direct reports 1:1 biweekly meeting, managed vendor relations for the office

Setup travel arrangements for staff events, consisting of transportation, lodging, conference rooms, CIN’s

Handled the necessary requirements for New Hire employees, badges, phones, office locations, parking passes, direct deposit, etc.

Maintained records and filing systems. Inventoried and ordered, office supplies, coordinated all catering

The point of contact for all vendor relations, processed all vendor invoices, information requests, sorted and distributed incoming mail

The Nipper Family – Raleigh, NC

Caregiver & Personal Assistant to Parents 2016 – 2022

Provided support for my Parents

Setup all doctor appointments, arranged/provided transportation for each visit

Acted as my Father’s liaison, along with my Mother communicating with all doctors, hospital, and all office staff

Assisted my Mother with handling medical payments ensuring all were paid and processed in a timely manner

Coordinated Physical, Occupational and Speech therapy visits for parents

Weekly conference call with the Head Nurse at the Nursing home facility to obtain updates, to discuss/inform future doctor appointments, prognosis, forecasting how this was to be played for my Father there in the facility, and address/discuss if any, new health updates and concerns

Worked with Neurologist, Nephrologists, Hematologist, Endocrinologist, Primary Care Physician(s), and Podiatrist to address needs and concerns, along with updates and to ensure diagnosis strategies were being adhered to for my Parents

Coordinated and assisted with Parents day-to-day care operations, managed correspondences, etc.

Lenovo - Morrisville, NC

Executive Assistant 2009 –2016

Provided high-level administrative support to the Vice President of Global Communications, and Executive

Director of Global External Communications

Managed time and logistics for Executives to help them maximize daily productivity and focus on critical, high-level business decisions to include resolution conflicts, being decisive, and arranging for representation as appropriate

Planned and implemented office systems, layout, and office equipment procurement. Organized maintenance of systems, document records, space management,

Coordinated with and assisted the VP & ED in day-to-day business operations, managed correspondences and functioned as primary contact for internal and external needs.

Managed executive’s complex schedules and calendaring optimizing time across multiple businesses and time zones

Worked with media agencies setting up interviews and meetings for Lenovo’s CEO, SVP’s and other senior leader executives

Worked cross-functionally in preparation for company events, meetings, organizational announcements, press releases, mergers and acquisitions in preparation for media announcements, etc.

Coordinated and arranged extensive domestic and international travel, hotel, car service, and rentals, provided detailed itineraries for each business trip

Planned and coordinated off-site events, team meetings and socials events, managing the vendors, venues, budgets, and developing event plans

Prepared expense reports to consolidate corporate card and statements, reviewed and approved employee expense reports, worked closely with the accounting group to ensure spending was within budget

Scheduled conference rooms, catering, and logistics for staff and project meetings

Processed NDA’s, Visa and Passport requests for my Executives

Handled all the requirements for New Hire’s, badges, phones, office locations, Outlook email I.D.

Project Manager for employee gift giveaway items for the North America and EMEA company Kickoff Events, (2010-2015), coordinated the logistics for distribution for some 2100 employees and managed 15-40 volunteers for these event

*Exemplary Accomplishment - Executive Administrative Team Lead for the Marketing & Communications department comprising of 6 Lenovo Executive Administrative Assistants (2014-2015)

Lenovo - Morrisville, NC

Executive Assistant 2008 – 2009

Provided high level administrative support to the Senior Vice President and Vice President of Human Resources

Provided office management and administrative support for the SVP and VP of Human Resources to help maximize daily productivity and focus on critical, and high-level business decisions

Coordinated and scheduled meetings managing vigorous calendars

Arranged global / regional travel for business meetings, product launch events, speaking engagements, etc.

Provided meeting support including preparing materials, booked conference rooms and ordered catering

Prepared expense reports and reconciled corporate card charges

Setup staff meetings. Took meeting notes to be distributed, tracked and worked with staff on follow up tasks

Assisted in the Senior level Performance Rating Program by entering pertinent information and ratings for submission

Worked with peers to execute project activities and assisted with HR processes

Vendor management, negotiated rates with local car service companies and hotels to accommodate Executives traveling globally to attend HR meetings and events

IBM Corporate Division – Research Triangle Park, NC

Executive Assistant 2006 – 2008

Provided high level administrative support to 8 middle and senior level Human Resource professionals and Team Triangle 13 IBM volunteers

Managed calendars and arranged roundtable discussions with executives for the HR managers

Worked with Human Resource partners to setup Management Training and Management Recognition programs

Created reports, provided backup coverage for other administrative needs, ordered and distributed office supplies

Setup HR staff and customer meetings

Created and implemented an employee Online registration form for all Team Triangle events

Human Resources Internal Appeals Coordinator assistant

Setup all Team Triangle internal and external meetings, created Team Triangle marketing event brochures

Assisted in the execution of the following HR events: Women in Technology, Technical Career Breakfast, Multicultural Breakfast, fast forward event for new hires, Take Our Children to Work Day

Coordinated events, negotiated with vendors for services, planned and handled logistics, maintained budgets, and managed registration

Lead event planner for the RTP site wide Ice Cream Socials (1200 registrants), and Division Kickoff Event (500 participants)

Prior to 2004:

Technical Support Analyst - Highwood’s Properties, Raleigh, NC

Education: Wake Technical College – Computer Operations, Graduated in 1987

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