Executive Assistant Travel

Karen Clarke

Professional Executive Assistant

Sicklerville, NJ 08081

EXECUTIVE ASSISTANT EXECUTIVE SUPPORT

Highly organized and accomplished Executive Assistant with extensive experience supporting C-suite executives across multiple industries. Proven expertise in office management, heavy executive calendar management, project management, and event planning. Adept at managing complex schedules, coordinating high-level meetings, and handling sensitive information with discretion. Demonstrates exceptional flexibility to adapt to changing environments and individual work styles. Committed to enhancing executive productivity and organizational efficiency through proactive problem-solving and critical thinking.

COMPETENCIES EXECUTIVE ASSISTANT

Adaptability Attention to Detail Calendar Management Communication Skills Discretion and Confidentiality Event Coordination Flexibility Interpersonal Skills Meeting Facilitation Organizational Skills Prioritization Problem Solving Team Collaboration Technology Proficiency Time Management Travel Coordination

TECHNICAL SKILLS

Microsoft Office Suite MS Word PowerPoint Excel Outlook PeopleSoft Client Relationship Management (CRM) Gmail Google Calendar Google Drive Google Docs Google Slides Google Sheets Tag Crowd Word-It-Out

WORK EXPERIENCE

COMMUNITY COLLEGE OF PHILADELPHIA Robert Half, Philadelphia, PA

Buyer - Contract (01/2024-Current)

Ordered supplies, materials, and/or services at the lowest possible cost College-wide

Reviewed orders for completeness, accuracy, and compliance with existing policies and procedures

Established relationships with requesting departments, communicated with requestors on all procurement issues

Placed orders with appropriate vendors and entered the Purchase Order into Banner system

Expedited problems regarding order deliveries

RIF By Camden Coalition – Seeking new opportunities – 05/2023-01/2024

CAMDEN COALITION, Camden, NJ

Executive Assistant (07/2021 – 05/2023)

Reported to Executive Sr. VP of Clinical Redesign & Development & Executive Sr. VP of Data Quality

Ensured smooth day-to-day office operations, conducting daily security system checks and managing inventory of office and kitchen supplies to maintain a clean and well-stocked environment

Managed incoming mail, faxes, shipping, and receiving. Coordinated conference room reservations, collaborated with IT to ensure equipment functionality, and maintained cleanliness and supplies in conference rooms

On-boarded new employees and interns by conducting orientations, assigning office/desk locations, creating, and distributing badges and maintained crucial records and procedures for handling sensitive data, storage, and disposal

Executive Support:

Offered support to the Executive Leadership Team by coordinating Board meetings, handling monthly expense reports, reconciling corporate credit cards, and managing appointment schedules for Executive and Senior leadership team

Event Planning:

Coordinated and supported both onsite and offsite events, overseeing off-hours external events, managing setup and cleanup, confirming catering deliveries, ensuring attendance, and checking in guests

Planned dinners, coordinated events (76ers and Phillies games, escape rooms, team-building, and offsite lunches), and organized End of Year celebrations, including holiday parties and a recognition dinner for the Ambassador Program

UNIVERSITY OF PENNSYLVANIA Apple One, Philadelphia, PA

Administrative Coordinator Department of Neurosurgery (04/2017 – 05/2021)

Reported to Executive Department Chair for Neurosurgery Dept

Managed the calendar for the Department Chair, oversaw meeting logistics verification and material preparation

Facilitated the submission of Visa applications for students and staff, coordinated both domestic and international travel, ensuring logistical confirmation for meetings, conferences, and site visits

Conducted daily financial transactions using the university financial system (Ben Financials), supporting research, administration, and processing of purchase orders, invoices, and reporting

Reconciled and adjusted journal entries, in addition to processing expense reports using Concur

Provided support to approximately four hundred Philadelphia area small business entrepreneurs, handling the registration and confirmation of participation in workshops and business consulting meetings

Orchestrated large-scale lunch and dinner meetings, confirmed attendance at events with alumni, collaborators, and donors, and coordinated internal meetings

COMCAST, Philadelphia, PA

Executive Assistant (06/2016 – 04/2017)

Reported to Sr. VP of Technology Enterprises

Collaborated with the conference center to secure room reservations for diverse meetings and events, concurrently coordinating with the IT team to ensure the proper functioning of all room equipment

Assisted in coordinating both onsite and offsite events, supervised external events held outside regular hours at the office, managing setup and cleanup, confirming catering deliveries, ensuring attendance, and checking in guests

Aided the Senior Vice President by coordinating meetings, handling travel arrangements, and managing monthly expense reports, including the prompt reconciliation of corporate credit card accounts

CITIGROUP, New York, NY

Executive Assistant (03/2011 – 06/2016)

Reported to Director of Citi Security & Investigative Services

Assisted the VP of Marketing in coordinating meetings, maintaining the calendar, processing expense reports; prepared and distributed reports, uploaded, and maintained documents on SharePoint, and monitored department budgets

MERRILL LYNCH, New York, NY

Executive Assistant Meeting & Event Coordinator (07/2001 – 10/2009)

Reported to Executive Managing Director of Global Marketing Investments

Coordinated and collaborated on large-scale Town Hall meetings and various other events

Served as the point person for conference room reservations, catering, IT set-up, and registration, working with the conference center and other departments to confirm arrangements for attendees and presenters

Provided support for seating assignments and travel arrangements, encompassing air travel, hotel confirmations, and ground transportation to and from Merrill Lynch Corporate offices

Planned and executed event logistics for special dinners, awards recognition, and year-end celebrations

EDUCATION

Strayer University, Washington, DC

Bachelor of Business Administration, Social Media Marketing - Anticipated graduation 2026

Plainfield High School, Plainfield, NJ – 06/1983

HS Diploma

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