Executive Assistant Security Clearance
Resume:
Arielle Xavier
***************@*****.***
WORK EXPERIENCE:
BNP Paribas, New York, NY July 2023 – January 2024 Contract Executive Assistant to CEO of FIC Institutional Investors and USA Investor Coverage Team
• Prepared a weekly report for senior management (highlights macro environment and Sector achievements
• Compiled news runs in advance of banker meetings, coordinated printing of presentations and e-signatory approvals
• Lead coordination of Senior Management visits to NY, organized all group events (assisted with scheduling/managing agenda, catering, material coordination with guests from start to finish)
• Seamlessly handled executives’ large volume of travel planning (visa, flights accommodations, etc.)
• Coordinate client visits and security clearance, assist with organizing all group events catering and registration
• Processed and tracked high volume of expense reports, system access requests, facilities, operational requests & IT Tickets
• Heavy multi-time zone calendar management, team schedule management of internal and external meetings and materials
• Guided Relationship Managers with client events, documentation and clearing, US Open, MSG company host etc.)
• Managed itinerary, meetings, and logistics and liaise with C-Suite Executive Assistants for executive roadshow scheduling
• Assisted Relationship Managers with customer queries, philanthropic and charity requests and ensure all events are logged and budget approved
Credit Suisse Securities, LLC, New York, NY October 2019 – December 2022 Executive Assistant to COO & Global Head of Renewables and Sustainable Energy Technologies
• Provided gatekeeping of calendar and correspondence management – maintaining Banker’s schedules; coordinating email and calendar as directed; managing conference/meeting/event planning and organization
• Arranged extensive domestic, international, and multi-destination travel, including flights, hotels, and cars in accordance with IB CM&A policy and all expense guidelines
• Addressed bankers’ travel preferences and proactively addressed any issues quickly
• Performed extensive preparation and tracking of all expense reports, reimbursements, and procedures for expense processing also completed monthly reconciliations of the principal’s American Express statements
• Generated research reports, call logs, and contact reports and pulled company and client information using proprietary tools, online tools, Spider and Salesforce
• Ensured COO, Group Head and bankers completed supervisory checklists by designated deadlines
• Provided general administrative support to prioritize and distribute incoming correspondence
• Tracked banker’s attendance and TALT time submissions; managed confidential spreadsheets, files, and retrieved documents, records, and reports within firm policy
Federal Reserve Bank Of New York via K-Force, New York, NY January 2019 – July 2019 Contract Executive Assistant to Head of Supervision Group and COO
• Managed a heavy calendar which entailed planning and providing oversight for Supervision-sponsored town halls, conferences, and prioritizing group recurring FRB internal/external international events
• Processed and tracked purchase orders, managed supply, and coordinated executive pantry inventories
• Reserved travel vouchers and ensured timely preparation, coding, and processing of expense reports and client budget allocations
• Handled data entry coding in various supervision databases and maintained spreadsheets, tracked informational tables, charts, and presentations
• Handled various administrative logistics for Examination teams that were at on-site locations, including registrations, obtaining security clearance, and ID badges
NATIXIS, New York, NY April 2016 – November 2017 Executive Assistant to Head of US Client Management, US Commodities & US Economic Research
• Managed heavy calendar for Executive Group Heads
• Maintained a database of confidential employees, client, and prospect files
• Updated contacts, reports, presentations, and org charts
• Organized heavy travel (domestic/international) and submitted visa applications for international trips and expense reports
• Assisted in event planning of company town hall and external team building events
• Compiled and distributed reports on a weekly, monthly, and quarterly basis
• Organized Executive Committee meetings and prepared agendas, packets, and video conference rooms
• Fielded internal and external requests to create Global Finance, Executive Committee, and Client Management Board meetings
• Completed all new hire onboarding requirements and introduction meetings Morgan Stanley/UBS, New York, NY July 2015 – April 2016 Contract Executive Assistant to Investment Banking
• Managed day-to-day operations of the CFO, Investment Banking Managers, and Bankers
• Answered phones and directed client queries, including interfacing directly on broker turret lines
• Handled heavy calendar management and scheduling of meetings and client appointments
• Prepared and edited correspondence, tables, and presentations
• Created expense reports, and allocations and submitted them for processing
• Made travel arrangements, eReq authorizations, and finalized trips with allocating job numbers
• Monitored numerous email inboxes, ensuring attention to important administrative inquiries were addressed BlackRock, New York, NY July 2010 – June 2014 Executive Administrative Assistant to Head of Advisory and Portfolio Management
• Prioritized and coordinated a huge number of internal and external meetings, interfacing daily with Executive Board members and their assistants
• Coordinated calendar, client meetings for multiple time zones, venues and budget preparation
• Coordinated with Executive management for quarterly managers’ update logistics required for roadshow events
• Handled complex multi-segment travel (itineraries, airline reservations, hotel, cars, and rentals)
• Prepared request letters, pipeline, and deck reports
• Proofread all client NDA agreements to ensure appropriate deal coding prior to client submission and finalization
• Assisted in the creation of presentations and provided innovative ideas for template improvements
• Performed general office duties including maintaining office inventory and vendor management
• Incepted and directed monthly Executive Assistant Workflow meetings
• Coordinated contract reviews and negotiations on behalf of the Advisory team and analyzed legal coding to interface with business contract terms with both internal and external legal counsel
• Supported executive management and partnered with senior risk managers across BlackRock to help ensure that risks are understood and are consistent with BlackRock objectives and risk methodologies or constraints
• Submitted legal disclosures and NDAs accurately and timely, maintained clear records of deadline filings and communications SKILLS:
MS Office Suite, Concur, Salesforce, SharePoint, CardScan, Project Management, Client servicing, Pipeline metric reports, Workday, Bloomberg, Bilingual: French
EDUCATION:
St. John’s University, New York, NY
Associates of Applied Science
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