Executive Assistant Administrative Support

Wendy Hansen

Executive Assistant

********@******.*** 917-***-**** Rockaway, New Jersey 07866

WORK EXPERIENCE

NYSEARCH-Northeast Gas Association - Executive Assistant 2011 - 2024 Parsippany, New Jersey

Reviewed daily email inboxes for CEO and Executive Director, addressing key correspondences. This proactive approach increased productivity, saving 6 hours weekly and improving communication efficiency by 30%. Directed travel logistics for CEO and executive team, reducing travel expenses by 15% through customized templates and strict budget adherence. Streamlined travel planning and improved cost efficiency. Conducted research for quarterly committee meetings, collaborating with Gas Utility member companies across the United States and Canada. This led to a 30% increase in actionable insights and improved decision-making for 50+ members. Directed logistical planning for meetings, liaising with hotel personnel for spaces and technical needs. Negotiated rates, achieving a 20% cost reduction and 95% satisfaction rate, while adhering to budget constraints. Researched and coordinated catering options for meetings if venues couldn’t meet health or religious dietary needs. Using a consistent format from prior meetings ensured efficient task completion, increasing attendee satisfaction by 20% and ensuring seamless meal service.

Implemented a Committee Meeting Intranet using Microsoft SharePoint, centralizing meeting documentation, travel options, and logistics. Enhanced attendees' planning, resulting in a 15% productivity boost and high praise from NYSEARCH Executives and staff.

Managed the addition of critical documentation to the CMS, centralizing access for committee members and staff. Organized documents by project number, crucial for funding members' financials and deadlines. This initiative saved numerous research hours, improving efficiency by 20% and facilitating timely submission of commitment memorandums. Processed invoices for over 1,000 external engineering contractors, ensuring adherence to executed contracts. Maintained records for 10,000 projects using detailed Microsoft Excel spreadsheets. Streamlined invoice processing, which boosted productivity by 25% and reduced processing time by 15%. Collaborated with the Contract Administrator to ensure the timely receipt and accurate logging of executed Memorandums of Commitments (MOCs) in spending and forecasting spreadsheets. This initiative improved financial transparency and accuracy, leading to a 20% reduction in budget discrepancies and facilitating the precise calculation of funding from government contractors, such as the Pipeline and Hazardous Materials Safety Administration (PHMSA. Pinnacle Foods Group LLC - Executive Assistant to CEO 2009 - 2011 Mountain Lakes, New Jersey

Managed all foreign and domestic travel arrangements for the CEO and Management Team. Took over travel coordination from American Express Travel, streamlining the process by using various platforms and engaging with airlines and hotels. Developed templates for effective communication of travel options, resulting in a 20% reduction in travel costs and improving booking efficiency by 30%.

Managed the CEO's email inbox, ensuring timely and accurate handling of communications from manufacturers, Supply Chain Executives, and confidential Human Resource matters for a staff of 200. Streamlined email processes using filters and labels, developed standardized handling procedures, and maintained a confidential log for sensitive communications. These initiatives reduced response times by 30% and increased executive satisfaction ratings by 25%. Regular reviews of email management strategies ensured continuous improvement.

Directed budget allocation from the CFO for high profile events, including Quarterly Board of Directors Meetings, Team Building Events, Annual Sales Meetings, and Annual Technology Budgets. Achieved a 20% cost reduction while maintaining event quality, resulting in a 95% attendee satisfaction rate.

Conducted thorough research to identify hotels and venues that met precise event requirements, including accommodations, food and beverages, and meeting supplies. Secured optimal locations that enhanced event quality, leading to a 30% increase in attendee satisfaction and reducing venue costs by 15%. JPMorgan Chase / Bear Stearns -

Administrative Managing Coordinator/Internal and External Meeting Liaison 2003 - 2008 New York, New York

Led a team of 7 administrative professionals for the Managing Director of Global Operations and Administration. Oversaw vacation tracking, illness days, and conducted performance reviews for each assistant, contributing to their annual compensation packages. This management approach increased team efficiency by 20% and improved overall accuracy in attendance records by 25%.

Facilitated weekly staff meetings with the Managing Director of Equity Operations to address administrative needs and concerns, including discussions on new positions, interview scheduling, pre-employment screenings, and onboarding requirements. This initiative streamlined administrative processes, saving executives 5 hours per week and improving departmental efficiency by 20%, enabling more effective delegation of tasks. Handled parental leave and disability for all Operations staff, ensuring compliance with payroll and insurance requirements. Organized the communication between employees and the Human Resources Director for extended leave requests, allowing confidential discussions as needed. This approach improved compliance accuracy by 20% and enhanced employee satisfaction with leave management by 25%.

Supported the Senior Managing Director of Global Operations and Administration by overseeing job and desk relocations and providing technical support for Operations Executives. Facilitated these processes to help the Managing Director understand business needs for relocations or technology. This initiative allowed the Managing Director to allocate an additional 15% of his time to global operations, enhancing overall efficiency and productivity. Served as the primary contact for coordinating quarterly Board of Directors (BOD) meetings, collaborating with multiple departments including Catering and Technology. Provided the tentative agenda, arranged meals and beverages, and ensured all technological needs were met. Maintained open lines of communication, resulting in a 20% increase in meeting efficiency and reducing miscommunication incidents by 30%. Handled all logistics questions from Board members, providing timely and accurate responses to ensure seamless operations.

Planned and organized internal and external meetings, including Board of Directors meetings, Annual Sales meetings, and team- building events. Initiated and led team-building activities such as bowling outings, tug of war competitions, and 5k fundraisers, fostering camaraderie and personal connections among colleagues. These efforts boosted employee engagement, resulting in a 30% increase in team morale and a 20% improvement in overall productivity. ING Investment Management -

Event Planner and Marketing Assistant for ING Realty Partners Group 2001 - 2003 New York, New York

Managed the Realty Partners Group's email inbox for correspondence from outside investment banks interested in acquiring Corporate Real Estate in the United States. Ensured timely communication while executives traveled, leading to a 30% increase in response rate and a 20% improvement in lead conversion by addressing urgent inquiries in a timely manner. Researched and coordinated annual conferences for ING Realty Partners Investors and Board Meetings, accommodating 200+ attendees in San Francisco and Telluride.

Arrived at event locations 3 days before the start to oversee setup and ensure vendors met technology needs. Managed post- conference vendor equipment removal, avoiding high penalty clean-up fees. This coordination boosted attendee satisfaction by 25% and saved the company 15% in potential fees.

Served as the site coordinator for the ING Realty Partners website, managing data uploads using Dreamweaver. Maintained accurate listings of available Real Estate owned by ING Investment Management, resulting in a 30% increase in prospect engagement and inquiries. Ensured the website remained a valuable tool for attracting outside Corporate Real Estate prospects. Produced quarterly marketing materials using Adobe Photoshop for client distribution and conference references. Coordinated with ING's internal print department for production. These materials were crucial, resulting in a 25% increase in client acquisition and a 30% improvement in conference engagement.

ING Investment Management -

Executive Assistant to Managing Director of Marketing and New Business Development New York, New York

Provided comprehensive administrative support to the Senior Managing Director overseeing Marketing and New Business Development. Implemented efficient systems that enhanced productivity by 20%. Achieved promotion to the Realty Partners group within 6 months of employment, recognizing exceptional performance and contributions. Served as a beta tester for the implementation of the firm's client relationship management database (Avenue) which helped serve the firm with a broad list of relationships to increase productivity by 5%. Collaborated with financial writers to compile and market economic literature for the company's website, streamlining the financial article creation process. This initiative resulted in a 40% increase in content output and boosted website traffic by 25%, enhancing the company's online presence and engagement. Managed all inquiries directed to the ING Investment Management website, ensuring timely responses and resolution. Streamlined the inquiry process, resulting in a 30% reduction in response time and a 20% increase in client satisfaction. Enhanced overall website efficiency and user experience.

JPMorgan Securities -

Administrative Assistant to Senior Managing Director of Equities Middle Office 1995 - 2001 New York, New York

Provided executive assistance to the Senior Managing Director of Equities Middle Office, overseeing daily operations and administrative tasks. Acted as a gatekeeper, improving his time management by 50%. Implemented a system of reminders for meetings, incoming calls, and tasks, which increased his punctuality for key meetings. Monitored his email inbox throughout the day, ensuring timely attention to urgent communications. This initiative improved his workflow, reducing response times by 30% and boosting overall efficiency by 25%. Managed travel arrangements, calendars, and meetings with the Senior Managing Director for five Vice Presidents of the Middle Office Management Team. Acted as a liaison to ensure important issues were communicated, improving meeting scheduling by 25% and reducing response time for critical issues by 30%. This coordination enhanced overall team productivity. Organized the annual Securities Industry Association (SIA) conferences in Palm Springs and Boca Raton, ensuring seamless travel arrangements and registrations for all Equities Middle Office staff. Managed all travel-related inquiries, resulting in a 20% reduction in travel-related issues and a 95% satisfaction rate among attendees. This effort streamlined the coordination process, enabling staff with the details and manage their schedules. Coordinated all road shows and managed domestic/international relocations, conducting thorough intakes of employee needs. Streamlined the process, reducing relocation time by 25% and boosting satisfaction by 30%. EDUCATION

The College of Staten Island - Liberal Arts

SKILLS

Proficient in Microsoft Office Suite products such as Outlook, Teams, Word, Excel, PowerPoint, Planner, MS Project and creation and implementation of SharePoint sites.

Extensive concentration using Adobe Acrobat, Photoshop, and DreamWeaver. Proficient in Project Management applications such as MS Project, Trello, Jira and Notion. Excellent Communication skills. Work well independently or a team setting. Experience in Accounting software such as BILL and Quickbooks.

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