Administrative Assistant Executive
Resume:
Valere Loy
**********@*****.***
Seasoned C-Level senior executive administrative assistant and office manager with over 20 years of experience overseeing and supervising all facets of the support operations vital to financial services companies and a world class medical conglomerate. Uniquely qualified based upon the breadth and depth of skills, especially those not typically associated with a conventional administrator. Expertise includes all forms of scheduling to include: complex, fast paced calendar coordination amongst multiple portfolio companies, investor meetings, all manner of conference calls, the coordination of multi-firm travel planning, contracting and scheduling of corporate charter jets to meet the demands of the management team. Skilled and adept at arranging events and social functions meeting the demanding standards of the targeted audience. Coordinated and executed office buildouts and moves. Managed vendors for all aspects of user related information technology and telecommunications systems. Comfortable interacting with all levels of management from investor, senior partner/owners to the most junior associate.
EXPERIENCE
5/24 – Current UNDISCLOSED INVESTMENT GROUP New York, NY
Undisclosed Equity & Legal Teams
C-Level Business Support Coordinator
Daily schedule and calendar support for appointments, meetings, business engagements
Travel and roadshow coordination with current and prospective sellers/clients
Manage vendor invoices, expense claims and submissions operating expenses and the reconciliation of accounts (against budget) summaries
Assisting in managing electronic files, emails and records; inputting quarterly financial data into existing databases and ensure proper email retention of files
General administrative and computer tasks to include faxing, mailings, collating ordering supplies and office maintenance
Annual Investor meeting and preparation
Assist with marketing efforts, advertising social media and website development
Managing weekly pipeline schedules and agendas; keep meeting notes
Corporate record keeping: file management audit preparation, manage vendor invoices and expense claims, maintain departmental communication regarding confidentiality agreements,
Organize and assist with corporate licensing requirements
Assist with scheduling and planning corporate training sessions
4/23 – 3/24 OPTUM HEALTH Chappaqua, NY
OptumCare
C-Level Sr. Executive Administrative Assistant &Support Coordinator
Provided direct support for the CFO whose duties encompass handling the revenue cycle management (RCM), financial planning and analysis (FP&A), risk management (RMP) and business development (M&A)
Worked with executives when coordinating multi-tiered geographical SELT & ELT meetings
Managed complex calendars with other EA’s across a complex multi-layered organizational structure
Handled all domestic and international travel itineraries and expenses using Concur
Organized team events and other training sessions
Coordinated the teams PTO scheduling to ensure that is does not conflict with WD reporting
Assisted UHG corporate during internship recruitment processes
Worked with the internal Communications & HR Committees when planning Tri-State events
Assisted in tutorials in the use of Concur, Sparq, Ariba, Mercury, Sharepoint and Teams
Fully capable of taking C-Level Executives intentions and translating them into actionable emails and guidance to their teams
Experienced operating, maintaining, and approving financial documents in the Mercury accounting system
Assisted in tutorials in the use of Concur, Sparq, Ariba, Mercury, Sharepoint and Teams
6/08 – 4/23 ATLANTIC STREET CAPITAL MANAGEMENT (ASC) Greenwich, CT
C-Level Sr. Executive Administrative Assistant & Office Manager
Completely responsible for all facets of administrative support to the two senior partners, business development & marketing teams and five portfolio company advisors; assist current, new and interim portfolio company management teams as needed
Orchestrated complex and fast paced calendar coordination for multi-firm meetings and conference calls to maximize efficiency and effectiveness of the senior management teams
Laser like focus on travel itineraries - domestic and international using commercial and private aviation, as appropriate, while maintaining effective cost controls
Maintained and synchronized multiple outlook calendars, and all personal technology to include laptops and telecommunication equipment for the managing partners and advisors
Allocated and submitted reimbursable and non-reimbursable expenses to the appropriate portfolio companies, while maintaining auditable records on all charges and invoices using Concur and Quickbooks, adhering to strict SEC compliance policies that enhance business operations
Coordinated with marketing team to manage communication statements to public financial media outlets; oversee the website development & management
Facilitated the financial compliance paperwork regarding Private and Public company deals. Organize and maintain detailed records of the working pipeline which includes NDA’s, LOI’s and Bids. Monitor and maintain CRM system(s) used by the business development teams
Communicated with the Investment Relations Officer to develop fund raising and marketing materials; initiate introductory business meetings, and facilitate all aspects of pending new business deals
Organized multiple top-tier events for both the firm and portfolio companies from venue and food selection, budgeting, AV requirements, to invitations, room lay-out and seating arrangements
8/03 - 6/08 NEEDHAM & COMPANY INC. New York, NY
Executive Administrative Assistant
Organized and maintained of Outlook calendars and schedules. Coordinated client and prospective client meetings domestic and internationally. Prepared catered meetings. Created travel itineraries and agendas. File, submit and reconcile reimbursable expenses
Prepared NDA’s, Engagement Letters, Bids, Working Group Lists, Timetables, Prospectus Books, Non-Deal Roadshows, Closing Dinners and Billing
Support on projects including Communications WiMAX, M&A Business Plans, Healthcare Strategic Planning, Board of Director Presentations, PIB’s and the Needham Annual Meeting
Representative and coordinator for the Needham Growth Conference and the Needham Biotech Conference. Maintain versions of all customer communications, marketing and support documents to facilitate client interactions and sustain presentations
Independent research conducted on various topics, using all assets at my disposal to include: Bloomberg, Thomson Financial, FactSet, Mergermarket, Reuters, VentureSource, Wall Street Source and Capital IQ
Management, oversight, and continual update of the Outlook based Customer Relationship Management (CRM) System employed by all of the Needham Research staff and support assistants. This requires meticulous attention to detail and monitoring since the contact accuracy is critical to operational efficiency and workflow throughout the organization
EDUCATION
1997 - 2000 MOUNT SAINT MARY COLLEGE Newburgh, NY
Bachelor of Arts in Communications
Dual major: Media Studies and Public Relations
RELATED SKILLS
Expert with Windows, Microsoft 365 (includes Word, Excel, PowerPoint, Publisher, OneNote), Outlook, iCloud Operations, Concur Travel & Accounting, DealCloud & SalesForce CRM, Adobe Photoshop, Extensive Internet Research, Intuit Quickbooks, Skype, Teams, Zoom
OTHER CONSIDERATIONS
Ready and able to be onsite 5 days a week
Covid compliant and vaccinated
Can start within 2 weeks after notice of resignation submitted
Completely flexible to relocate if necessary
Capable of travel if the position requires
References available upon request
Contact this candidate