Executive Assistant Office Manager
Resume:
Sophie Tjader
Millbrae, CA *****
************@*****.***
Skills
Technical: Microsoft 2016, Microsoft 365, Microsoft Edge, Symphony, Jabber, Excel, Concur, Fusion,
[Fusion] Procurement, Outlook, PowerPoint, Google Applications Languages: English
Experience
Office Manager / Executive Assistant to Managing Directors, Head of Investment Banking - North America, Vice Presidents, Directors
Scotiabank - Office Manager/Executive Assistant, Health and Safety Volunteer September 2023 - present, San Francisco, CA
● Office Manager - Responsible for all office operations.
● Booking conference rooms
● Work closely with Facilities in New York
● Head of all construction related issues
● Constant interaction with Engineering team
● Executive Assistant - Responsible for all expense reports, travel arrangements, scheduling
● Compliance Support - regarding office procedures
● Human Resources Support, Toronto
● First Health and Safety Representative for Scotiabank - United States
● Work with occupational health and safety managers
● Work closely with Human Resources, New York
● On/Off boarding
HSBC - Executive Assistant to Managing Directors, Head of TMT Coverage-North America, Vice Presidents, Directors, Associates & Analysts
April 2020 - June 2023; San Francisco, CA
● Office Manager
● Transfer closed acquisitions into HSBC system
● Maintain complex/detailed calendars and appointments
● Arranging conferences/conference calls
● Manage the coordination and logistics of both internal/external meetings
● Arrange and coordinate complicated domestic/international travel
● Order supplies and process invoices through procurement system
● Train other/new administrative staff when required
● Work with regulatory compliance on STA transfers to United States
● Process and follow-up on virtual requests
● Process invoices and T&E expense claims for team members
Ensure that all policies are followed and items are processed within provided guidelines
● Assist with staff on/off-boarding
Includes: Equipment setup and System Access
● Produce high-quality emails and messages to individuals at all levels of the organization
● Work cooperatively with the administrative assistant team, in positive partnership to smoothly support each other
● Submit call reports
● Interact with IT support for building location move
● Work with team of 10+
Wells Fargo Advisors - Executive Assistant
October 2003 - February 2008; San Francisco, CA
● Provided executive support to five Vice Presidents, one Executive Mutual Fund Coordinator and Branch Manager
● Managed complicated professional and personal calendars, meetings, and calls in multiple time zones via Outlook
● Coordinated extensive and intricate professional and personal travel arrangements for the Senior Brokers and their teams
● Prepared business expense reports using Excel
● Screened and answered calls, emails, and correspondence with professionalism and in a timely manner
● Solely responsible for organizing company Quarterly Reviews, closing dinners and special events for new associates
● Secured visas and letters of invitation for international business and personal travel
● Assisted investment professionals with pulling research on company financials
(annual/quarterly) reports
● Served as liaison with professional and personal relationships including company executives, brokers, managers, vendors, and professional institutions
● Interfaced with clients, high-level executives, project teams, vendors, and end users on a frequent basis
● On behalf of the MDs, updated and tracked delegated tasks to ensure progress to deadlines
● Created PowerPoint presentations and Excel reports
● Planned and coordinated department events, such as parties, volunteer activities, dinners and off-site meetings
● Traded Securities
● Planned and coordinated dept. events such as lunches and parties
● Provided accounts payable support by ensuring the timely payment of invoices and credit cards
● Researched and purchased business and personal items as required Morgan Stanley - Executive Assistant
May 2000 - August 2002; San Mateo, CA
● Coordinated administrative support to five Financial Advisors, two Vice Presidents, Assistant Branch Manager, and three Analysts
● Coordinated heavy calendars, meetings, conferences, and travel arrangements in Outlook
● Prepared and processed expense reports in Excel
● Handled accounts payable up to 30 venders
● Acted as a liaison between Financial Advisors and clients
● Prepared and managed marketing materials
● Created, initiated and managed marketing plans and strategies
● Involved in various projects, such as research on company financials (annual/quarterly reports, earnings call, etc.) using Capital IQ, Reuters
● Ordered and set up lunches for Mutual Fund coordinator
● Accessible 24/7 via iPhone
Merrill Lynch - Executive Assistant
March 2000 - May 2000; Menlo Park, CA
● Provided executive support to two Vice Presidents
● Used judgment to prioritize urgent vs. non-urgent appointment needs, in order to balance teamManagedthemulti-line phone system: fielded questions, directed all calls accordingly, delivered all messagesReserved conference room for meetings
● Prepared and processed expense reports on excel
● Met with clients on a consistent basis
● Helped other team Vice Presidents and Analysts when needed UBS Painewebber - Executive Assistant
October 1999 - March 2000; Menlo Park, CA
● Provided executive support to three Vice Presidents
● Created PowerPoint presentations and excel reports
● Trained new employees
● Prepared expense reports on excel
● Back up for other Analysts, Vice Presidents and Senior Brokers
● Traded mutual funds and securities
● Used judgment to prioritize urgent vs. non-urgent appointment needs
● Greeted guests, provided them with drinks and escorted them to appropriate conference rooms
● In-charge of all marketing materials
Education
Finance
Alameda Technical College, Hayward, CA
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