Executive Assistant Office

Office Manager/Executive Assistant

A detail-oriented, dedicated Office Professional with a proven track record of providing administrative support to Executive Management in large corporations. Able to work in a fast-paced, deadline-driven environment with the ability to handle multiple tasks while producing quality results and adeptly changing priorities as needed. A talented communicator, team player, and collaborator who effectively communicates with all levels of an organization.

TECHNICAL SKILLS

MS Office Suite – Word, Excel, PowerPoint, Access, Outlook, & Visio

Calendar Management

MS Office Communicator with Skype

WebEx/Zoom/Video Conferencing /Telepresence

Travel & Expense Report Management

Microsoft Mail Merge

Office Management

Planview, SAP

Confluence

Oracle PeopleSoft

MS SharePoint/Confluence

BoardMax

Stratus Live (donor software)

Survey Monkey

Collaboration Services

PROFESSIONAL EXPERIENCE

United Way of Western Connecticut, Danbury, CT May 2019 – February 2020

Office Manager/Executive Assistant

Effectively managed general office related administrative duties, coordinating with Danbury, Stamford and New Milford offices.

Managed the CEO and Senior Managers calendars accurately, paying close attention to priority, time management, location and attendees.

Served as the primary point of contact for the President’s office, Board of Directors, stakeholders, volunteers, partners, and donors and provided support to the Board in all areas, i.e., new Board Member orientation, communication of relevant information and maintenance of the Board’s website in BoardMax.

Attended and coordinated logistics for Board Meetings: booking conference rooms, catering, audio/multi-media set-up/Webex; transcription and distribution of board minutes

Composed and drafted emails, mail merge of documents, presentations; proofing; copying/scanning and distributing documents to public folder drive, managed the donor acknowledgment process using Stratus Live software.

Managed travel arrangements for Senior Management Team including air, hotel, ground transportation, directions, and all other travel logistics, as required.

Processed and managed department expense reports, check requests and invoices for payment processing.

Assisted with the set-up and onboarding of new hires.

Anthem Blue Cross Blue Shield, Wallingford, CT May 2009 – Nov 2018

IT Project Coordinator & Executive Assistant

Executive Assistant to four Senior Directors of Enterprise Architecture, Governance, and Planning.

Provided administrative support for all Directors and a 50+ member staff that included Architects and Consultants while maintaining a high level of professionalism, confidentiality, and discretion.

Handled heavy calendar management/schedules and travel management.

Maintained schedules and tracked managers’ daily work status reports to upload into Sharepoint site.

Arranged complex and detailed travel plans and itineraries and tracked the travel through the company SharePoint site; compiled documents for travel-rated meetings in order to track executive travel profiles.

Scheduled and set-up AV equipment including teleconferencing and web-enabled presentations.

Prepared and edited presentations, organizational charts, and department spreadsheets related to the budget.

Assisted managers in preparation of performance reviews using Survey Monkey software to track and compile results of employee performances throughout the year.

Tracked and maintained department status reports including vacation schedules.

Maintained schedules, timesheets to track managers' daily work projects to compile reports for department budget using the APM/Planview management software.

Assisted department managers with scheduling interviews and onboarding new hires and contractors.

Assisted in the preparation and analysis of team meetings and budget analysis for the year.

Complied and prepared contract documents in SourcePoint for vendor management.

Nestlé Waters North America, Greenwich, CT March 2001 – March 2009

Executive Assistant

•Provided administrative and operational support to the Controller and a 60+ member staff in the Finance Department; acted as back-up Assistant to the Chief Financial Officer as needed. Managed multiple executive calendars and scheduled conference calls. Delivered key support to the department completing extensive presentations, charts, and spreadsheets, and compiling monthly and annual analytical reports. Compiled and distributed the monthly, quarterly, and annual financial reporting packages.

•Updated and maintained organizational charts and tracked department information including vacation schedules.

•Coordinated team projects and event planning for off-site conference meeting that included large audiences; secured rooms and organized AV and teleconferencing equipment for presentations.

•Prepared and edited presentations and spreadsheets as needed.

•Coordinated with accounts payable, ensuring the payment of invoices.

•Prepared, audited and reconciled department expense reports.

•Maintained checks for Sales Representatives through GELCO system.

•Maintained inventory supplies and anticipated needed supplies for expediting orders; verified receipt of supplies.

•Worked with the Travel department to arrange business travel including flights, lodging, and transportation and ensuring that manager approval was received.

KEY ACCOMPLISHMENTS

Compiled and analyzed spreadsheets to make recommendations for future team meetings to reduce budgeting costs for travel and expense reporting.

Effectively managed the Danbury, Stamford and New Milford offices ensuring company policies.

Maintained resource project management in Planview for budget analysis and cost centers to track resources to enable proper department budgeting.

Prepared staff communication through e-mailed to keep staff informed on department policies, procedures and training.

Used and maintained contact database to organize and manage CoP/Governance monthly meetings.

Maintained donor acknowledgement data base in Stratus Live.

EDUCATION & PROFESSIONAL DEVELOPMENT

Katharine Gibbs Business School, Norwalk, CT

University of Connecticut, Stamford, CT

Norwalk Community College, Associates Degree

New Horizons Computer Learning Center, Trumbull, CT Microsoft Office

CT Notary Public

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