Executive Assistant

SUMMARY

Executive Assistant with over twenty years of experience in a variety of industries providing support to C-Suite executives. Excellent time management skills with demonstrated ability to prioritize and handle multiple projects in face-paced environments. Detail-oriented with success implementing solutions to create optimal efficiency. Work well independently and as a team member. Strong interpersonal and communication skills with the ability to collaborate with diverse individuals.

EXPERIENCE

Kensington Vanguard, LLC. - New York, New York 10/2018 - Present

Executive Assistant to EVP, Business Development

●Manage extensive business calendar for EVP

●Coordinate domestic travel

●Reconcile expenses and invoices

●Create and edit documents as needed

●Manage EVP website and YouTube account

●Coordinate all events from start to finish

●Assist EVP with all personal matters

●Maintain sensitivity and strict confidentiality of information

The American Dream Luxury Lifestyle Real Estate TV Show - Miami, FL 10/2018 - 3/2020

Associate Producer

●Managed and scheduled shoot calendar for EVP & over 40 agents featured on the show

●Main contact for all agents & special guests featured on the show

●Attended and traveled to all shoots and events between NYC, NJ, Miami & Palm Beach

●Coordinated logistics and schedule with film crew

●Organized & sorted Season & Episode library on Google Suite

●Organized special events for filming

●Liaison with editors to ensure all episodes are edited properly based on agent’s post-notes

Gap Inc - New York, New York 04/2015 – 03/2018

Executive Assistant to COO

●Managed extensive business calendar for COO

●Coordinated domestic and international travel

●Reconciled expenses and invoices

●Scheduled conference rooms, catering and audiovisual requests for meetings

●Created and edited documents as needed

●On-boarded newly hired senior management (obtaining business cards, company phone, credit cards, etc.)

●Worked closely with all Chief Officers, Brand President & VP, Human Resources

●Handled special projects when assigned (office moves & Hong Kong development trip travel)

●Maintained sensitivity and strict confidentiality of information

●Assisted with personal matters that pertain only to COO

Delias Inc - New York, New York 02/2012 – 12/2014

Executive Assistant to SVP, Human Resources and Director of Benefits and Compensation

●Managed extensive business calendars for SVP & Director

●Provided executive support when needed to all Chief Officers and General Counsel

●Maintained sensitivity and strict confidentiality of information

●Created and edited documents as needed

●Printed and distributed daily/weekly reports

●Managed American Express reconciliation, approved invoices, created and submitted expense reports

●Scheduled conference rooms, catering and audiovisual requests for meetings

●Coordinated with Dept Heads the employee annual review process from start to finish

●Maintained Human Resources employee file archive system and contact information

●Established and conducted new hire orientation

●Assisted with in-store Labor Law compliance posters, mailings, and key updates

L’Oreal USA - New York, New York 05/2011 – 02/2012

Executive Assistant to GM La Roche Posay (Temp Position)

●Managed extensive business calendar for GM

●Managed & organized inventory of cosmetic samples for department

●Managed and maintained American Express reconciliation for personal & business expenses

●Coordinated domestic and international travel

●Coordinated the set-up of all offsite & in-house meetings

Revlon - New York, New York 01/2009 – 01/2011

Sr. Executive Assistant to SVP, GM US Region, SVP, Global Business Planning, EVP, Customer Business Development

●Managed extensive calendar for 3 Senior Executives

●Audited and approved all domestic and international expenses

●Coordinated the set-up and preparation of all in-house meetings

●Handled special projects when assigned

●On-boarded newly hired senior management

●Managed all inventory of all office supplies & furniture for staff of 10

●Attended staff meetings, distributed reports

●Identified needs of all direct reports while maintaining broad communication of their respective departments for 5 offsite domestic locations & 4 offsite international locations

●Traveled to and coordinated offsite Sales Meeting & NACDS trade show from start to finish

Delias Inc - New York, New York 02/2008 – 01/2009

Executive Assistant to CEO

●Managed extensive business calendar for CEO

●Worked closely with all Chief Officers, Brand President & VP, Human Resources

●Coordinated domestic and international travel

●Provided itineraries, agendas and appropriate documents as they relate to scheduled travel, meetings and projects

●Audited and approved all domestic and international expenses submitted by CEO’s direct reports

●Coordinated the set-up and preparation of all in-house & outside meetings

●Identified needs of CEO’s direct reports while maintaining broad communication of their respective departments

●Handled special projects when assigned

●On-board newly hired senior management

Steve Madden, Ltd - Long Island City, New York 11/1998 – 02/2008

Executive Assistant to Director of Operations & Office Manager (01/2005 – 02/2008)

●Managed extensive business calendar for Director of Operations

●Worked closely with all Chief Officers, Director of Human Resources and Brand Director

●Managed company American Express reconciliation & monitored all employee expenses

●Managed cleaning crew & maintenance of NY showroom & NY office

●Helped manage shipping department with day to day operations

●Helped implement new Avaya phone system from inception to completion

●Traveled to and coordinated all New York & Las Vegas shoe shows from start to finish

●Tracked and reported timelines/deadlines and costs for all phases of tradeshow preparation, and execution for individual tradeshows

●Coordinated planning, logistics, and paperwork for transportation and delivery of all tradeshow materials by exhibit house and/or selected transportation companies

●Coordinated exhibition services including ordering of related show services, tracking purchase orders, making pre-payments for show services, reconciling post-show invoices and making final payments

●Provided on-site management of exhibits set up, service and logistical details during exhibitions, and exhibit tear down

●Assisted with tradeshow budget preparations and was responsible for reporting actual expenses v. budgeted expenses for all tradeshows

●Researched, recommended, and purchases of giveaways and other branded promotional items

●Provided comprehensive communication to attendees and management on tradeshow meeting schedule, travel schedule, events, activities, and timelines

●Ensured sales leads/customer inquiries were collected, categorized, and distributed to field for follow up

●Maintained and communicated annual master tradeshow calendar

●Maintained all tradeshow files and records, current and historic

●Hired all shoe models for shows in NY & Las Vegas

●Participated in Non-Profit Organizations such as the Breast Cancer Walk, The Doe Fund, The Fresh Air Fund, Dress for Success (collected donations, collaborated with organization of events from start to finish)

Administrative Assistant to Office Manager (11/1998 – 01/2005)

●Managed business calendar for Office Manager

●Coordinated all office moves

●Oversaw contracting, maintenance & repairs of all phone, fax & copy machines

●Coordinated all office events & company outings (holiday events & summer events)

●Organized shoe shows in NY & Las Vegas from start to finish, booking travel for over fifty corporate employees

●Booked & Coordinated conference room needs for shoe show in NY & Las Vegas

●Hired all shoe models for shows in NY & Las Vegas

EDUCATION

Plaza College, Jackson Heights, NY 06/2013

A.A.S. in Business Administration

SKILLS

●Fluent in Spanish

●Microsoft Office, Google Suite, QuickBooks, Concur, Ulti-Pro System, Dropbox, SharePoint, and WeTransfer

●Excellent verbal and written communication skills and maintains a professional demeanor

●Confident ability to work with strong personalities and ability to work with employees at all levels of the corporation

●Highly organized with the ability to multi-task and prioritize work streams

●Strong organizational skills and attention to detail

●Strong ability to exercise good judgement

References are available upon request

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