Irene Kostakis

Mountain View

Email:adhhr4@r.postjobfree.com

650-***-****

Summary

A highly organized and detail-oriented Executive Assistant with over 20 years’ experience providing thorough and skillful administrative support to senior executives.

Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals.

Proficient with MS Office - Word, Excel, PowerPoint, MS Access, Concur, Oracle for expenses, Expensify, QuickBooks, SharePoint, Skype for Business.

Professional Experience:

VOX Network Solutions, Inc (Laid off) October 2019 – July 2020

Executive Assistant to the Leadership Team

Outlook Calendaring

Fast paced environment

Coordinate all travel logistics and hotels

Manage expenses in Expensify

Reconcile UPS & Fed-Ex invoices into NetSuite

Responsible for all Awards & Nominations for VOX.

Macy's Systems & Technology (Contract/Covered EA on leave.) July 2018 – January 2019

Executive Assistant to (5) VP’s – VP Of Eng – Marketing, GVP, Product, VP Of Eng Commerce, VP Of Tech Planning

Heavy calendaring

Fast paced environment

Working with different time zones across the East Coast

Coordinate all travel logistics

Coordinate all Town Hall Meetings

Coordinate internal and external meetings

Input expense reports into oracle

Wells Fargo Bank - The Private Bank, Palo Alto, CA (Contract) December 2016 - August 2017

Executive Assistant

Supported the Regional Managing Director.

Coordinated and set up high-level conference calls, and management meetings, special events

Coordinated on boarding for all new hires

Coordinated all High Net worth client events

Meeting and Travel Support

Prepared weekly agendas, monthly agendas for meetings

Bank of the West, San Francisco, CA – Contract October 2015 - February 2016

Executive Assistant

Supported the Executive Office

Facilitated meetings between Management and Suppliers/Internal Customers

Responsible for creating Purchase Requisition and Purchase Orders

Handled and organized Leadership’s calendar

Prepared monthly expense reports and sent to accounts payable for processing

Drafted letters, agendas and took meeting minutes

Created presentations for staff meetings

Managed conference room availability and bookings

Trained new administrative staff in departmental procedures

Morgan Stanley, Menlo Park, CA – (Contract/Vacation coverage) August 2015 - October 2015

Executive Assistant

Supported the Managing Director

Handled heavy Calendaring and utilized Concur for expense reports

Client Relationship (CRM)

Coordinated Internal and External meetings

UCSF – Controller’s Office, San Francisco, CA December 2014 - March 2015

Executive Assistant

Supported the Assistant Controller

Handled expense reporting using Concur

Set-up WebEx; set-up internal and external meetings

Provided executive support, department administration including procurement, facilities issues and events

Samtrans, San Carlos, CA - (Contract) November 2013 – November 14

Executive Assistant

Executive support to Public Affairs Officer, Communications Manager, and Government Affairs Director.

Created MS PowerPoint presentations and MS Excel reports.

Maintained Executive Office calendar

Handled all aspects of Board meetings set-up and coordination

Coordinated WebEx meetings

Screened and answered calls, emails, and correspondence with professionalism and in a timely manner

As Office Manager oversaw facilities, vendor relations, office moves

Planned and coordinated departmental events (parties, volunteer activities, dinners and off-site meetings)

Provided AP support; ensured timely payment of invoices, credit cards

Maintained PTO calendar for team.

Created travel authorizations for team

In charge of expense reporting and petty cash reimbursement.

Maintained budget for the team. People soft experience

The Segal Company, San Francisco, CA June 2012 – May 2013

Executive Assistant to Co-Chairman

Provided executive support to 3 SVPs, and Co-Chairman.

Heavy calendaring, meetings, conferences, and travel arrangements (Outlook)

Prepared and processed expense reports in Expense wire.

Coordinated WebEx, teleconferences.

Coordinated heavy travel arrangements.

Prepared agenda items for monthly board meetings.

Maintained document management file site.

Organizing all Board packets, agenda items, action items

Utilized SharePoint

Executive Assistant / Office Manager January 2008 - March 2012

General Electric – Executive Assistant to (Regional Director)

Managed all executive level administrative tasks that includes conference calls, meetings and arrangement of travel.

Provided information to incoming calls and respond to internal requests on timely manner.

Helped in development of reports and presentations of executive levels.

Utilized Concur for Expense Reporting.

Utilized QuickBooks to maintained company’s financials.

Ran Payroll, QuickBooks, ADP, Workers Compensation duties.

Managed office facilities performed general clerical tasks and administrative duties.

Maintained monthly reports and distributed them on a regular schedule.

Always maintained a high degree of confidentiality.

Built and maintained relationships with vendors.

Athens International Airport, Athens, Greece September 1997 – June 2007

Executive Assistant

EA to CEO, CFO, and Director of IT&T Telecom Business Unit; Personal Assistant to CEO

Handled all aspects of board meetings set-up and coordination.

Handled a variety of Human Resources functions.

Provided support for CEO, CFO, Senior Management and their teams

Managed extensive international travel calendars and coordinated meetings with international staff.

Coordinated calendar management across multiple time zones.

Reconciled credit card statements for 10 Associates; prepared and submitted expense reports.

Coordinated events - supervised all aspects of the events: selected the site, negotiated terms of event, selected speakers, refreshments and made all special arrangements.

Coordinated domestic and international travel arrangements, including passports, visas

On-boarded new hires and set-up orientation. Coordinated with the IT Department for new PCs email help desk requests.

Skills

Microsoft Office 365 (Word, Excel, Outlook, PowerPoint); Skype for business, Lync Lotus Notes, Adobe, Google Docs, SAP, Concur, QuickBooks, ExpenseWire MS Project, Visio, NetSuite

Experience in organizing start-ups companies. Facilities Management, space planning coordinating onsite and offsite catering events with landlord

Greek fluent, Spanish (conversational).

Education

City College of San Francisco, Computer Programmers Certificate

Cal State Hayward, Certificate in Business Management

ROP Careers – Business Careers, ITIL Service Management Certificate, Service Desk

Contact this candidate