Executive Personal Assistant
Resume:
Gretchen N. Otis
Palm Beach, Florida
*********@*****.***
Family Office, West Palm Beach, FL - 10/2019 – 06/2020
Executive Personal Assistant to President/CEO of High Net Worth Family Office (UHNW)
Oversaw Executive’s calendar, which included: scheduling of meetings, coordinating travel and reservations
Screened and oversaw event invitations and meeting requests
Communicated and handled incoming and outgoing electronic information
Assisted with preparation and staffed various events
Worked closely with flight crew to insure trip sheets were precise and travel dates are entered in a timely manner
Communicated daily with the Captain of the yacht (knowing where and when travel will be - who will be on the vessel)
Stocked office kitchen and office supplies; kept inventory of supplies
Oversaw conference rooms for monthly Board Meetings
Prepared all monthly expenses via Concur
Made sure all homes were fully stocked and staffed when family was in town
Travel when assigned
Private Family, New York, NY - 09/2014 – 06/2019
Executive Personal Assistant to Family (UHNW)
Primary gatekeeper for C level Executive
Responsible for booking private travel arrangements (domestic and international)
Handled all event planning and holiday gift purchases including all birthdays
Maintained and scheduled all Board Meetings
Handled wire transfers and worked closely with accountants and outside bankers
Oversaw management of homes upstate New York and in Jamaica, ensured that all homes where ready for family
Provided heavy calendar management and worked closely with corporate Executive Assistant (of husband)
Maintained car and healthcare insurance
Kept ongoing inventory for office and homes; purchased items as needed
Harbinger Capital, New York, NY – 06/2013 – 08/2014
Executive Personal Assistant to CEO
Functioned point person and Gatekeeper for the UHNW family
Managed an ever changing busy personal and professional calendar
Planned and coordinated family and professional trips on private planes
Project management including new home construction, private plane maintenance, and event/party planning
Handled personal errands, shopping, and online ordering/returns
Functioned as House Manager for homes (NYC, St. Barth's, Southampton)
Oversaw household staff for homes in NYC and Southampton
Scheduled and confirmed games for professional hockey team
Worked directly with private flight crew, confirmed all charters
Was the point person for auction houses for artwork and jewelry appraisal
Updated weekly outings for children; scheduled after school events
McCann Regan Campbell Ward, New York, NY - 01/2011- 06/2013
Executive Assistant and Personal Assistant to Founder &
Supported Global Chief Executive Office, McCann Health (when in New York City)
Acted as primary gatekeeper and liaison for Founder
Organized an ever changing business and social calendar and complex schedule of events
Managed travel itineraries, domestic and internationally
Executed and facilitated personal wire transfers and updated monthly investment portfolios
Oversaw and managed three homes (NYC, Florida and Martha’s Vineyard)
Created email and mail correspondence as well as coordinated mass mailings
Handled charitable contributions during the calendar year
Managed office staff and ordered all supplies – (including Kitchen stock)
Created PowerPoint presentations for client meetings
Managed and supervised office staff in the New York office
Planned all corporate events
Liaison with home transactions (purchasing insurance, legal, building management)
Deutsche Asset Management, New York, NY - 08/2005 – 12/2010
Executive Personal Assistant to Global Head of Asset Management; Member of Group Executive Committee
Managed ever-changing business and personal Outlook calendars for principal, spouse and children
Opened, closed and managed estate in Southampton
Scheduled extensive business and family travel; domestic and international, including private jets
Confirmed, scheduled and rescheduled family appointments and meetings as well as Board Meetings
Produced and set up routine and advanced personal correspondence including letters and e-mails
Purchased gifts and ordered online (Christmas gifts for family, friends, service providers, and birthdays)
Handled property management of homes (NYC, Southampton and private hotel in St. Barth’s)
Supervised staff and provided direction when needed (nannies, housekeepers, chefs, drivers, and care taker)
Scheduled and confirmed reservations for personal and business, lunches and dinners
Designed yearly events, parties, children’s birthday parties, house luncheons, and dinners
Liaised with service providers: accountants, personal bankers, interior designers, staffing agencies, and event planners
Restructured and updated monthly PowerPoint presentations for Board Meetings
Interacted closely with other business companies
Ordered, organized and took inventory of personal wine cellars in home and with outside vendors
Tivoli Partners, L.P., New York, NY - 04/2004 – 07/2005
Executive Personal Assistant
Assisted General Partner and Analyst with day-to-day operations of $140 million fund
Scheduled Board Meetings and monthly updates
Planned events; décor, floral arrangements, guest lists, music, wines, catering, and staffing for elite cocktail parties or promotional events
Prepared and updated valuation analysis report
Organized monthly, quarterly and annual reports for 45 partners and prospects
Assisted new partners with rules of partnership, subscription agreements, offering memorandum, and limited partnership agreements
Maintained funds’ daily calendar and weekly prospect meetings
Maintained and updated business contact database
Worked with traders and clearing agents confirming all trades
Managed General Partners’ personal accounts and paid household monthly bills using QuickBooks
Bear, Stearns & Co., Inc., New York, NY - 03/2001 – 03/2004
Executive Assistant to 2 Senior Managing Directors
Prepared all presentations for privately sponsored investor conferences, round table dinners, breakfast meetings, and annual events
Arranged distribution of quarterly CIG Hedge Fund Manager Directory
Maintained Senior Managing Directors calendars and coordinated extensive domestic/international travel arrangements
Maintained and updated US/European client, investor and prospect database
Instinet, New York, NY - 04/1999 – 03/2001
Chief Executive Assistant to Senior Vice President, Instinet Clearing Services
Worked directly with SVP and directors, managed and maintained all correspondence within Instinet Clearing Services
Created and updated Clearing/Financial reports on a day-to-day basis
Provided account coverage support to internal and external clients and staff
New York Post, New York, NY - 04/1994 – 04/1999
Senior Executive/Personal Assistant - Publisher’s Office
Saint Leo College, St Leo, FL Bachelor of Arts 1982-1986
SKILLS: PC and MAC; Microsoft Office (Word, Excel, PowerPoint, Outlook), Reuters, Access, ACT, Bloomberg, Visio, JD Edwards, QuickBooks, BlackBerry, Lotus Notes, Fast Long Hand and Typing 75 WPM
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