Executive Assistant Project Coordinator

Stacie T Smith

** **** * ******* ****, Apt. *** Bayonne City, NJ 07002

Cellular 201-***-****

**********@*****.***

Summary of Qualifications

•Seasoned professional with excellent experience working independently or in a team

•Worked closely with Senior Management, Human Resources, Finance, Facilities, Technology & Real Estate

•Excellent Customer Service

•Strong Project Management Skills

•Trusted by upper management and colleagues

•High level of interpersonal skill to handle sensitive and confidential situations

•Privileged to several requests to return on temporary basis to Merrill Lynch, Bank of America, Deutsche Bank and BNY Mellon

Professional Experience

Coldwell Banker February 2020 to Present

State of New York and New Jersey Licensed Salesperson

•Consult with clients on how to sell their home quickly and for a good value

•Take clients on home tours and attend open houses as well as give open house on my listings

•Advise clients throughout the negotiation process to help them get maximum value for their home

•Study the local real estate community and be knowledgeable on current home sales

•Advertise my realtor services to the local community through marketing materials, networking and social media

•Compare a property with a similar property by creating BPO (Buyer Price Options) reports for Banks and Mortgage Companies

•Maintain and update listings of my available properties

•Obtain and maintain exclusive listings of my own

•Answer questions regarding contracts and terms of sale

BNY Mellon/ IT Technology Group, New York, NY-(Contract) February 2020 to June 2020

Project Coordinator

•Provide high level confidential support to Managing Director

•Worked directly with project managers to help implement project goals

•Prepare, revise and/or edits accurate reports for budgetary meetings both domestic and international

•Oversee variable aspects of projects and provide direct assistance to ensure timely project execution

•Liaise with project lead and other project managers to maintain project schedule and efficacy

•Assist with procuring materials and other items necessary for completing project goals

•Review project implementation and gather data on project execution

•Coordinate with project managers and project leads following project execution

JLL – Capital Markets, New York-(Contract) August 2019 – January 2020

Executive Assistant

•Provided administrative and production support that included typing correspondence, scanning documents, using email blasts

•Scheduled appointments, conference calls and set itineraries for Producer’s external and internal meetings

•Composed and prepared correspondence that is sometimes confidential

•Arranged complex and detailed travel plans, itineraries, and agendas; and compiling documents

for travel-related meetings and processed expense reports

•Assisted Producer and Real Estate Analysts with the preparation of marketing packages

•Maintained internal web-based data base; managed and updated deal statuses, fee agreements, press releases, confidentiality agreements, marketing list, activity tracking and email blasts

•Coordinated information regarding marketing data, occupancy data, expense analysis, aerials, maps, rent/sales, comparable, etc.

•Coordinated third party packaging support party packaging support – aerial photographs, outside printing, binding, etc.

BNYMellon/Pershing- IT Technology Group, Jersey City, NJ-(Contract) January 2019 – August 2019

Project Coordinator

•Provided high level confidential support to Managing Director

•Provided administrative support with Managing Director directors that included Directors and VPs

•Prepared and revised reports for budgetary meetings

•Prepared meeting notes and follow up on action plans

•Tracked of headcount of consultants both domestic and international

•On-boarded/Off-boarded both domestic and international personnel

•Heavy Calendar maintenance both domestic and international

Merrill Lynch/Bank of America - IT Technology Group, Jersey City, NJ-(Contract) March 2018 – December 2019

Executive Assistant

•Supported Senior Managing Director and direct reports (Directors and Vice Presidents)

•Acted as an information source on organization policies and procedures

•Performed administrative functions requiring confidentiality, initiative & sound decision-making

•Travel and Expenses (domestic and international) via Concur

•Managed complex calendar(s) via Outlook for Managing Director

•Primary contact person for internal associates & clients

•Processed on-boarding/off-boarding of Associates as they enter and/or exit Merrill Lynch i.e.:

designating seating and acquiring computer equipment, vendors, id, log-on, etc.

•Coordinated weekly, bi-weekly and monthly conference calls for Senior Executive

Barclays Bank- Global Markets Operation, New York, NY July 2017 – February 2018

Executive Assistant

•Direct support to Chief Operating Officer

•Handled extensive diary management and reconcile any conflict, booking meetings, committees and external meetings

•Prepared essential papers prior to meetings; emailing reminders for submission,

•Complied of reports for the distribution/printing of materials prior to each meeting

•Processed and reconciled expense claims and ad-hoc invoices in a timely fashion and within policy

•Managed the team shared drives and other relevant administrative and basic HR processes to support the Head of Global Markets Finance and his direct reports e.g., organizational unit changes, records management etc.

Merrill Lynch/Bank of America - Chief Investment Office, New York. NY-(Contract) July 2016 – June 2017

Executive Assistant

•Supported Senior Managing Director and direct reports (Directors and Vice Presidents)

•Acted as an information source on organization policies and procedures

•Performed administrative functions requiring confidentiality, initiative & sound decision-making

•Travel and Expenses (domestic and international) via Concur

•Processed documents for Visas

•Managed complex calendar via Outlook for Managing Director

•Primary contact person for internal associates & clients

•Processed on-boarding/off-boarding of Associates as they enter and/or exit Merrill Lynch i.e.:

designating seating and acquiring computer equipment, vendors, id, log-on, etc.

•Coordinated weekly, bi-weekly and monthly conference calls for Senior Executive

Deutsche Bank - Global Market Securities (Trading Floor), New York. NY-(Contract) February 2015 – June 2016

Sales Assistant

•Provided administrative support to the Chief Information Officer and 2 Managing Directors

•Managed schedules utilizing via MS Outlook (planning/arranging events, meetings,

travel arrangements, conference calls

•Processed documents for Visas

•Travel and Expense via PeopleSoft/AMEX/Concur

•Prepared reports using advanced functions of PowerPoint and Excel

•Acted as an information source on organization policies and procedures

•Organizes and prioritizing large volume of information request and calls

•Coordinated complex, senior-level internal/external meetings & conference calls with the use of WebEx & Conference

Merrill Lynch - GWIM-MSG, Jersey City, NJ-(Contract) September 2012 – January 2015

Executive Assistant

•Supported Senior Level Managing Director along with a group of (2) Managing Directors,

(4) Directors and (4) Senior Vice Presidents

•Travel and Expenses (domestic and international) via Concur

•Performed administrative functions requiring confidentiality, initiative & sound decision-making

•Managed complex calendar maintenance via Outlook and Lotus Notes

•Coordinated multifaceted travel for Managing Director and direct reports

•Processed on-boarding/off-boarding of Associates as they enter and/or exit Merrill Lynch

i.e.: designating seating and acquiring computer equipment, vendors, id, log-on, etc.

•Created calendar database for reservations of the conference rooms for the entire floor

Merrill Lynch - Emerging Market Sales (Trading Floor), New York, NY August 2010 - September 2012

Executive Assistant/Roadshow Coordinator

•Travel & Expenses Reporting

•Calendar arrangements & organization

•Coordinated & scheduled meetings, conferences & special events with venue

•Managed miscellaneous projects while maintaining general workflow assignments

•Created & edited marketing information for conferences

•Researched venues for Roadshow

•Invoiced-marketing materials such as: catalogs, magazines, etc. on an as needed basis via Concur

Licenses(s)

New York State Real Estate Salesperson October 2020

Licensed State of New Jersey Real Estate Salesperson February 2022

Associate Member of Institute of Real Estate Management September 2020

Education

University of Phoenix, Jersey City, NJ January 2021 (on leave)

Bachelor of Sciences in Business Management

•Business Communications Business Writing

Software

•Microsoft & iMac software: Word, PowerPoint, Excel, Access, Project Management, Salesforce, Lotus Notes, AMEX, Egencia Travel, Outlook, PeopleSoft, SharePoint, WebEx, Skype Meeting, CapForce and Dealio, Yardi

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