Executive Assistant Chief Financial

Leticia Balkaran

WORK EXPERIENCE:

*/**** – **/2024 Episcopal Health Services (St. John’s Hospital), NY

Senior Executive Assistant to CEO

Key responsibilities include management of CEO’s calendar, coordinated attendance at company sponsored fundraisers, public interviews as well as personal events. Took and dispersed meeting minutes, processed reimbursements, meeting planning and execution.

Timekeeper for C-Suite Executives and Executive Assistant team and ensured accuracy of payroll and timesheets.

Managed the on-boarding processes of board members and physicians.

Maintained a thorough understanding and knowledge of activities of the CEO, routing questions to the appropriate division leadership and team members and ensured that regulatory, city, state and federal governmental officials and members of the public received timely, courteous, accurate, and diplomatic responses.

Notarized company documents with Department of Health, regulatory agencies, and real estate contracts

Liaison with the Board of Trustees and CEO Council in the approval of meeting minutes, provided meeting documents, coordinated meetings, catering requests, space requirements, facilities monitoring, security clearances.

Attended meetings with CEO and on behalf of CEO to ensure knowledge of high priority discussions and action items.

Established and maintained well-documented paper/electronic records management system for correspondence and other materials.

Exercised and applied discretion, tact, and sound judgement in the handling of sensitive and confidential matters.

4/2024 – 06/2024 NYC Economic Development Corporation, NY

Executive Assistant to President (Temp)

Report directly to Chief Financial Officer and Chief Infrastructure Officer to provide Calendar Management, Office Coordination, Project Management, Special Events Assistance, and liaise with executive administration team to ensure that company president received meeting preparation materials for review and subsequent approval. Conference room management, company lunches, time off coverages, security clearances, press coordination, volunteer for company sponsored events.

11/2023 – 02/2024 Einstein College of Medicine, Bronx, NY

Executive Assistant (Temp)

Report directly to Chief Financial Officer, Senior Associate Dean for Finance and Operations, Assistant Dean for Information Technology, to provide Office Coordination, Project Management, Special Events Assistance, and liaise with Board of Directors, and Board of Trustees at Einstein College of Medicine and Montefiore Medical Center

08/2023-10/2023: Belmont Park; Aqueduct, Saratoga Racetrack, NYRA/New York Raceway Association, New York, NY

EXECUTIVE ADMINISTRATOR (TEMP)

Partnered with the Vice President of Human Resources to coordinate office services with NYC Department of Human Services for the benefit of internal and external constituents

Assisted VP with the addressing of confidential, high-level, employee and labor relations matters

Reviewed and Prepared information packages, presentations, and training modules; Briefed VP and other executive leadership

Drafted and Prioritized time/legally sensitive tasks lists, correspondence, schedules, and expense reports for VP and NYRA Coordinated travel logistics and activities for HR and Payroll leadership teams

Conducted audits for process improvement and quality assurance, and to identify growth opportunities in HR and Payroll departments

Monitored contracts calendar and researched opportunities to renegotiate contracts or seek new vendors

Managed the recruitment and on-boarding processes, as well as confidential searches for HR and Payroll departments

Maintained and Reviewed budget reports, records of expenditures; Processed transactions under the Saratoga expense account

08/2022-04/2023: Pfizer, New York, NY

Executive Assistant, Experience, Strategy, & Excellence

Provided support to a team of 4 Vice Presidents in the Digital Architecture Division with heavy calendar management, in-person and virtual meeting requests, expense reporting, travel arrangements and itinerary execution

Planned and Executed Off-Site Events, Team-building Activities, Employee Recognition Ceremonies, and Holiday Celebrations Collaborated with HR/Human Resources Personnel to address interpersonal issues among colleagues, on-board new employees with Pfizer’s “Buddy Pairing System”, and with Distribution List Permission Management

Tracked progress of Employee Training Modules to ensure compliance with Human Resources and individual role responsibilities, including reminders to staff of approaching and past due deadlines

Created Budget Tracking Spreadsheets for offsite meetings, travel, team-building retreats; Polled colleagues on preferences for meetings, events, group activities, via questionnaires; Drafted reports with polling data for review by senior leadership

Maintained confidentiality of Pfizer’s proprietary information and internal communications

Coordinated with administrative staff to execute group meetings, book conference spaces, register colleagues and visitors across company locations, plan meals, create employee appreciation gift exchanges, and order supplies via Ariba purchasing platform

04/2021-06/2022: Vista on 5th, New York, NY

Executive Assistant to President & CEO

Served as Administrative, Operational, and Logistical Support Specialist to the Chief Executive of a 127-bed, 73-employees, Non-Profit, Assisted Living Program for seniors; Highlighted actionable items to be addressed immediately by CEO

Provided additional support to Director of Operations; entrusted with master keys for facility/on-call in case of emergencies

Monitored costs by maintaining relationships with established vendors, building relationships with new vendors, and researching/sourcing quality supplies at best prices; Processed purchase orders for facility and monitor inventory levels

Functioned as Liaison between Executives, The Board of Directors, Department Heads, and Residents’ Representatives Assisted Grant Writing and Development Departments by acting as an intermediary between them and the CEO, checked data and monitored deadlines related to the successful completion of funding applications

Represented facility at Department of Health audits, to ensure that organization followed guidance on pandemic protocols

Managed calendar of Chief Executive; Scheduled appointments; Coordinated meetings, took minutes, and drafted summaries

Floated to Accounting, Concierge Services, and Recreation Departments, as well as, supported Case Management Staff with delivery of services when faced with realities of pandemic-related staffing issues

Emphasized facility’s commitment to maintaining a customer-friendly environment by encouraging communication between Executive Office, Departments, and Residents; tracking residents’ concerns and feedback, as well as, directing residents and concerned parties to appropriate personnel

08/2016-2021; 07/2015-08/2016, 02/2013-04/2014: VNSNY02/2013-04/2014: Administrative Assistant II, VNSNY via Access Staffing Agency – Led the Contract Administration Clinician Escort Pilot program in the Bronx region

Administrative Assistant II/Placement Coordinator; Business Service Coordinator

Offered new cases on the placement web, vendor changes, investigated service delivery issues, and reeducated LHCSA’s on proper protocols, Advised and Reeducated licensed agencies on proper patient care protocols

Partnered with Revenue Cycle Staff to ensure consent forms are signed for timely billing of Medicaid recipients

Supervised interns on workflow procedures associated with document control

07/2016-08/2016: Senior Administrative Assistant, Affinity Health Plan via The Millennium Group, Inc. (Placement Agency) 01/2016-07/2016: Executive Receptionist/Administrative Assistant, Sterne Agee/CRT Capital Group, LLC

07/2015-12/2015: Executive Receptionist, CIT Group, Inc.

Functioned as key member of executive team tasked with the implementation of cost-effective strategies and budget management Supported the President and team of up to ten executives with receptionist and administrative duties

Provided support to the CEO and his executive team, including screening calls, directing visitors, reserving offices / workstations in the New York office, and updating the visitor allocation sheet daily

Managed an executive reception desk at the New York corporate office, provided support to approximately 300+ employees and visitors daily, including conference room bookings, ID badges, refreshments, and monitoring the main switchboard

Coordinated with security teams to ensure that guests and visitors are properly registered and had the appropriate clearances

01/2011-04/2012: Complete Discovery Source, Inc., New York, NY

Litigation Support Analyst

Managed billable hours and Kcura’s Relativity program by: Creating and Customizing review layouts, Monitoring user accounts and permissions and workspace and group permissions, manipulating load files/metadata, Tagging documents for productions

Participated in project design meetings with clients and design teams; Created custom scripts and objects

Tested new versions of Relativity and provided technical support for clients during the upgrade process

Managed internal user tracking logs and maintained databases for SAS70 Phase I and Phase II certifications

04/2004-12/2010: Metropolitan Office & Computer Supplies, Inc.

Purchasing Manager/Customer Service Representative

Provided sales support to NYC local Government agencies, along with bid requests, price matches, and the fulfillment of NYC and NYS awards; Maintained complete updated purchasing records/data and the sales database

Sourced, Selected and Negotiated the best purchase packages in terms of quality, price, delivery, and service with suppliers

Designed and created promotional items aimed at increasing sales goals and targeting new business

Ensured the accuracy of inventory levels; Made recommendations on products based on turnover rates

EDUCATION:

Master of Arts and Sciences: Urban Affairs, ABT Queens College, CUNY June 2024

Bachelor of Business Administration: Urban Studies, Cities and Social Medicine, Queens College, CUNY, July 2021

Associates of Applied Science: Computer Information Systems, Queensborough Community College, CUNY, January 2005

SKILLS:

Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) E-Pro, Zoom, Microsoft Teams, Project Management, Calendar Management, Database Management, Fiscal Audits, Payroll and Benefits, Corporate Training, Event Planning and Execution, Page Up, Ariba, NYS Notary Public, Relationship-Building / Team Building Guru, Negotiation, Strategic Processes Implementation, Biopharma, Law Firms, Investment Banking, Healthcare, C-Suite Management, Urban Policy and Planning, Budgeting, Operations, Facilities Management, Cultural Sensitivity Specialist, Corporate Team Culture Consultant, Concur Expense Reporting, Workday, Meeting Organization, Global Travel, Corporate Compliance, Onboarding, Distribution Lists Management

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