Project Management Executive Assistant

VANESSA ALVARES

** ******* **, ***********, ** **046 929-***-**** **********@*****.***

Professional Summary

Accomplished professional with extensive experience in administration, project management, internal communications, human resources, and corporate event planning. Adept at streamlining processes, improving cross-functional collaboration, and driving organizational success. Proven ability to manage complex projects, optimize communication strategies, and enhance operational efficiency. Fluent in multiple languages, facilitating effective engagement across diverse teams and stakeholders. Professional Experience

Executive Assistant

MetroPlusHealth, New York, NY April 2023 - Present.

• Executive Support:

Provide comprehensive administrative support to the Chief Marketing & Branding Officer, Deputy Marketing Officer, and VP of Customer Experience Strategy.

• Calendar & Email Management:

Prioritize, schedule, and manage conflicts in calendar and email, ensuring smooth communication and time management.

• Travel Coordination:

Arrange and coordinate domestic and international travel itineraries, including flights, accommodations, and transportation.

• Meeting & Event Preparation:

Prepare dashboards, agendas, and materials for leadership meetings, conferences, and events. Attend meetings, take minutes, and follow up on action items to ensure timely execution.

• Expense Management:

Oversee expense management, preparing, submitting, and reconciling expense reports to ensure accuracy and timely reimbursements.

• Event Logistics Coordination:

Coordinate logistics for marketing events and team offsites, including vendor selection, venue setup, catering, and AV equipment.

• HR Support:

Assist HR with employee engagement, onboarding assistance, and new hire orientation.

• Social media & Internal Communication:

Develop and curate content for social media channels and internal communications to enhance brand presence and employee engagement.

• Project Management Support:

Assist in planning and executing marketing and customer strategy projects, coordinating with vendors for timely resource delivery, tracking timelines, suggesting solutions, and maintaining project documentation through project management software (Monday.com).

• Proactive Support & Productivity Enhancement:

Anticipate needs and proactively identify opportunities to enhance productivity and efficiency across tasks and functions. HR Coordinator

Cyrus Knits, New York, NY January 2023 - April 2023

• Managed recruitment processes, including job postings, resume screening, and interview scheduling.

• Facilitated onboarding, prepared new hire documentation, and conducted orientations.

• Acted as liaison between employees and management for conflict resolution and policy compliance.

• Planned and executed employee engagement activities and recognition programs.

• Assisted in HR reporting on turnover, recruitment, diversity, and other metrics.

• Maintained accurate employee records in HRIS systems. Regional HR Manager and Administration Head

Royal & Sun Alliance, Dubai, UAE November 2008 - December 2021

• Recruitment & Talent Acquisition: Managed regional full-cycle recruitment and selection processes for offices across the Middle East.

• Internal Communications Strategy: Developed and maintained internal communication channels and platforms, ensuring consistent messaging through corporate newsletters, memos, and intranet content.

• Event Planning & Coordination: Assisted with corporate events, conferences, and company celebrations, managing event budgets, vendor contracts, and logistics to ensure cost efficiency.

• Project Leadership & Execution: Led and coordinated multiple projects, ensuring alignment with organizational goals and successful outcomes. Utilized project management tools to track project milestones, deliverables, and overall performance. Managed cross-functional teams, facilitating collaboration and communication between departments to ensure project success.

• Performance Management & Development: Implemented performance appraisal processes to drive employee growth and satisfaction.

• Onboarding & Employee Integration: Conducted onboarding and induction training to familiarize new hires with company culture and policies.

• Executive Support & Administration: Provided executive assistance to the CEO, managing emails, calendars, travel coordination, and expenses.

Marketing Communications Manager

Channel 4 Radio Network, Dubai, UAE July 2008 - October 2008

• Marketing Communication Strategy: Developed and executed impactful marketing communication plans to promote radio shows, events, and station campaigns, enhancing brand visibility and engagement.

• Promotional Material Creation: Coordinated the creation of compelling promotional materials and on-air scripts, ensuring consistency with marketing objectives and audience appeal.

• Audience Insights & Strategy Refinement: Analyzed audience feedback, ratings, and engagement metrics to continually refine communication strategies and drive stronger connection with listeners.

• Vendor & Partner Relations: Managed key relationships with vendors, agencies, and partners, ensuring the successful execution of marketing initiatives and collaborations.

• Advertising Campaign Management: Supported the management of advertising campaigns and sponsorship integrations, driving revenue and expanding brand reach.

• Creative Support & Strategic Assistance: Assisted the Creative Director with administrative tasks and strategic projects, contributing to the overall creative direction and execution of marketing efforts. Education

Bachelor of Arts - Sociology

University of Karachi, Karachi, Pakistan

Technical Skills

• Microsoft Office Suite:

Outlook, Excel, PowerPoint, and Word

• Project Management Software:

Asana and Monday.com

• HRIS & Payroll Systems:

SuccessFactors and Paychex

• Data Analytics & Reporting Tools:

Tableau, working knowledge of Google Analytics

• Collaboration & Communication Tools:

Proficient in Webex, MS Teams, Slack, TikTok, Instagram, and Facebook for efficient communication, virtual meetings, content sharing, and social media engagement.

• Document Management Tools:

Adobe Creative Suite, SharePoint, DocuSign, Share Drive, Google Drive Core Skills & Competencies

• Project Management

• Social Media Management

• Internal Communications

• Human Resources & Talent Acquisition

• Event Planning & Vendor Management

• Budget Management & Cost Optimization

• Data Analysis & Performance Metrics

Contact this candidate