Executive Assistant Support

Martie DAndrea

***** ********** *****

Lawrenceburg, IN 47025

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

A highly experienced HR Administrator and Executive Assistant with over 25 years of success in supporting C-level executives and driving diversity and inclusion initiatives. Adept at interfacing with senior leaders to influence policies and processes that foster an inclusive workplace. Skilled in remote and hybrid work environments, with exceptional organizational and problem-solving abilities.

Proficient in Microsoft OƯice, with strong verbal and written communication skills. Experienced in working with diverse teams, meeting deadlines, and handling multiple priorities with eƯiciency. Detail-oriented, highly accurate, and a proven team player. Demonstrates professionalism and discretion in managing confidential and sensitive matters.

Executive Assistant to Sr. VP & CTO Project Assistant Vapotherm February 2024 – Present

Provide executive support to the Sr. VP & CTO and project assistance to the VP of Research & Development, VP of Operations, Sr. Quality Director, VP of Connectivity

& Data Management, Director of Innovation Engineering, VP of R&D Singapore, and Director of Engineering, spanning locations in Cincinnati, New Hampshire, Texas, Tijuana, and Singapore.

Event Coordination:

o Plan and manage in-person Technology Leadership Summits (twice per year), including travel arrangements (airfare, hotel, rental cars), team-building activities, meeting setup, meals, and entertainment. o Organize Quarterly Technology Town Halls and Quarterly Technology Strategy Meetings (both in-person and virtual).

o Schedule and coordinate team-building activities and dinners upon request from the Technology Leadership Team.

o Reserve hotel desks for visitors and traveling associates at the Cincinnati home oƯice.

Meeting Management & Documentation:

o Take detailed notes and action items for key meetings, including Weekly StaƯ Meetings, Cross-Functional Alignment, Quality Management Review, Technology Talent Summit, Quarterly Technology Strategy Meeting, Monthly Project Updates, Monthly Operating Review, and Technology Town Hall. o Schedule and facilitate Teams meetings across multiple time zones, assigning meeting rooms as needed.

o Set up weekly 1:1 meetings for the Sr. VP & CTO with Technology Team leaders in 3-month increments.

Financial & Administrative Support:

o Manage and submit expense reports for the Technology Team using the Concur System.

o Enter requisition details and create purchase orders (POs) in Epicor. o Support financial and budgetary processes, including procurement and billing.

• Project Support & Execution:

o Assist in the planning, coordination, and execution of projects across departments.

o Track project progress, identify risks/issues, and report updates to the project manager.

o Conduct research, compile data, and prepare reports for executives, committees, and boards.

o Maintain accurate project documentation for reporting and presentations. o Ensure projects stay on schedule, providing strategic recommendations when needed.

o Serve as a liaison between the Project Director and team members, ensuring eƯective communication and timely task completion. o Track and monitor Company Compliance Training for employees. Sr. Administrative Assistant to Vice President

Rockefeller Capital Management September 2021 – 2024

• Ensured daily operations ran smoothly and eƯiciently.

• Coordinated and prepared for meetings, including reserving conference rooms, arranging catering, preparing materials, scheduling key staƯ, and managing travel arrangements.

• Proactively managed projects with strong organizational, communication, and problem-solving skills.

• Facilitated onboarding for new associates.

• Maintained constant communication with executive oƯice members, management, clients, and vendors on various projects and meetings.

• Handled highly confidential personal and financial information with discretion.

• Organized corporate events, managing all logistics, venues, and RSVP coordination.

• Prepared and expedited quarterly income tax payments for clients.

• Managed all aspects of calendars for the Ritz Team, ensuring alignment with communication, travel, and meeting priorities.

• Maintained and updated client databases to ensure accurate records.

• Acted as a liaison between internal staƯ, clients, and external organizations, demonstrating leadership, confidentiality, and trust.

• Processed expense reports, check requests, and other administrative tasks.

• Created, maintained, and archived documents in an organized filing system.

• Documented and adhered to best practices while continuously seeking process improvements.

• Leveraged available technology to enhance eƯiciency and streamline workflows.

• Executed special projects as assigned.

Executive Assistant to VP of Revenue Cycle

UofL Health March 2021 – September 2021

• Demonstrated and promoted the organization’s core values and standards.

• Anticipated potential issues and conflicts, taking proactive action to resolve them.

• Composed correspondence for approval and finalized documents drafted by others.

• Created and modified advanced graphics, charts, presentations, and spreadsheets.

• Scheduled meetings, compiled agendas, prepared background materials, took minutes, and ensured timely completion of follow-up assignments.

• Coordinated conference room reservations, audiovisual setup, and catering for meetings.

• Arranged travel, including flights, ground transportation, hotel accommodations, and conference registrations, while preparing detailed itineraries.

• Upheld high professional and ethical standards in daily activities.

• Assisted with special projects, data entry, patient accounts, and report generation.

• Provided exceptional customer service, eƯectively interacting with physicians, patients, visitors, staƯ, and the healthcare community.

• Focused on exceeding the needs of both internal and external customers.

• Maintained accountability for actions and results, striving for continuous improvement.

• Aligned people, processes, and organizational structures with UMC’s strategic objectives.

• Practiced active listening and clear communication to ensure eƯective messaging.

• Conducted business with honesty and professionalism, modeling ethical behavior.

• Consistently demonstrated a commitment to service, organizational values, and professionalism.

• Maintained confidentiality and safeguarded sensitive data at all times. OƯice Manager / Executive Assistant to CEO

Uptown Consortium July 2018 – February 2021

• Managed administrative functions for the President & CEO, handling confidential matters with discretion.

• Collaborated with internal and external stakeholders to drive diversity, inclusion, and cultural competency initiatives within the organization and community.

• EƯectively communicated with executive-level personnel, city oƯicials, and community leaders on Uptown’s Innovation Corridor Development project.

• Coordinated schedules, activities, and workflows while prioritizing tasks to ensure eƯiciency.

• Arranged complex travel logistics, including multi-destination itineraries, budget considerations, and expense reporting.

• Integrated multiple executive calendars, making independent decisions to accommodate internal and external commitments.

• Scheduled and coordinated conferences, meetings, and interviews, managing agendas, materials, accommodations, and logistics.

• Adapted to shifting priorities, managing multiple ongoing projects simultaneously.

• Supported complex projects from inception to completion, ensuring timely execution.

• Established reporting systems, oƯice procedures, and policies to enhance eƯiciency.

• Managed crisis situations and provided solutions, making recommendations to leadership.

• Identified resources and streamlined processes for project execution, advising key personnel.

• Acted as a gatekeeper in the CEO’s absence, prioritizing requests and directing inquiries appropriately.

• Took ownership of departmental concerns, following up on resolutions and ensuring key operational updates were communicated.

• Prepared Board, Financial, and Community Development meeting packets, conducted research, compiled reports, and independently composed meeting minutes.

Executive Assistant to Dean of Law

University of Cincinnati September 2015 – July 2018

• Managed administrative functions for the Dean of the College of Law, handling confidential and complex matters with discretion.

• Served as the central point of contact for the Dean, facilitating communication with faculty, staƯ, and external stakeholders.

• Coordinated and attended Board of Visitors meetings, preparing board packets, reports, updates, meeting minutes, and general correspondence.

• Directed and managed daily operations for the executive oƯice.

• Oversaw faculty elections, award applications, performance reviews, and scheduling of Faculty Advisory Committee (FAC) and student meetings.

• Arranged travel, processed expense reimbursements, and coordinated formal dinners for guest speakers.

• Assisted with Hooding Ceremony planning and execution.

• Organized and attended monthly faculty meetings, distributing agendas, meeting packets, and recording minutes.

• Tracked the status of all projects and documents requiring the Dean’s review or signature, supporting correspondence, meeting preparation, and speech arrangements.

• Managed the Dean’s calendar, prioritizing meeting requests and public appearances.

• Compiled background materials for meeting attendees and established a master schedule for standing executive meetings.

• Provided administrative support to other College of Law Deans as needed.

• Prepared agendas, maintained extensive oƯice files, and acted as a liaison with university oƯices and departments.

• Planned and coordinated the annual holiday luncheon for staƯ and faculty.

• Organized the use of facilities and equipment for events and meetings.

• Coordinated travel arrangements and related meeting logistics. HR Administrator / Dispatcher

C&B Marine April 2013 – September 2015

• Managed HR administration, staƯing, and dispatching for 180+ employees in the Marine Transportation industry.

• Screened applications, coordinated interviews, and facilitated the hiring process for new employees.

• Monitored employee progress, addressed concerns, and ensured compliance with company policies.

• Represented the company at career fairs and river industry events to attract top talent.

• StaƯed and dispatched vessel personnel based on operational needs, coordinating crew changes as requested by customers.

• Served as the HR liaison between vessel and oƯice personnel, ensuring eƯective communication and support.

• Processed and coded weekly vessel timecards for payroll accuracy.

• Organized quarterly vessel management meetings.

• Managed scheduling for the entire crew department, overseeing staƯing for 18 towboats and 5 cleaning docks.

• Promoted employee relations through vessel and harbor visits, fostering morale and providing training support.

• Provided administrative support to the Operations Manager and Safety Team.

• Maintained daily communication with vessel and shoreside employees to ensure smooth operations.

• Served as the on-call contact 24/7 for emergencies and vessel-related issues after hours and on weekends.

• Coordinated transportation for vessel employees, booking buses, trains, flights, rental cars, and hotel accommodations.

• Negotiated with travel agencies, rental car companies, and hotels to expand transportation options and reduce costs.

• Monitored and reported onboard safety concerns based on crew feedback, ensuring compliance with safety regulations.

• Tracked and documented mandatory safety drills and training exercises.

• EƯectively operated under high-pressure and fast-paced conditions.

• Prepared and distributed financial, statistical, vessel payroll, travel cost, and personnel status reports on a weekly and monthly basis.

• Handled sensitive and confidential employee information with discretion. OƯice Manager / Executive Assistant

OLCO Inc. May 2010 – April 2013

• Managed daily operations and workflow for OLCO Inc., a primary contractor for the Indiana Department of Transportation (INDOT).

• Provided executive administrative support to the President, Vice President, and Operations Manager.

• Supervised oƯice personnel, processed new hires, conducted orientations, and maintained confidential personnel records, including annual performance reviews and salary data.

• Handled accounts receivable/payable, payroll processing, and expense coding for multiple construction projects.

• Balanced credit card statements for oƯice and field personnel and logged financial and statistical data.

• Served as a liaison between OLCO Inc. and INDOT, addressing inquiries and resolving discrepancies.

• Maintained spreadsheets and input expenses and quantities into daily work logs.

• Calculated operating hours, labor hours, traƯic reports, erosion control data, pay vouchers, and profit and loss for ongoing projects on a weekly basis.

• Assisted in calculating unit prices for bidding and ensured proper documentation of invoices and field tickets for payment processing.

• Managed multiple calendars and coordinated travel schedules.

• Oversaw E-Verify compliance and prepared the Indiana Fuel Sales Tax Report quarterly.

• Prepared and maintained job boards and spreadsheets for new INDOT projects.

• Acted as the company’s Equal Employment Opportunity (EEO) representative, ensuring compliance with all EEO and Title VI regulations.

• Maintained continuous communication with field associates and vendors to keep projects on schedule and ensure timely delivery of materials.

• Generated invoices, pay vouchers, and pay estimates.

• Prepared compliance reports and coordinated weekly and monthly regulatory meetings.

• Created and maintained confidential revenue reports.

Contact this candidate