Executive Assistant Administrative Support

Michelle Guzman

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

Career Objective

Executive assistant with 16 years of experience being proactive, dependable, and taking charge with professional success in providing administrative support to C-Suite and top level executives, vice presidents, & senior management. Detail oriented with effective organizational skills, positive outlook, self driven and takes initiative. Consistent with follow up and prioritizing to effectively meet deadlines. A strong ability to multi-task and provide discreet, confidential work, with a strong work ethic and unwavering commitment to customer service excellence.

Professional Experience

The New York Times New York City, NY Aug 2021 - Nov 2024

Executive Assistant, Opinion

●Provide a wide range of operational and administrative support and assistance on other related tasks and administrative duties as assigned

●Manage an ever-changing calendar, including vetting and prioritizing meeting requests and coordinating conference calls, interviews, meetings, and complex travel bookings

●Maintain a high degree of confidentiality and discretion in regard to all matters and documents; be trusted with highly sensitive and confidential information

●Conduct research, draft memos, and prepare executive for internal meetings

●Handle a heavy volume of requests from internal and external stakeholders including, but not limited to, answering inquiries, resolving problems, and making appropriate referrals

●Develop and maintain strong relationships with key contacts of various levels within and outside of the company as well as act as a liaison between the executives and members of the department

●File all expenses for reimbursement on behalf of the two executives

●Plan events including, but not limited to, town halls, lunches, dinners and social gatherings

Moët Hennessy New York City, NY Jun 2021 - Aug 2021 (Contract)

Executive Assistant to SVP of People

● Manage senior level executive calendars and schedule appointments

●Provide appropriate administrative support, compile documents as needed

●Research and make travel arrangements (cars, hotels, flights)

●Organize meetings (reserve rooms, order meals, etc)

●Prepare T&E expense reports requested

●Effectively use all MS Office and proprietary systems tools to support the HR team

●Manage senior level executive calendars and schedule appointment

●Provide appropriate administrative support, compile documents as needed

●Research and make travel arrangements (cars, hotels, flights

●Organize meetings (reserve rooms, order meals, etc…)

●Prepare T&E expense reports

●Effectively use all MS Office and proprietary systems tools to support the HR team

●Manage workload including presentation and spreadsheet development, correspondence and other written documents

●Prepare and distribute meeting agendas, take meeting notes, and distribute as needed

●Attend relevant meetings and other company meetings as requested

●Works within MH software and sites to post updates, create forms, pull reports, etc

●Provide support to team members as requested

●Draft, proofread, edit and coordinate internal and external communications (emails, press releases, etc.)

●Supports team with the planning and execution of internal and external corporate events

●Occasionally attends events and helps to promote our brands to attendees when appropriate

●Liaises with vendors to create branded swag and or purchase specialized gifts for events and press

●Works with MH shipping/receiving team to ensure that packages for the team are shipped correctly and within all state and federal regulations

●Collects all receipts and spending documentation as needed for budget tracking

●Tracks and monitors project budgets; identifies variances on a monthly basis

●Arranges for reclassing of expenses where appropriate

●Issues Purchase Orders and tracks payment process as needed to reconcile budgets.

EPIX New York City, NY 2018 - 2019

Executive Assistant to EVP/Chief Digital Officer & SVP/Chief Technology Officer

●Manage Chief Digital Officer and Chief Technology Officer's daily calendars, coordinate meetings, phone coverage & ensure they remain on schedule throughout the day

●Track and reconcile corporate card info and coordinate T&E processing thru Concur

●Coordinate all travel arrangements, including hotel/flight reservations; create travel itineraries.

●Organize meetings and, as needed generate agendas, take and distribute notes, provide updates, confirm conference

rooms/dial-in numbers/video conferences

●Coordinate department events such as office breakfast, lunch or dinner events, as well as off-site events, also to include our yearly hackathon event

●Assist with processing/coding monthly finance department invoices

●Update contact lists, department’s organization charts, mailing and distribution lists

●Provide general administrative support including filing, copying, faxing, sending packages/letters, ordering supplies

for the entire digital team, handling messages and deliveries

●Coordinate with other departments and external vendors as needed

●Research and assist with projects & program initiatives, as assigned

●Help with onboarding new department employees and point of contact for all visitors

●Maintain confidentiality of all corporate, personnel and research matters

Time, Inc. New York City, NY 2013 - 2017

Executive Assistant to Editorial Director of News Group/TIME Magazine & Digital Director of TIME.com

Executive Assistant to President of Digital & Group Editor of the Style/Entertainment Group, Time, Inc.

●Calendar management: schedule internal and external meetings

●Coordinate and arrange all travel/hotel and car service accommodations; create itineraries

●Reserve and prepare conference rooms prior to all meetings, including conference call & video chat set-up.

●Create and maintain schedules, reports and matrices

●Communicate with clients and executives at all levels of the company

●Handle event planning for industry dinners/events

●Plan agenda for staff meetings, take and distribute notes

●Manage projects/handle specific assignments

●Prepare executives monthly expense reports thru Concur

Canoe Ventures, LLC. New York City, NY 2010 - 2012

Executive Assistant to Chief Product Officer / Administrative Assistant Agency & Network Relations

●Manage senior level executive calendars and schedule appointments

●Screen incoming calls, correspondence and respond independently when possible

●Prepares agendas, notices, memos and spreadsheets, help with creation of powerpoint presentations

●Welcome new employees to team, handle visitor building access and maintain orderly team documents on network drive

●Written correspondence. Respond to routine external correspondence. Type memos, purchase requisitions, payment requests and other department forms and documents

●Arrange complex and detailed travel plans and itineraries; compile documents for travel related meetings for all branches

●Prepare weekly expense reports and assist in corporate event planning

●Interface with engineers, vendors, marketing department and clients, help with coordination of meetings and events

Thomas Publishing Co. LLC. New York City, NY 2007 - 2009

Executive Assistant to VP of Marketing

●Primary responsibility to manage all administrative aspects for the Vice President of Marketing for Thomasnet.com. In addition, support the Web Initiatives/Audience Development department as needed, especially key department directors

●Handle administrative duties for VP to include; calendar upkeep, managing meeting requests, travel arrangements, expense reports, managing email and voicemail on a daily basis

●Anticipate, react and resolve issues; i.e. schedule conflicts, outstanding items, phone calls

●Support the department to ensure smooth functioning; maintain overall departmental expense tracking and monitor against budget guidelines, implement cost control measures where appropriate, manage approval process with Finance department for new equipment purchases, distribute mail, maintain files, replenish supplies when necessary and process invoices for vendors

●Maintain reporting on employee vacation and sick time, communicate when necessary on time consumed or available, manage master marketing calendar for the department

●Administer conference facilities and assist in meeting scheduling and preparation

●Monitor Forums on Thomasnet.com; identifying and cleaning out any SPAM within the Forums section of the webpage

●Liaise with I.T. Help Desk-initiate and follow-up on requests to I. T. Help Desk; ensure issues with computer or mobile devices are always resolved, i.e. ensuring supervisors always have remote access to emails and the internet

●Assist customer service with phone inquiries on Thomasnet.com; insure customer is using Thomasnet.com for their supplier needs

Thomas Publishing Co. LLC. New York City, NY 2006 - 2007

Executive Assistant to the Publisher

●Schedule meetings on behalf of the publisher with outside prospects, vendors and customers

●Support publisher with logistical and administrative tasks related to smooth functioning of the department and all publications in print and electronic formats

●Handle internal sales support functions, for example, organize weekly sales call, confirm and process monthly commission statements, fill media kit requests, magazine requests

●Handle administrative functions for the department, such as, help maintain departmental budget, field incoming calls to publisher's office, open, sort and distribute mail, check and process travel/expense forms and invoices, coordinate in-office meetings, organize and file paperwork including vendor contracts, vendor tax id forms, processed invoices, process new vendors, process invoices for marketing and sales departments

●Coordinate publisher's calendar to ensure smooth day to day communication and project tracking, book publisher's travel

●Act as the point person for all employees in the TTN Group with all corporate service departments to ensure smooth communications and service scheduling as needed

●Work with the marketing director on processing circulation deletes, changes and additions

●Update saleslogix (CRM) database with updated sell sheets and media kit pdf files

●Train employees to comprend new CRM database (Salesforce)

Education

C.U.N.Y. - Baruch College NYC Bachelor of Arts - English Literature - 2002

Skills

Proficient in Microsoft Suite, Google Docs, Concur, SAP, Confluence, PC/MAC; Fluent in Spanish.

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