Executive Assistant & Operations Specialist

TINA CONTIS-QUINN

718-***-**** • ****.******@*****.***

Summary

Highly accomplished Executive and Operations Support professional with over 20 years of progressive experience managing complex executive functions, driving critical process improvements, and ensuring seamless daily operations for senior leadership. Expertise encompasses advanced calendar management, comprehensive domestic/international travel and expense coordination (including Concur proficiency), high-level liaison support, and maintaining strict confidentiality. Seeking to leverage proven adaptability and proactive problem-solving skills to excel as an Executive Assistant-Operations supporting a growing organization.

Professional Experience

Executive Assistant/Office Manager September 2025 – Present CENTIVO - Contract

• Directed comprehensive Office Manager functions for a new site, organized office supply procurement, supported critical vendor contracts, and liaised directly with building maintenance to ensure robust operational continuity.

• Supported the Legal Team by accurately executing contract agreement uploads and documentation management within the IronClad legal repository system. Reviewed and verified all contract agreements.

• Served as the dedicated Executive Assistant for the Buffalo site, expertly managed executive schedules via Outlook and coordinated high-impact internal functions such as the annual Holiday Happy Hour; and tailored New Hire Welcome packages.

Executive Assistant to the Director of Development April 2024 – August 2025 FOLGER SHAKESPEARE LIBRARY

• Spearheaded logistics and strategic planning for premier cultivation events, including Mixology, successfully secured and supported a key sponsorship from a leading alcohol brand.

• Drafted nuanced donor biographies and comprehensive briefing materials for senior leadership, directly supporting effective engagement strategies with high-level donors and board members.

• Managed all Development Committee operations, encompassing precise agenda setting via Outlook and Google calendars, detailed minute-taking, and proactive board communications.

• Co-developed and delivered a comprehensive onboarding documentation deck for the incoming Executive Director, detailing team strategy, fundraising priorities, and donor engagement goals.

• Supported the successful submission and reporting cycle for foundation grants, ensuring compliant and high quality deliverables for 80% of all applications.

• Actively contributed to internal planning and inclusion committees, driving institutional-wide equity and engagement initiatives.

• Functioned as the primary liaison for the Development department, guaranteeing smooth day-to-day administrative operations and essential interdepartmental coordination, including calendars, travel, and expense reporting.

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Sr. Executive Assistant/Payroll Manager (K.T. Construction Services, Inc.) May 2023 – April 2024 ASTON CARTER, BUFFALO, NY

Managed bi-weekly payroll processing for approximately 60 staff members, accurately handling wage reviews, adjustments, attrition reporting, and bonus processing while ensuring compliance with DOL standards.

• Drove the research and successful implementation of GPS vehicle tracking and monitoring systems, enhancing fleet management and accountability.

• Maintained rigorous financial operations oversight, including accounts receivable/payables, and managed the company’s Safety Data Sheet (SDS) Library to meet regulatory requirements. Sr. Executive Assistant May 2022 – February 2023

WORKIVA, REMOTE

• Orchestrated heavy domestic and international business calendars for VPs, managed VP proxy approval rights in Workday, coordinated intricate international travel itineraries, and handled full-cycle expense reporting and account reconciliations.

• Facilitated the seamless onboarding of new employees, coordinating all orientation travel, accommodations, and scheduling attendance for the Annual Amplify Conference and requisite strategic meetings.

• Leveraged the Workiva “Sandbox” platform effectively to create, update, link, and publish sensitive information instantaneously for real-time team collaboration.

• Managed full coordination for quarterly QBR meetings held across multiple remote locations (Denver, CO, and Scottsdale, AZ), including complete management of hotel blocks, complex travel, and all associated daily meals and events over 4 days.

Process Manager 1/Underwriter 1 November 2020 – May 2022 JP MORGAN CHASE

• Proactively identified and executed process enhancement initiatives, managing complex assignments autonomously with minimal supervisory oversight, requiring expert interpretation of organizational policies.

• Ensured 100% completion of all essential compliance trainings and critical project milestones according to established timelines and budgetary constraints.

• Obtained Underwriter I Lending Authority (Feb 2021), authorizing underwriting for property values up to $1M across Agency & Non-Agency Refis, ReSubs, and Purchase Accounts. Sr. Executive Assistant to Executive Director Process Improvement(Chase Bank Support) August 2019 – November 2020 VETERANS SOURCING GROUP

• Managed complex calendars for Executive Director Process Improvement and Team of six VPs, all domestic and international travel and later expense reporting. Handled projects and assignments autonomously, using deep institutional knowledge for effective problem resolution with limited supervision.

• Maintained strict adherence to deadlines for all mandated compliance training modules and project milestones within defined budgetary parameters.

• Participated on critical cross-functional teams, driving process improvement actions from initial concept through fruition, including developing risk mitigation action plans.

• Functioned as the Subject Matter Expert (SME) for designated functional programs and complex processes, advising stakeholders across divisions.

• Acted as the primary liaison between the Executive Director, VPs, staff, and operational teams on all project- related matters, ensuring clarity and alignment.

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• Coordinated and managed all Training Groups for Offshore and Domestic Underwriters, overseeing the review and reconciliation process for Lending Authority qualifications.

• Composed and transposed all sensitive written correspondence from the Executive Director to staff, offshore teams, and clients, covering confidential matters, performance reviews, and recognition notices.

• Planned and flawlessly coordinated all organizational Town Hall meetings for executive communication rollouts. Provided robust support to the executive leadership team, including intricate travel requests and sophisticated PowerPoint presentation development.

Project Manager & Executive Assistant to the CEO February 2018 – July 2019 WORLDATWORK

• Revitalized the company Speaker Bureau by coordinating efforts with General Counsel and Finance, resulting in a successful revenue increase of $25,270 from keynote addresses and speaking engagements within the first two months.

• Conducted daily research on trending topics in HR, AI technology, and total rewards to inform CEO keynote presentations; managed end-to-end logistics for the annual conference attended by 1500+ HR executives.

• Conceptualized and coordinated production of first bespoke, branded Seville Row styled suit for CEO to launch new company logo at Annual Total Rewards conference, generating significant social media response and coverage. There are now 7 in the series.

• Planned and coordinated highly successful onsite Social and Wellness events for staff under the HR umbrella, achieving an 85% staff participation rate through initiatives like wine tastings and D&I potlucks.

• Provided high-level executive support to leadership, including complex domestic and international travel logistics, expense processing, and advanced PowerPoint presentation creation. Sr. Executive Assistant / Office Manager December 2011 – July 2017 PAYPAL, REMOTE

• Provided dedicated support to VP Global Operations, managing extensive business and social calendars, proxy approvals in Workday, complex domestic/international travel planning, expense submissions, and routine account reconciliations.

• Designed, built, and maintained the internal employee discount portal, ensuring 24/7 functionality through accurate uploading of vendor data, discount structures, and expiration timelines.

• Authored and transcribed confidential written correspondence for the VP to staff and external clients, including drafting sensitive HR offer letters and Non-Disclosure Agreements (NDAs).

• Managed the end-to-end logistics, travel coordination, and budget adherence for the company’s sponsorship attendance at the Big Brothers Big Sisters annual charity event.

• Mastered vendor lifecycle management, specializing in the accurate creation and processing of purchase orders and invoices utilizing the Hiperos system.

• Initiated significant process improvements for the “Customer Leadership Experience Program” (CLEP) by customizing scheduled site visits for newly promoted VPs and directors, leading to the Chandler site achieving global 'Center of Excellence' designation.

Fund-raiser July 2010 – June 2011

TELEFUND

• Successfully solicited donations for high-profile non-profits including the World Wildlife Fund, Sierra Club, and NPR, consistently meeting or exceeding campaign targets. Special Assistant to the President March 2005 – May 2009 RUBENSTEIN PUBLIC RELATIONS

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• Served as the essential liaison between the President, internal staff, and visiting C-level executives, ensuring seamless communication flow and professional representation.

• Managed and directed the workload and priorities of three subordinate Administrative Assistants, ensuring timely and professional fulfillment of all executive support requirements.

• Composed and transcribed highly confidential written correspondence for the President, including sensitive HR documents, Offer Letters, and NDAs.

Managed the President's intensive business and social calendars, anticipating conflicts and proactively coordinating complex scheduling requirements.

• Oversaw the meticulous handling and processing of all executive expense reports and managed detailed account reconciliation documentation.

• Orchestrated complex domestic and international travel itineraries, including liaison services with international concierge providers, private villa bookings, ground transportation, and social itinerary mapping, and all expense reporting.

• Managed all logistics, attendance coordination, and travel for high-stakes international conferences and executive meetings in locations including Dubai, Israel, and the Dominican Republic.

• Maintained highly confidential client and prospective client files, managing deadlines for media inquiries, journal advertisements, gala ticket coordination, and RFP responses across diverse industries.

• Prepared high-profile scripted materials for client use at press conferences involving public figures such as ARod, Donald King, and Donald Trump.

Education

Business Management

STATE UNIVERSITY OF NEW YORK COLLEGE AT BUFFALO

Textile & Surface Design

FASHION INSTITUTE OF TECHNOLOGY

Additional Skills

Executive & Operational Support: Board/Committee Operations, Confidentiality & Discretion, Executive Calendar Management, Forecasting & Anticipation, High-Level Liaison Support, New Hire Onboarding, Staff Leadership/Training

Project & Process Management: Complex Assignment Execution, Documentation & Correspondence Drafting, Process Improvement Initiatives, Project Timeline Management, Risk Mitigation Action Planning Travel & Expense Management: Account Reconciliation, Concur, Navan, Detailed Itinerary Preparation, Domestic & International Travel Logistics, Expense Report Compilation & Submission Technology & Software Proficiency: Google Office Suite, Hiperos, IronClad, Microsoft Office Suite

(Outlook, Excel, PowerPoint, Word, Forms), SharePoint, Slack, Teams, Workday, Zoom Financial & Administrative Operations: Accounts Receivable/Payables (AR/AP), Billing Report Generation, Budget Management, Invoice Processing, Payroll Processing, Vendor Contract Management Certifications

• Certification in Shaping Work of the Future - EdX M.I.T. Sloan School of Business (May 2019)

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