Executive Assistant to Leadership Team

EILEEN LAFUENTE

** ****** ******, ****** ******, NY 10537 • 914-***-**** • ******@*****.***

Dedicated, energetic, professional and personable Executive Assistant with multiple years of vast experience coordinating, planning and supporting daily operational and administrative functions for multimillion dollar industries, across many different departments.

Self-motivated professional adept at prioritizing multiple, concurrent projects, thriving in fast-paced, high-pressure environments with minimal supervision.

Technical Skills

MS Office Suite, Concur, A&PO, E1, Novell Systems, WinCap, School Dude

Professional Experience

PERNOD RICARD USA January 2012 - Present

EXECUTIVE ASSISTANT

General Administrative Support: Provided full administrative support to assigned leaders and their teams.

Primary responsibilities included travel arrangements, calendar management, expense account filing and tracking, meeting planning.

Managed Leadership Team staff meetings and track follow-up and action items to ensure completion.

Basic budgeting tasks on request (e.g. opening a PO).

Project Management Leadership and Support:

Lead Project Management of key team initiatives.

Updated and maintained calendars for marquee workstreams.

Created stakeholder management tools (e.g. lists of invitees by function, contact and preferences).

Supported in-person meeting execution (organizing venues, hotels, transportation, and agendas etc.).

Communications Lead: Leadership in Team in company communications (i.e.: phone/mail/email, company notes, etc.).

Meeting & Event Planning: Coordinated and managed team meetings, including:

Hotel and venue contract negotiation.

Coordination and logistics planning, including securing outside vendors.

Budget management.

Communicated planning and execution before and during events.

Schedule conference rooms, dial in's, video conferences

•Calendaring: Maintained key dates on master calendar for the leadership team: including QIM, Talent Calibration, CODI planning and review meetings, division meetings and project meetings

•Point Person / Team Advocate:

Acted as central resource for the team.

Meet and lead regular meetings with Assistants to discuss department issues, and relay communication to Team Leaders when necessary.

CLEAR SPIRITS January 2007 - December 2012

MARKETING ASSISTANT

Responsible for supporting Vice President of Spirits Marketing and Trade Marketing Group. Duties include but are not limited to:

Marketing representative on Purchase Order Process development.

gathered examples of invoices for testing.

learned QA A&PO system; tested and re-tested system, testing the functionality.

trained on E1 system, tested and re-tested system, testing the functionality; working out and addressing issues.

consulted to create a Marketing user friendly system.

assisted with manuals/user guides for both A&PO and E1.

participated in meetings to review key decisions, assist with timeline, allocate and take on new tasks.

attended all training sessions offering assistance/guidance.

assisted Marketing team with the implementation of system and continually support group with issues/training Co-Produced 1 st Annual Marketing Awards Dinner.

Site visit for dinners/meetings

Created the awards ballot, collected all responses, fielded questions, gathered all voting, created voting result form, distributed to MLTM.

Researched transportation companies, found acceptable estimate, coordinated transportation needs for employees.

worked with Legacy on the look and feel of awards as well as dinner/awards show flow.

Coordinated National Marketing Meeting.

Arranged meeting location.

Worked with hotel staff and AV technician for meeting look/feel.

Consulted on menu options for meeting; worked with hotel restaurants for dine around dinners.

Worked on-site with meeting logistics.

Schedule conferences/meetings/events both on and off site.

Coordinate and schedule travel arrangements, process electronic expense reports.

Heavy calendar coordination among large groups.

Coding and processing invoices for multiple groups.

Process weekly attendance for multiple groups.

NORTH SALEM CENTRAL SCHOOL DISTRICT January 2006 - December 2007

SECRETARY TO SCHOOL OFFICIAL

Provide administrative support to Director of School Facilities, Buildings, Grounds and Transportation. Responsibilities included but were not limited to:

Prepared correspondence and reports needed for state and county agencies monthly.

Processed building use forms, collecting necessary paperwork i.e. insurance forms etc., and maintaining facilities calendar on a regular basis.

Managed multiple departmental budgets daily and creating yearly budget reports.

Created and processing all departments purchase orders.

Created bids for all departments when needed through out year.

Scheduled field(s) usage with multiple departments and outside organizations.

Processed, scheduled and followed through on all building work orders.

Communicate with parents, teachers and students on bus runs, field /athletic trips and all other transportation requirements.

Scheduled committee meetings, presentations, and calls.

Prepared weekly work schedules and processing attendance records for all departments.

MARSH & MCLENNAN COMPANIES (N/E/R/A), NY, NY & WHITE PLAINS, NY January 1985 - December 2005

EXECUTIVE ASSISTANT & CONFERENCE COORDINATOR, January 1985 - December 2005

Provided executive administrative support to three Senior Vice Presidents and staff in the Antitrust practice area of globally known economic consulting firm. Responsibilities included but were not limited to:

Coordinating and managing groups and individuals' calendars.

Managing all aspects of complex travel arrangements for business trips.

Scheduling meetings, presentations, and conference calls.

Working with staff of three to synchronize the Securities and Antitrust practice areas' annual conferences. Engaging in all aspects of planning the conference including on-site logistics, special events, children's programs and registration. Working with senior staff regarding destinations and site selection, contract negotiations and venue options.

Providing general office management, including screening, routing and handling phones, taking and relaying accurate messages, ordering supplies, and completing other duties in the office.

Preparing expense reports.

Established and maintained efficient files and records.

Investigating conflict checks among internal client database.

Invoice verification for monthly project billing.

Auditing submitted time entries for project billing.

Managing incoming mail: sorting, distributing, and acted upon accordingly.

Constantly updated client, vendor, and personal contact information.

Performing photocopying and faxing as necessary.

Generating Word documents, PowerPoint presentations, Excel spreadsheets, and utilizing the Internet.

Maintaining confidential document files.

Contact this candidate