Senior Virtual Assistant & Executive Administrator

SHARON WILLIAMS

*************@*****.*** www.linkedin.com/in/sharon-williams-79629812

PROFESSIONAL PROFILE

Senior Executive Administrator

Highly detail-oriented Executive Administrator with proven expertise supporting senior leadership, optimizing operations, managing HR functions, and coordinating high-level projects. Known for discretion, organization, and cross-functional collaboration to drive productivity and ensure seamless office operations. Core Competencies:

• Executive-level administrative support

• Complex calendaring and schedule management

• Confidentiality

• Strong internal communication

• Off-site and meeting planning

• Project management skills

• Expense reporting

• Cost management

• Office management

• Collaboration

• Time management

• Highly organized

• Customer Service

• File management

• Multitasking

• Proactive

Technical Skills:

• Expense management software (Concur, Expensify)

• Salesforce, ACT! CRM, Smartsheet

• Microsoft Office Suite

• MS Teams, Zoom

• Adobe Creative Suite

• SharePoint

WORK EXPERIENCE

Freelance Executive Administrative Consultant – Various companies (Remote) April 2025 – Present

• Provide high- level executive administrative support, reducing bottlenecks, streamlining operations, and driving execution.

• Coordinate cross-functional projects and initiatives ensuring deliverables and timelines are met

• Facilitate communication and collaboration across departments

• Serve as a liaison for senior leadership between internal and external stakeholders

• Manage complex calendars and schedules

• Organize and maintain digital files, folders and records. THE AYERS GROUP, New York, NY August 2014 – January 2025 A talent management advisory firm specializing in career transition services, executive coaching, and leadership development. Acquired by Keystone Partners, LLC in June 2024.

Senior Executive Assistant and Project Manager (Remote) June 2024 – January 2025 Senior Client Engagement Specialist (Remote) March 2021 – June 2024 Client Engagement Specialist (In Office and Remote) September 2018 – March 2021 Executive Coaching and Development Administrator (In Office) January 2016 – September 2018 Contractor (In Office) August 2014 – May 2015

• Provided executive-level administrative support to senior leadership and global consultants. Managed complex calendaring and prioritization across business functions, ensuring optimization of leadership’s time.

• Partnered with executives to anticipate needs, manage priorities, and follow-through on action items, deadlines and key initiatives.

• Prepared presentations, proposals, meeting agendas, and reports.

• Supported special projects and strategic initiatives as needed. Planned executive off-site meetings and company events.

• Served as a trusted liaison between executive team members and internal/external stakeholders. Handled sensitive information and matters with the highest level of confidentiality and discretion.

• Managed administrative responsibilities for senior leadership including processing expense reports and invoicing.

• Excellent organizational and multitasking capabilities. Strong written and verbal communication. Proven experience working independently and collaborating with cross-functional teams.

• Managed executive coaching and leadership development projects ensuring high-quality customer service. Maintained defined project timelines, organized documentation, and prepared client progress reports.

• Leveraged Salesforce CRM to generate reports for internal and external stakeholders, allowing them to assess key performance metrics (KPMs), ROI, ongoing project statuses, and pipeline forecasting effectively.

• Utilized the Smartsheet project management tool to design and implement a “one-stop shop” automated system to manage client executive coaching projects more efficiently, including enterprise client-facing dashboards, internal forecasting dashboards, consultant engagement and business development trackers, and monthly invoicing trackers. SHARON WILLIAMS Page 2

EVC GROUP, LLC, New York, NY August 2012 – November 2013 A boutique corporate communications and investor relations firm providing expert counsel and execution to businesses that need to communicate their unique value to consumers, customers, and investors. Executive Assistant and Operations Coordinator

• Managed daily operations and special projects.

• Provided comprehensive administrative support to the CEO and members of the senior leadership team.

• Prepared presentations, proposals, meeting agendas, and reports.

• Oversaw logistics for internal and external meetings, conferences, and corporate events, ensuring seamless execution. Issued press releases and coordinated quarterly earnings calls for various clients.

• Managed HR functions, including recruitment, employee onboarding and offboarding, and benefits coordination.

• Spearheaded the successful relocation of the New York office, overseeing space planning, hiring vendors and contractors, and final setup. Facilitated the transition of IT support from a remote vendor to a local service provider, improving response time and efficiency.

• Processed monthly invoices, reconciled T&E reports via Concur, and kept contracts, databases, and marketing materials up to date. Served as the primary contact with property management office for building services. NAPSTER, LLC, New York, NY April 2003 – March 2011 A pioneering peer-to-peer file-sharing application that revolutionized the digital music landscape, paving the way for current streaming services.

Executive Assistant and Office Manager

• Delivered executive administrative support to C-suite executives (CFO, COO, CIO) and general counsel, managing schedules, coordinating high-level meetings, and facilitating communication across global time zones.

• Maintained confidentiality and managed sensitive information with discretion.

• Organized domestic and international travel, handling logistics, itinerary planning, and expense reconciliation.

• Coordinated executive leadership team meetings and companywide events to enhance collaboration and engagement.

• Prepared basic vendor agreements, non-disclosure agreements, and contract amendments. Implemented and maintained electronic and hardcopy document management system, using Adobe software to ensure organized record-keeping.

• Managed AP and AR functions for the New York office, including invoice processing and posting incoming payments.

• Led multiple office relocation projects, managing site selection, space planning, and final setup for optimal efficiency.

• Managed office operations, including supplies, equipment maintenance, and vendor relationships, ensuring efficiency in daily workflow and administrative procedures. Maintained accurate records, databases, and document management systems. Engaged with facilities and IT to ensure team resources and tools were available and operational.

• Ensured operational efficiency and cost management across corporate functions (Legal, HR, Finance, IT). EDUCATION

Bachelor of Arts Degree (BA), Economics, FORDHAM UNIVERSITY, New York, NY PROFESSIONAL DEVELOPMENT

Certificate of Business Administration, FORDHAM UNIVERSITY, New York, NY

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