Executive Assistant Management

Judie Grucella

**** ******* *** *Encino, CA *****

310-***-**** ******.********@*****.***

Senior Executive Assistant

Event Planning ~ Appointment Scheduling ~ Travel Arrangements ~ Meeting Coordination

High Volume Calls ~ Video Conference Set Up ~ Expense Report Filing and Approvals

Project Management ~ Internet Research

Qualification Summary

Skilled, dedicated and loyal Executive Assistant with more than 15 years experience of high-level executive support. Meticulously detail-oriented, self- directed and proactive, dependable and discrete.

Proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) iTunes, all internet research, Concur, and Travel View trip application and Mac and some Photoshop.

Management role in event planning and execution to ensure a smooth, successful event.

Proven track record for meeting deadlines within demanding time frames.

Highly focused and results-oriented in completing projects, tasks, and problem solving with strong judgment.

Familiarity with common practices and major players in the music industry, in order to facilitate effective communications

Self attributes consist of the following: Exceptionally discreet, result driven, can communicate with all levels of executives, extremely organized, Multi-task driven, Meticulously detail oriented, self directed, proactive, reliable, strong management skills, resourceful, professional, high level of interpersonal skills, extremely positive, willingness to help in any way possible, solid team player.

Professional Experience

Universal Music Publishing Group, Santa Monica, CA 2004 to6/2011 Executive Assistant to Worldwide Chairman and CEO

Work as a partner to the Worldwide Chairman & CEO at the headquarters for the industry’s largest global music publishing company with 57 offices in 43 countries.

Acted as a liaison for senior level executives to CEO, managed travel and expense report approvals, designating projects to EVP, SVP and VP level. Tracked deadlines and status of projects and correspondence with CEO

Assumed a leadership role in planning corporate and creative events catering to our high profile, celebrity clients, employees, and industry heads.

Developed themes, secured locations, designed layouts, acquired sponsors, set up decorations and catering for holiday parties.

Implementation/set up and meeting planning for Management Global Confabs for 70+ Presidents and General Managers.

Organized and developed the Songs of Hope charity event for the City of Hope Hospital, designed for the music publishing industry. Involved: scheduling performances, acquiring auctions items from celebrity clients such as autographed sheet music, musical instruments, hand-written lyrics and memorabilia, scout locations, sought sponsorship, and execution of event down to the last detail. Bringing in to date, $1.75 million for the City of Hope Hospital.

Dealt discreetly with a large volume of incoming requests from VIPs, artists, songwriters, management, and attorneys in a manner that ensured everyone is well taken care of and attended to with extreme professionalism and timeliness.

Handled invite and seating list for all company events including: Grammy Awards, BMI and ASCAP awards, Charity events, MTV and other industry events.

Scheduled CEO personal appearances, keynote and panel speaking engagements and conferences globally, including MIDEM Schedule and participation of CEO

Strategized twice yearly management in house meetings, location, menus, and schedule, invites and meeting delegation.

Planned COO, CEO, CFO and Head of Business Affairs monthly lunches, with menus, location and set up.

Tended to all administration aspects of Chairman’s office, filing, emails, heavy calls, faxes, projects, heavy meeting scheduling, engagement, industry events, screenings and premiers, listening meetings and all extensive and elaborate travel arrangement, composed letters, memos and correspondence and emails on behalf of CEO. Set up video conferencing equipment for appropriate meetings.

Maintained CEO company expense reports, insurance, Board of Directors meetings and expense reports, passport, credit cards, and charity affiliations.

Sony Pictures Entertainment, Culver City, CA 2000 ~ 2004

Executive Assistant to SVP and Corporate Treasurer

Provided high-level administration support to the global Treasurer and finance staff, taking on projects, PAC and bringing in over $200,000 in unclaimed property.

Scheduled and set-up meetings and appointments for executive calendar.

Coordinated all travel arrangements.

Assisted executive in daily administrative activities such as memos, letters, faxes, and email.

Researched, and coordinated data, and filed claims for over $200.000 in unclaimed property for SPE.

Handled scheduling of management classes for over 30 senior executives.

Developed PowerPoint presentations from financial data.

Responsible for handling and distribution of high dollar checks during signatory process.

Tracked attendance for several departments

Managed company PAC Program

Preparation and follow-up of expense reports

Prepared and maintained spreadsheets

Scheduled private studio tours, and passes for clients

Responsible for purchasing of office supplies and refreshments.

Interacted closely with senior staff in the Treasury, Risk Management, Travel, and Procurement departments.

Fox Entertainment Group, Century City, CA 1997 ~ 2000

Executive Assistant to Corporate Treasurer

Provided high-level administration support to Corporate Treasurer and was a crucial liaison between executive and Treasury, Risk Management and Finance Staff

Assisted Corporate Treasurer in managing the Treasury and Risk Management and Finance departments.

Created and maintained bank reconciliation database for in excess of 450 bank accounts.

Tracked LIBOR interest rates on a daily basis.

Purchasing agent for Treasury and Risk Management departments.

Responsible for distributing foreign exchange rates each accounting period via mailing list.

Prepared data and distributed monthly cash flow reports.

Set appointments and scheduling for executive calendar.

Prepared presentations for senior executive meetings.

Handled travel arrangements for Treasury and Risk management departments.

Sorted and distributed incoming and outgoing mail.

Prepared expense reports and all areas of correspondence ~ letters, memos, faxes.

Answered high volume calls, scheduled appointments, and all aspects of administration duties.

BMG Music Publishing, Beverly Hills, CA 90211 1995 ~ 1997

Executive Assistant to SVP and Editor

Provided high-level administrative support to SVP of International Acquisitions and Marketing. Produced company newsletter and directories.

Performed research on behalf of international affiliates worldwide.

Handled inquiries from contract partner, artists, managers and attorney with upmost discretion.

Compiled and distributed weekly status, expense and budget reports.

Sole producer of Music Publishing newsletter. Task included the gathering of articles from over 30 offices globally, editing and article translation into proper English, complete desktop publishing, using Adobe PageMaker, of articles, graphics and photos, proofreading, and problem-solving in every aspect of preparing for print. Oversaw quality control with printers and processed mailing for over 100 subscribers.

Produced company directory booklet for all domestic and international affiliates and contract partners worldwide. Compiled data and updated info as necessary.

All administrative aspects of support, including, high volume phones, scheduling meetings and events, all correspondence, i.e. memos, letters, and faxes, sorted and compiled mail, and assisted executive with projects.

Education

Granada Hill Education Center, Granada Hills, CA Business Curriculum

Bishop Hannan High School, Scranton, PA Business Curriculum

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