Administrative Assistant Executive
Resume:
GRACE L. GONG
Hicksville, NY 11801
**************@*****.***
PROFILE:
Administrative office manager and C-level executive assistant with proven ability to excel in stressful environments and able to achieve deadlines in a timely manner. Multi-tasker able to juggle several projects simultaneously without compromising quality, while keeping a sharp eye on the details. Self-motivated, proactive and confident in making independent decisions. Bilingual in English and Spanish; spoken Cantonese.
PROFESSIONAL EXPERIENCE:
Sorin Capital Management, LLP, Stamford, CT
08/2007 to Present
Office Manager/Executive Assistant
• Assumed all administrative duties for this start-up Commercial Real Estate Hedge Fund, followed President from Bear Stearns. Report to President in managing day-to-day operations of the offices and personnel.
• Direct the administrative support for the CFO, General Counsel, Marketing Manager and Traders. Typing and expediting of letters, interoffice memos, legal documents and agreements.
• Manage calendars via MS Outlook: schedule meetings/appointments, plan and coordinate all corporate meetings, road shows, holiday parties, events and conferences. Prepare all necessary presentations and audio/visual materials.
• Make travel and hotel, car service arrangements for domestic and international travel. Prepare detailed itinerary for traveler and process travel expense reports.
• Manage Accounts Payable, research billing discrepancies and process payments through Quicken.
• Entrusted to process confidential employee records such as salary and title changes, vacation/absenteeism reports, and performance appraisals.
• Prepare welcome packages for new employees, provide explanation of benefits, set up desk with computer, phone, BlackBerry service, establish company credit card, business cards, building ID’s and parking pass, and provide financial information and research tools each trader should need. Upon employees resignation/exit retrieve all company property.
• Oversee leases, operations and maintenance of all office equipment, maintain appropriate quantities of office supplies and maintain cost records and supply sources for all business supplies. Also, maintain vendor expense spreadsheets for all 3 locations. Stock kitchen with snacks and drinks.
• Plan and organize internal moves of offices and trading desks.
• Supervised new construction and move of Sorin’s new headquarter location in Stamford, CT. Worked directly with contractors, IT support personnel and electricians, building management and building maintenance, furniture contractors, architects and interior designers. Made sure that all fixtures were properly installed if damaged vendor replaced to satisfaction. Provide on-going management of office space, computer equipment, building maintenance and vendor relationships.
• Setup, arranged and opened 2 additional new Sorin locations in New York City and Blue Bell, PA.
• Standardized filing system for easy access in the company file room.
• For the President/CEO make personal travel arrangements for family vacations and submit health insurance expenses and personal errands.
Bear, Stearns and Co. Inc., New York, NY
07/1992 to 08/2007
Office Administrator/Executive Assistant, Mortgage Backed Securities Department
(05/2000 to 08/2007)
• Executive Assistant to the Global Mortgage Backed Securities Head and Administrator for the trading floor. Department consisted of 90 traders and 115 bankers and analysts in the New York headquarters. The Mortgage Backed Securities department totaled to 500 people globally.
• Provided extensive and heavy management of MS Outlook calendar booking meetings, conference calls, lunches, dinners and travel.
• Wide-range of travel included domestic, international and private plane travel reservations. Completed detail oriented itinerary for traveler. Immediately processed expense reports following trips/events.
• Creatively planned departmental and client entertainment, closing dinners, and holiday parties.
• Planned and prepared newly hired employees’ office/workstation with computer, phone and on-boarded employees with the department.
• Planned and scheduled office and desk moves with building facilities for departmental moves.
• Managed administrative assistants’ overtime, sick and personal days and vacation time.
• Ordered office supplies; approved and reviewed all bills and expenses for the department
• Coordinated Board of Director’s meetings with many of his charitable works, helped in coordinating annual fund raising dinners and other events to raise capital for the charity.
• Assisted in personal tasks, coordinated family travel and vacations.
Office Administrator/Executive Assistant, Legal Department (04/1996 to 09/2000)
• Worked closely with General Counsel on department’s day to day operations. Reported to General Counsel regarding legal secretaries’ bonus distributions. Department consisted of 35 Attorneys and 5 paralegals; supervised 17 legal secretaries. Continued with duties working with the Fixed Income Legal group.
• Planned and organized administrative support activities; established procedures and practices to increase work effectiveness and efficiency. Performed job interviews.
• On-boarded new employees with the department, set up offices and workstations.
• Planned and scheduled departmental moves with building facilities.
• Managed time and attendance system.
Senior Administrative Assistant, Fixed Income Legal Department (07/1992 to 04/1996)
• Senior administrative assistant to 4 Fixed Income Attorneys, 2 Fixed Income paralegals and supervised 3 Fixed Income legal secretaries.
• Managed office moves, ordered office supplies. Approved and reviewed bills and expenses.
• Scheduled meetings and conference calls, made travel and hotel reservations, arranged domestic and international travel, prepared detailed itineraries, prepared expense reports.
• Typed legal documents, agreements and letters. Obtained executed legal documents and agreements from Traders, Bankers and Counsel.
SKILLS:
Proficient in MS Office (Word, Excel, Outlook, PowerPoint, Access); Extensity, Ariba
EDUCATION:
Borough of Manhattan Community College, New York, NY
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