Sales Executive Assistant

PAULA SPANN

*** ***** ******, #* • Brooklyn, NY *1203 • 917-***-**** • ***********@*****.***

EXECUTIVE ASSISTANT

SUMMARY OF QUALIFICATIONS

• A highly organized and detail-oriented Executive Assistant with over 10 years’ experience providing thorough and skillful administrative support to senior executives.

• Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals.

• Served as liaison for sales team; clients and vendors to ensure proper line of communications.

• An independent and self-motivated professional with excellent communication skills; problem resolution abilities, and a high level of confidentiality.

• Have past production experience coordinating book makeup and layout.

PROFESSIONAL EXPERIENCE

HACHETTE FILIPACCHI MEDIA US – WOMAN’S DAY BRAND GROUP - NEW YORK, NY

EXECUTIVE ASSISTANT TO THE SVP/CHIEF BRAND OFFICER (CBO) & GENERAL MANAGER, DIGITAL, 10/2007 – 6/ 2011

• Provided overall administrative support and set up high-level conference calls and management meetings.

• Coordinated domestic and international travel arrangements; including: booking flights, visa applications, accommodation, car service, arranging meetings and preparation of itineraries for management team.

• Screened SVP/CBO emails when he was away on business; answered a high volume of incoming calls and in-person inquiries from clients and routed them to the appropriate people.

• Updated and maintained SVP/CBO and General Manager, Digital calendars.

• Coordinated delivery and dissemination of monthly and weekly digital reports; researched digital industry news for distribution to the Woman’s Day Brand team.

• Managed new employee setup, training and assignments.

• Prepared T&E reports ensuring all are paid on time while adhering to strict compliance guidelines, arranged sales presentations, coordinated weekly departmental sales meetings and arranged video conferencing via Skype.

• Tracked and maintained weekly attendance and vacation schedule for 22 employees.

• Assisted in moving of Advertising Department to new building space, including coordinating with architectural firm, facilities, etc.

CONDE NAST PUBLICATIONS – JANE MAGAZINE - NEW YORK, NY

EXECUTIVE ASSISTANT TO THE VP/PUBLISHER, 11/2005 – 7/2007 (CLOSED)

• Arranged and coordinated executive communications (i.e. high-level conference calls), executive team meetings and calendar.

• Booked all travel arrangements (domestic and foreign) as well as handled all inquiries from clients and colleagues, and screened emails/communications during executive’s travels.

• Prepared T&E reports, arranged sales calls and coordinated weekly department sales meetings.

• Managed departmental tracking (32 employees) of weekly attendance and vacation schedules.

WENNER MEDIA LLC – MEN’S JOURNAL MAGAZINE - NEW YORK, NY

EXECUTIVE ASSISTANT TO THE PUBLISHER, 5/2003 – 11/2005

• Provided administrative support to Publisher.

• Managed the Publisher’s calendar, expense reports, travel arrangements and conference calls.

• Helped organized details for some special events, and travel arrangements.

• Worked closely with production, marketing and accounting departments in trafficking of all publication questions and problems.

• Updated staffing and client contact information.

• Managed new employee setup, and training.

CONDE NAST PUBLICATIONS - FN & DNR - NEW YORK, NY

EXECUTIVE ADVERTISING COORDINATOR / ASSISTANT TO PUBLISHER / OFFICE MANAGER, 2/2000 – 5/2003

• Coordinated layout of magazine on a weekly basis.

• Worked closely with production, business, marketing and accounting departments in trafficking of all questions and problems.

• Worked directly with production and editorial on book layout.

• Managed new employee setup, training and assignments.

• Coordinated weekly department meetings, took Minutes, arranged sales calls and organized daily calendar for Publisher.

• Prepared T&E reports, scheduled appointments and made travel arrangements.

EDUCATION BACHELOR DEGREE IN SECRETARIAL/BUSINESS ADMINISTRATION - St. Helena’s Business School – Trinidad

COMPUTER SKILLS MICROSOFT OFFICE; OUTLOOK CALENDAR; INTERNET EXPLORER; CONCUR, CRM; PEOPLESOFT; AXIOM

Contact this candidate