Administrative Assistant Management

THELMA L. BAKER

917-***-**** ************@*****.***

PROFILE

Results oriented executive assistant to top level management at Fortune 500 companies. Technology savvy with proficiency in Microsoft Office Suite and Lotus Notes.

PROFESSIONAL EXPERIENCE

Executive Assistant (Consultant), QBE the Americas, New York, NY

October 2011 – March 2012

All executive administrative duties, including heavy calendar management for the SVP, Head of Strategy, the SVP, Enterprise Architecture and Information Management along with their respective teams; screening and directing incoming calls, handling all aspects of domestic and international travel, and processing expense reports via PeopleSoft.

Administrative Assistant, The Estee Lauder Companies, Inc., New York, NY

April 2010 – June 2011

Heavy calendar management and project coordination for Vice President and Executive Director of the Global Management Strategies Department (Human Resources).

Coordinated all aspects of meetings and conference calls with many time zones (i.e., weekly team meetings, interviews, workshops).

Interfaced with senior management to coordinate daily activities.

Typed, edited, and distributed reports, meeting materials, organizational charts, presentations, and memos.

Handled all aspects of new employee / contractor on-boarding.

Assisted in preparation of performance evaluations and job descriptions.

Processed technology requests for employees and consultants.

Ordered and distributed department supplies from a complex, on-line ordering application on a weekly basis.

Screened and directed incoming calls.

Handled all aspects of domestic and international travel for team including visa processing.

Processed expense reports via online application on a monthly basis.

Administrative Assistant (Consultant), Saatchi & Saatchi Wellness, New York, NY December 2009

All executive administrative duties, including heavy calendar management for Creative Director and Director of the Strategic Planning Department and their teams, screening and directing incoming calls, handling all aspects of domestic and international travel, and processing expense reports via Excel spreadsheets. Also provided back-up coverage for the Executive Assistant to head of department.

Administrative Assistant, McKinsey & Company, Inc., New York, NY

November 2005 – December 2008

Heavy calendar management for two Associate Principals and four Engagement Managers along with their respective teams.

Coordinated meetings (i.e., client, team, interviews, workshops, and conference calls). Acted as key client contact for scheduling team meetings; ensured both personal and team calendars were in sync.

Provided back-up coverage for other assistants in their absence and on an as needed basis.

Screened and directed incoming calls.

Handled all aspects of domestic and international travel for Client Service staff and their teams.

Processed monthly expense reports for Associate Principals via the Lotus Notes database in addition to training colleagues on new online expense processing system implemented by the firm.

Submitted time and attendance via the firm’s Lotus Notes database for Associate Principals for the purpose of tracking external client expenses.

Executive Assistant, JPMorganChase & Company, New York, NY

May 2002 – November 2005

Private Banking Technology (12/03-11/05)

Provided administrative support for the Managing Director, five direct reports, and a staff of 65 technologists.

Coordinated calendar of appointments, meetings, conferences, conference calls, domestic and international travel arrangements, special events and dining engagements.

Interfaced with senior management to coordinate daily activities.

Handled conference and meeting logistics including purchasing gifts, tracking attendance, creating agendas, obtaining audio/visual equipment and ensuring smooth program operation.

Typed, edited, and distributed reports, meeting materials, organizational charts, presentations, and memos.

Processed travel and entertainment expense reports and departmental invoices for payment.

Purchased office supplies and equipment and scheduled limousine / car maintenance services.

Screened and directed incoming calls and responded to all inquiries and requests.

Global Multi-Asset Group (5/02-12/03)

Provided administrative support for the Managing Director and three Vice Presidents.

Screened and directed telephone calls and responded to all inquiries and requests.

Interfaced with senior management to coordinate daily activities.

Typed, edited and distributed correspondence, reports, meeting materials, presentations and organizational charts.

Organized board meetings for senior management and investors and compiled meeting agendas and materials.

Converted international currencies for travel/expense processing purposes.

Coordinated calendar of appointments, meetings, conferences, conference calls, special events, domestic and international travel arrangements and dining engagements.

Processed travel and entertainment expense reports and departmental invoices for payment.

Purchased office supplies and equipment and scheduled limousine / car maintenance services.

Administrative Assistant, TIAA-CREF, New York, NY November 1998 – May 2002

Investment & Financial Applications Division

(1998 - 2000; long term temporary employee & 2000 - 2002; full time permanent employee)

Provided administrative support for five Vice Presidents and back-up support the department.

Screened and directed incoming calls and responded to all inquiries and requests.

Typed, edited and distributed reports, meeting materials, presentations, service agreements and budgets.

Coordinated calendar of appointments, meetings, conferences, travel arrangements, sporting events and dining engagements.

Attended internal meetings, recorded meeting minutes and prepared summary reports.

Handled all aspects of the employee / contractor on-boarding process and coordinated logistics for the internal office move.

Prepared performance appraisals, evaluations and job descriptions.

Processed technology requests for employees and consultants.

Maintained and updated departmental attendance records.

Purchased office supplies and equipment and scheduled limousine / car maintenance services.

EDUCATION

Berkeley College, New York, NY

Associates Degree in Fashion Marketing & Management

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