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Click here or scroll down to respond to this candidateCandidate's Name
EMAIL AVAILABLEMobile: PHONE NUMBER AVAILABLELINKEDIN LINK AVAILABLEAs a highly skilled Executive Assistant with extensive experience managing executive schedules, coordinating travel planning, and communicating with stakeholders, I possess a deep understanding of the needs of senior-level executives. With a proven track record of success in software systems including Micro Soft Office, SAP, ORACLE EBS, NetSuite, MS Excel Pivot Tables, and X-H-VLOOKUP.I am highly adaptable to innovative technologies and consistently deliver exceptional administrative support. My ability to maintain confidentiality and manage sensitive information with professionalism make me an asset to executive teams, while my strong interpersonal skills enable me to build positive relationships with diverse stakeholders. Overall, I am a polished and seasoned professional who is committed to leveraging my expertise to support the goals of C-level executives.Key Skills:Time Management and Priority SettingScheduling ManagementEvent Planning, Organizing, and ManagementManaging Confidential InformationProject and Financial ManagementDocument ManagementOrganizational EffectivenessAnalytics CapabilitiesSoftware System ApplicationsTravel & Expense ManagementTeam Collaboration & CommunicationProfessional ExperienceExecutive Personal Assistant- Affordable Care (Consultant) December 2023 January 2024Managed and maintained SAP software systems for economic management and reporting processes, ensuring data accuracy and system integrity.Implemented and managed Smart Sheets project management tool, creating and maintaining project schedules, tracking tasks, and providing updates to department leadership.Managed SharePoint document repository, ensuring documents were properly filed and easily accessible to department members and other stakeholders.Utilized Microsoft Office Teams for effective communication and collaboration with department members and cross-functional teams.Managed calendaring and scheduling using Calendly, effectively managing the schedules and priorities of department leaders and team members.Managed expense reporting and reimbursement using Concur, ensuring compliance with established financial processes and guidelines.Continuously sought out opportunities to enhance system functionality and streamline administrative support processes, keeping abreast of new software developments and trends to ensure optimal performance and efficiency.Developed and delivered training materials and guidance for department members and stakeholders on the use of software systems and tools, promoting user adoption and engagement.Executive Assistant/ Sigma Xi, Science Research Honor Society Executive Office; sigmaxi.org August 2023 November 2023Partnered with the Chief Executive Officer/Executive Board Director for the Sigma Xi Honor Society HQ; Managed all travel, meetings, conference panels, and executive board meetings, utilizing MS Office Teams and Calendly for scheduling and coordination.Corresponded with all Executive board emails and sent email invites to all meetings and events within the Sigma Xi Organization, utilizing email management software.Arranged, oversaw, and processed all expenses utilizing SAP, demonstrating proficiency in fiscal management software.Demonstrated strong problem-solving abilities to resolve technical issues quickly and efficiently.Managed two administrative assistants with leadership and participation intending to all administrative matters, and coordinating Sigma Xi events, On/Off-site meetings, and events, utilizing SharePoint for document management.Attended Board meetings, took meeting minutes, created board books, and distributed them to the board of governance for the record, highlighting strong proficiency in meeting and document management.Managed all details from budgeting, vendor selection, invitations, and onsite setup and execution, utilizing the project management tool, Smart Sheets.Oversaw and managed full-cycle accounts payable processes, including reviewing, processing, and reconciling invoices, and preparing reports on accounts payable activities, utilizing Concur.Appropriately categorized expenses and recorded transactions into accounting software, ensuring accuracy, completeness, and conformity with company policies and procedures, exhibiting proficiency in financial accounting software.Managed invoice disputes and discrepancies effectively, ensuring prompt and professional resolution within a timely manner, displaying effective communication and problem-solving skills.Completed weekly and monthly AR/AP reports with supporting documentation for management review, displaying excellent analytical and reporting skills.Ensured compliance with accounting policies, procedures, and regulations, such as generally accepted accounting principles (GAAP) and SOX, displaying knowledge of accounting standards and regulations.Maintained accurate and detailed records of vendor invoices, including payments, credits, and adjustments, exhibiting attention to detail and organization skills.Ensured timely and accurate processing of payments to vendors, authorities, and suppliers by monitoring payment due dates and verifying the accuracy of payment amounts, highlighting the ability to work in a fast-paced, deadline-driven environment with a focus on details and accuracy.Assisted with the month-end and year-end close procedures, general ledger account reconciliations, and other accounting tasks as assigned, exhibiting the ability to work collaboratively as part of a team.Built and maintained effective vendor relationships, requesting missing documentation, ensuring invoices were approved and processed on time, and demonstrating a strong customer service focus.Implemented process improvements to enhance the efficiency and accuracy of accounts payable processes, highlighting the ability to think critically and find ways to improve processes.Executive Assistant/ BASF Corporation/ Global Supply Chain Operations Leadership Team January 2023 July 2023Championed complex calendars for the Vice President, ensuring the efficient use of time and resources by coordinating schedules with the Executive Leadership Team, prioritizing activities, and shifting focus based on business needs.Utilized strong organizational skills to provide scheduling support to the Vice President for Programs, arranging cross-team, and external meetings with attention to detail and professionalism.Acted as a liaison between the Vice President and corporate IT support, effectively relaying important information and communicating critical needs.Exhibited excellent written communication by preparing clear and concise briefing memos, talking points, and program analyses for use in both internal and external meetings.Maximized efficiency by acting as the primary point of contact for the Vice President, prioritizing phone calls and correspondence, and making recommendations on meeting schedules.Successfully managed all aspects of the Vice President's travel, organizing and arranging transportation, booking hotels, and creating detailed itineraries with a focus on efficiency and organization.Demonstrated exceptional attention to detail and effective communication skills, ensuring that all travel arrangements were executed flawlessly and within budget.Proactively identified potential issues or challenges and implemented creative solutions, resulting in a seamless and stress-free travel experience for the Vice President and the organization.Developed strong relationships with key stakeholders, including travel agents and hotel staff, to ensure reliable and high-quality service.Maintained accurate and up-to-date records of all travel expenses, providing detailed reports to senior management as needed.Continuously sought to improve travel processes and procedures, recommending new tools and technologies to enhance efficiency and reduce costs.Provided support to the Vice President for all activities related to Global Events with BASF team retreats (BASF Island, Canada), and organization-wide events such as the Annual All-Staff Retreat, Townhalls (Virtual), Quarterly Meetings, and Annual Leadership Conferences.Arranged all catering for special department events held on/off-site, ensuring high quality of service, resulting in a 90% satisfaction rating.Collaborated effectively with executive leadership and coordinated with their assistants to manage program or department support systems, including organization-wide tools and resources for annual planning, activities/events, and deliverables.Assisted in the planning, coordination, and planning of external events, contributing to the smooth execution of successful events.Demonstrated proficiency in Salesforce tracking systems, regularly updating information, and providing data entry support.Completed special projects as assigned by the leadership team, exhibiting a strong work ethic and commitment to tackling complex tasks efficiently.Managed full-cycle accounts payable processes for the leadership team, including monitoring payment deadlines, reconciling vendor accounts, and preparing reports on accounts payable activities.Managed department capital project requisitions using SAP Concur databases and systems, assisting in the creation of Purchase Orders, resulting in a 25% improvement in efficiency.Oversaw department operating budgets for all items related to reconciling budgets and forecasting financial reports, saving the company over $50,000 in unnecessary expenses.Managed the onboarding process for new team members and contractor workers, including IS requests for computers and cell phones, resulting in an 80% reduction in onboarding time.Performed daily clerical duties to support the leadership team members with items such as business cards, office supplies, visual management boards, conference room booking, etc., ensuring smooth operations of the department.Supported scheduling, planning, and preparation for leadership team meetings and functions, managing coordination and collaborating with administrative team members, resulting in a streamlined process and improved collaboration.Demonstrated exceptional management and organizational skills while managing the onboarding process for all new vendors and managing documents on databases via Microsoft Teams and SharePoint for Global Leadership teams.Executive Assistant/ Office of the Chancellor/ North Carolina Central University Sept 2022 December 2023Demonstrated expertise in economic management, overseeing the processing of banking transactions, invoices, and purchase orders to ensure timely payments and accurate financial reporting.Ensured that IT systems remained fully functional and up-to-date, enabling smooth operations and productivity.Collaborated with team leaders and the Comptroller to manage expense reports, approvals, and statements of work, ensuring compliance with organizational policies and procedures.Maintained strict confidentiality and provided schedules and reports required for annual financial audits and tax returns, utilizing NCCU's reporting tools and financial systems.Built and maintained strong working relationships with key stakeholders, including senior managers, executive assistants, vendors, and suppliers, to enhance operational efficiency and effectiveness.Effectively managed the process of accounts receivable and payable, obtaining goods and services from vendors and suppliers, placing orders, and ensuring that all costs were correctly allocated to relevant cost centers within the NCAS/NCFS accounting system.Reviewed financial records and ensured accuracy in financial reporting, providing detailed reports to the Deputy Controller.Maintained accurate records of all incoming donations and processed external and internal invoices and payments utilizing the NCAS system.Managed vendor files provided training to accounting techs on invoicing using NCAS and Job Router systems and resolved vendor issues to maintain positive relationships.Recorded agency receivables accurately in the general ledger and generated monthly statements to track and collect past-due accounts.Provided excellent customer service and resolved account discrepancies for students, collaborating with them to reconcile their accounts and ensure timely payments.Executive Assistant/Consolidated Edison of New York /Office of the Chief Information Officer November 2013 March 2022Managed up and championed calendars for the CIO and CISO, coordinating schedules and ensuring the timely availability of necessary briefings, documents, and resources in advance of scheduled meetings. Moreover, organized preparatory calls ahead of meetings or events to facilitate seamless execution, resulting in a 100% efficiency improvement in scheduling.Provided exceptional IT support to the CIO, handling all issues and troubleshooting.Maintained strong partnerships with other executive support staff and HR, streamlining communication and facilitating cross-functional collaboration, resulting in a 60% improvement in interdepartmental coordination.Maintained a high level of professionalism and confidentiality in handling sensitive information.Governed internal and potentially external correspondence, providing a prominent level of confidentiality and attention to detail, resulting in a 100% error-free transaction record.Coordinated travel arrangements, including organizing preparation and follow-up such as recording travel expenses.Booked meeting rooms/venues for the Leadership teams, optimizing the use of company resources, and improving the efficiency of meeting scheduling.Assist the Board of the Secretarys Annual Yearly Board Meeting preparation such as agenda creation, coordinating and submitting Board Meeting invitation materials (travel, transportation, etc.) to the Board of Trustees, media notices and postings, and recording Board and Committee Meeting minutes.Orchestrated high-profile department-wide events, including coordinating organization for industry events, project kickoff meetings, and senior leadership meetings, resulting in seamless experiences for executive team members and attendees.Conducted research and analysis to support project execution, making recommendations for improving efficiencies and driving progress across initiatives.Collaborated with cross-functional teams to create visually compelling and informative presentations, effectively managing the agenda, presentation development, and delivery of materials to meet stakeholder needs.Supervised workflows and monitored vacation requests, purchase orders, internal orders, distribution lists, inventory, and technical supplies., demonstrating strong attention to detail and organizational skills.Performed and monitored purchase activities, including master data creation and administration, resulting in an 80% efficiency improvement in purchasing processes.Designed visual presentations, including graphs and PowerPoint presentations, proofread copies, and made necessary changes to ensure professional and high-quality communications.Maintained continuous communication with clients during proposal development, resulting in a 100% client retention rate.Managed department capital project requisitions using CRM databases and systems, assisting in the creation of Purchase Orders.Oversaw department operating budgets for all items related to doing business, including reconciling budgets and forecasting financial reports.Oversaw department pay requisitions and tracked purchase orders for capital budgets, ensuring accuracy and compliance with the CECONY Policy.Performed monthly accruals on capital project requisitions, reconciling invoices, and providing financial support to the department.Arranged all catering for special department events held on/off-site, ensuring high quality of service.Performed daily clerical duties to support team members with business cards, mail, office supplies, visual management boards, conference room booking, etc.Supported scheduling, planning, and preparation for department meetings and functions, managing organization and collaborating with team members.Oversaw the process of Accounts Receivable/Payable, along with financial reporting, obtaining goods and services from vendors and suppliers, placing orders for the required merchandise, and ensuring that the costs are correctly allocated to the relevant cost center within CECONYs accounting system.Prepared and analyzed monthly and quarterly reports and reviewed policies and procedures to ensure SOX compliance.Personal Assistant/Consultant/Victorian Restoration/Battersea-United Kingdom, England June 2012 September 2013Managed AIA documents, including change orders, subcontract agreements, and payment applications, ensuring that all documentation is accurate and current, demonstrating attention to detail and adherence to standard procedures.Utilized digital document control systems to manage and oversee the flow of documents within the organization, organizing and tracking all documentation associated with construction projects, highlighting exceptional organization and record-keeping skills.Performed data entry into accounting software, ensuring that all financial transactions are accurately recorded and reported, and providing timely and accurate support to financial and accounting teams, highlighting proficiency in economic management and reporting.Utilized pivot tables to analyze financial data, providing insights into financial trends and identifying areas for improvement, demonstrating strong analytical skills.Developed and implemented financial controls and procedures to ensure compliance with regulatory requirements and improve financial performance, resulting in increased profitability, reduced costs, and enhanced efficiency.Collaborated with project managers, vendors, and other members of the construction team to ensure that all construction-related expenses were properly documented and accounted for, highlighting effective teamwork and collaboration.Maintained accurate and up-to-date construction budgets, reviewing, and analyzing costs versus budget to identify potential cost savings, demonstrating strong financial acumen.Provided support to clients and stakeholders, addressing any issues or concerns in a timely and professional manner, demonstrating exceptional customer service skills.Conducted regular financial records and documentation audits to ensure accuracy and compliance with regulatory requirements, attesting to a commitment to quality assurance and risk management.Developed and implemented new processes and procedures to streamline financial reporting and increase efficiency, resulting in improved financial performance and increased productivity, highlighting a strong ability to innovate and problem-solve.Executive Assistant/MTA Capital Construction & Civil Engineering Eastside Access/Tunnels & Excavation September 2010 June 2012Managed up, coordinated, and performed contract close-out actions for the Vice President of Finance, including attending meetings for budgeting, scheduling, and negotiations, and generating records of negotiation for MTA records to ensure timely and effective project completion.Regularly interfaced with high-profile professionals and communicated on behalf of the executive team to senior management, investors, government officials, board members, and team managers.Prepared reports and correspondence, edited, illustrated, and updated project documents, and maintained and updated Excel spreadsheets for contractors, procurement, change orders, subcontracts, submittals, and other project-related files to ensure the efficient tracking and management of project progress.Utilized smart sheets project management software to track project tasks and ensure timely completion of proposals.Oversaw project tracking, including budget, database, and timeline management, and processed purchase orders to ensure timely and efficient project delivery.Prepared financial statements, including profit and loss accounts, balance sheets, and tax filings for the department.Conducted regular bank reconciliations and maintained accurate records of all transactions, minimizing errors and financial losses.Assisted in preparing the annual budget, utilizing advanced Excel functions to forecast revenue growth and expenses.Utilized accounting software to manage accounts payable and receivable data systematically.Functioned as the liaison between the onsite construction management team, field inspectors, engineers, and the MTACC senior management team, facilitating and ensuring the timely execution of contract modifications and maintaining project schedules to minimize claims, disputes, and impact costs.Maintained files and change order log sheets, recorded executed contract modifications and potential change order issues, and attended weekly contract status meetings, work scope meetings, and forecast meetings to ensure that all contracts complied with and optimized for success.Visited job sites to ensure absolute contract compliance during the contract administration and modification process, including compliance with contract terms and conditions as directed by MTACC's Sr. Director, Chief Procurement Officer, and SVP and General Counsel.Executive Assistant/Burberry USA/United Kingdom Store Planning Design & Construction July 2007 July 2010Managed up and partnered with the Global Vice President for Store Planning and Design to manage all aspects of international business travel, including planning, visas, and passport requirements, and coordinated with vendors and other third-party service providers.Accompanied the Global Vice President for Store Planning and Design on numerous trips both domestically and abroad, providing seamless support with prominent levels of organization and communication.Managed end-to-end calendar and time management for senior leaders and their teams, including scheduling meetings both in-person and remotely, coordinating video conferences, securing appropriate meeting spaces, and managing catering orders.Supported all aspects of project management, including working directly with team members and administrative teams to help coordinate schedules, facilitate delivery of materials, and help ensure that deadlines are met.Worked in partnership with other executive assistants and administrative team members to provide comprehensive and strategic support for senior managers, high-level executives, and their teams.Provided financial support by managing expense reports tracking T&E management and reporting on behalf of senior leaders and their associated teams.Developed and maintained relationships with internal and external stakeholders, building a network of contacts to help streamline communication and cooperation across teams.Collaborated with the Visual Merchandising and Public Relations department organizing corporate events such as market week, fashion week, grand/re-grand openings, and high-end luxury fashion shows.Represented the Global Vice President for Store Planning and Design on various external committees and working groups, including organizing and coordinating meetings and events.Maintained a prominent level of discretion and attention to detail in managing sensitive documents and confidential information.Provided backup coverage for other executive assistants and managers as needed, highlighting flexibility and the ability to work well in a fast-paced and dynamic environment.Executive Assistant/TD Bank NYC/NJ Real Estate-Commercial Lending March 2005 June 2007Managed assisting the Executive Vice President for Commercial Lending in managing complex schedules and calendars, ensuring timely completion of all tasks and projects.Proceeded as the first point of contact for customers throughout the loan process, providing timely and accurate information and resolving issues professionally and efficiently.Managed incoming calls and emails, screening them for priority and managing confidential information with utmost discretion.Successfully coordinated internal and external meetings, including planning, travel arrangements, and accommodations for the executive and executive team members.Processed T&E reports, Corporate Credit cards, and allowances for all lenders reporting to the Executive Vice President.Reconciled transaction data with bank accounts and other financial records, ensuring accuracy and completeness.Generated accurate and timely financial reports, using financial software and tools to analyze data and present findings clearly and concisely.Demonstrated exceptional event planning skills in organizing executive conferences, offsite meetings with clients and external events, collaborating with vendors, catering services, and transportation coordinators.Provided timely and accurate processing of invoices, expenses, and claims while adhering to policies and procedures and maintaining subject matter expertise in relevant areas.Assisted with staff onboarding and off-boarding, and functioned as a liaison for setting up equipment, system access, and new-hire orientation.Produced high-quality written communications, emails, and messages, maintaining a professional tone and style suited to individuals at all levels of the organization.Maintained up-to-date organizational charts and executive bios, ensuring consistency and accuracy of information.Anticipated the needs of the executive, proactively managing regular activities and advising in advance about potential issues or delays.Provided support in editing and formatting presentations, spreadsheets, client-facing materials, printing, and binding as needed.Collaborated with other departments, including credit, legal, and operations, to obtain relevant information and provide superior customer service to executive interfacing high-level clients.Education:Bachelors degree in business administration (concentration in Management), Southern New Hampshire University, Anticipated 2025Skills:Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SAP, ORACLE EBS, NetSuite, MS Excel Pivot Tables, X-H-VLOOKUPs, Digital Document Control Systems, Smart Sheets Project Management Software, Financial Reporting, Data Analysis, Budget Management, Risk Management, Customer Service, Event Planning, Communication, Time Management, Attention to Detail, Adaptability, and Problem-Solving.Software Systems:Virtual WorkstationPower BI DesktopHyper VSAPSalesforceNet SuiteSaaSJiraPeople SoftORACLE EBSContract WorksStampliProcoreHRISWorkdayAWS (Basic)SharePointSmart SheetsDocuSignAdobe proAgile MethodologiesMS ExcelMS ProjectMS Office SuiteMS Outlook/Task listDynamic 365AnalyticsCalendlyPivot TablesConcurChrome RiverSlack |
