Executive Assistant

• Jul 2021 - Present

Executive Assistant

• Jun 2017 - Nov 2020

Provided high level executive administrative support to US Chief Marketing Officer and C-Level executives and made decisions and recommendations to ensure operational success.• Managed complex and ever-changing day-to-day schedules, cadence of recurring and ad hoc leadership meetings via Microsoft Outlook, scheduling and organizing meetings across multiple time zones• Responsible for all logistics of meetings including conference room reservations, teleconference, videoconference, food ordering and associated meeting logistics• Expertly processed monthly expense reports, track reimbursements, managed purchase orders in accordance with the company policy in Concur• Provided phone screening coverage; arranged for visitor passes and building access• Updated and prepared reports and presentations as needed• Effectively arranged all domestic and international travel, processed business visa requests, passport renewals, created business itineraries, liaise with assistants overseas to plan, and prepare agenda • Actively worked to improve corporate procedures to increase efficiency and reduce redundancy in tracking vacation, sick days, and personal days for employees in the department• Purchased office supplies and IT equipment as needed, reducing cost to the company • Opened, reviewed, routed and disseminated interoffice and external mail, distributed correspondence and other material to department staff• Communicated clearly and effectively verbally with all employees at all corporate level• Produced high quality emails and messages to individuals at all levels of the organization• Assisted with on-boarding/off-boarding and all new hire logistics with ease• Maintained and regularly updated organizational charts, phone lists and email distribution lists for department• Handled confidential information meticulously; escalated any required information with discretion• Provided coverage for other Executive Assistants within the department Show less

Executive Assistant

• Oct 2007 - Jun 2017

Provided support to Senior-Level Executives and team including complex calendar management and conference calls• Set-up new hire workstations including telephone/computer connections and program installations for ease of first day on the job• Purchased and ordered office supplies, telecommunication devices and technology equipment• Maintained internal employee data entry for business unit through an active database • Assisted with shareholder letters and distribution• Prepared travel and all expense reports for team members• Coordinated offsites/onsite events, including AV setup, and booking of rooms and catering • Provided coverage for other Executive Assistants within the department• Coordinated department celebrations and negotiated contracts with restaurants to meet company requirements• Assisted in creating an Institutional Marketing Weekly email to various groups in the organization and helped defining the process and timeline with the team Show less

Executive Assistant

• Feb 2005 - Mar 2007

• Answer, screen and transfer telephone calls to appropriate staff members • Maintain Executive calendar and schedule appointments • Make travel arrangements, order visas for individuals traveling abroad • Order lunch for Principals meetings • Register Principals for conferences/seminars • Interacted with customers in identifying their needs via switchboard • Domestic and international travel arrangements for architects • Assist office manager with research and clerical duties Show less

Executive Assistant

• Feb 2003 - Dec 2004

Fortune 500 Companies – Providing thorough and skillful support to busy executives Fortune 500 Companies – Providing thorough and skillful support to busy executives

Executive Assistant to Director of Communications

• Jul 1996 - Dec 2002

• Provided administrative support to Director and employees • Created and executed numerous projects using excel • Developed a staff directory of 215 individuals • Managed calendar for Director and managers • Coordinated travel arrangements and expense reports • Processed confidential employee records such as salary changes, vacations/absenteeism reports and performance appraisals • Maintained and monitored all employee and consultant timesheets on a weekly basis • Provided administrative support to Director and employees • Created and executed numerous projects using excel • Developed a staff directory of 215 individuals • Managed calendar for Director and managers • Coordinated travel arrangements and expense reports • Processed confidential employee records such as salary changes, vacations/absenteeism reports and performance appraisals • Maintained and monitored all employee and consultant timesheets on a weekly basis

Executive Assistant

• Jun 1985 - Jul 1996

• Provided administrative support to four managers and sixty employee/consultants • Coordinated high level conference calls • Scheduled and maintained various conference rooms • Ordered all office equipment/supplies • Supervised the maintenance and repair of all office equipment • Administered and managed screening, sorting and distribution of mail • Maintained Lotus Notes database for all on-call procedures with weekly updates • Provided administrative support to four managers and sixty employee/consultants • Coordinated high level conference calls • Scheduled and maintained various conference rooms • Ordered all office equipment/supplies • Supervised the maintenance and repair of all office equipment • Administered and managed screening, sorting and distribution of mail • Maintained Lotus Notes database for all on-call procedures with weekly updates