Experience

• 

  The Grossman Group

  • United States
  • Business Consulting and Services
  • 1 - 100 Employee

  • Operations Manager

    • Apr 2021 - Present

    • Executive support for CEO, President, two VPs: calendar management; balancing standing priorities and new initiatives in a constantly-shifting client landscape; anticipates executive needs both professional and personal; navigates ambiguity with diplomacy and identifies conflicts/risk. Personal assistant duties as needed• Domestic/international travel arranging for executives (families as needed) and team members; • HR: Onboarding/Offboarding employees, coordinating prospective candidates’ applications, managing benefits brokers and employee queries, drafting policy documents; ensures security of personnel files for all staff • Operations: oversees & executes all daily operations, deposits checks and liaises with accountants, manages vendors, building management, and provides recommendations for action to executive team • IT: troubleshooting, escalating to outside vendors, and coordinating needs for executives and team• Prepares materials for client meetings, speaking engagements, and internal sessions; PowerPoint decks & slideshows, producing (prepares/prints/binds/ships) materials for current and prospective clients• Attends to VIP client needs; coordinates/arranges gifts to clients and executive contacts; leverages fine dining reservations made in order to reinforce executives’ reputation • Manages up with multiple challenging personalities

  • Senior Executive Assistant, Office of the CEO

    • Jan 2017 - Aug 2022

    • Assistant to the CEO & Founder, President, and two VPs: calendar management; balancing standing priorities and new initiatives in an constantly-shifting environment; anticipates executive needs both professional and personal; navigating ambiguity with diplomacy while identifying conflicts/risk• Gatekeeping; protecting executives priorities and making recommendations for consideration/action• Extensive domestic international travel arrangements for executives (families as needed) and team members - often navigating last-minute adjustments and weather-related contingencies• Personal assistant duties may include; calendaring fitness sessions, property management coordination,personal/medical/pet appointments, dining reservations, family shopping/returns, coordinating for school needs, errands, shipping, special projects as assigned• Entrusted with sensitive personal material for multiple executives and key staff members• Prepares materials for client meetings, speaking engagements, and internal sessions; PowerPoint decks & slideshows, producing (prepares/prints/binds/ships) materials for current and potential clients• Coordination of webinars/video conferencing for client-facing meetings and internal touchpoints• Attends to VIP client needs, and coordinates in-house and offsite meeting logistics; arranges for gifts to clientsand executives’ contacts; fine dining reservations made in order to enhance executives’ reputation• Handles initial IT troubleshooting and escalating to outside vendors; coordinating technical needs for office

• 

  Circassia

  • Greater Chicago Area

  • Manager, Facilities and Administration

    • Oct 2015 - Jan 2017
    • Greater Chicago Area

    • Provides administrative assistance to C-level and VP-level executives; maintains confidentiality at all times; aligns with executives daily; organizes, coordinates, and maintains calendars• Composes, revises, edits and reviews correspondence, memorandums, PowerPoint presentations and communications on behalf of the executives supported, exercising creative writing, expert grammar and spelling; coordinates complex travel arrangements and associated documents for executives and team members• Assists in corporate meeting planning, both on and off-site, including document control, hotel arrangements, and administrative duties• Manages all organizational and space planning activities including the overall management of the physical facilities and liaising with appropriate building management• Plans best allocation and utilization of space and resources; reorganization of current space, future development in line with strategic business objectives, including workforce planning data.• Greets visitors and answers, screens, and directs inbound phone calls as necessary• Directs and plans essential central services such as reception, administrative support, security, maintenance, incoming/outgoing mail, archiving, cleaning, catering, waste disposal and recycling• Owns and manages 3rd party relationship with outsourced IT team• Liaison with landlords, lease agents and tenant brokers; on-call to respond to building-related emergencies• Works with HR to identify and integrate employee safety and security programs; evacuation plans, office access and related security matters, to maintain a safe and secure working environment

• 

  The Grossman Group

  • Chicago, Illinois

  • Executive Assistant

    • May 2014 - Jul 2015
    • Chicago, Illinois

    Works as 2nd Executive Assistant to assist the C-Suite and their team to serve client needs in a tight-knit internal communications agency. Maintains and adjusts executive strategic priorities and tactical initiatives. Engineers executive daily agenda for maximum efficiency, resolves scheduling conflicts. Completes travel arrangements for executives and key account directors. Welcomes and attends to VIP client needs, and liaises with multiple offices across a network of corporate entities. Coordinates in-house and offsite meeting logistics (transportation, catering, A/V, restaurant reservations, presentation materials.) Audits and prepares billing for freelance team members. Allowed creative latitude for organizational improvement and operational efficacy advancement.

• 

  Dentsu

  • Executive Assistant

    • Apr 2012 - Nov 2013

    Assists multiple advertising executives with personal and corporate business, on a 24/7/365 basis, balancing the needs of a President, two VPs, and coordinating staff across multiple client accounts. Entrusted with sensitive personal material for multiple executives and key staff members. Maintains and adjusts executive strategic priorities and tactical initiatives. Engineers executive daily agenda for maximum efficiency, resolves scheduling conflicts, and prepares correspondence. Completes travel arrangements for executives and key account directors. Welcomes and attends to VIP client needs, and liaises with multiple offices across a network of corporate entities. Coordinates full breadth of in-house and offsite meeting logistics (transportation, catering, A/V, restaurant reservations, presentation materials.) Assists in advertising account management as needed. Coordinates staff time reporting, and staff compliance with accounting systems, including routine tracking and auditing of executive reimbursements.

• 

  Atrium Staffing

  • Planned Parenthood Federation of America, Cole Haan, Shisheido, Max Mara, Dentsu

  • Atrium Operative.

    • Aug 2011 - Apr 2012
    • Planned Parenthood Federation of America, Cole Haan, Shisheido, Max Mara, Dentsu

    Executive assistance, calendar and travel management, office management, facilities management, 24/7 availability, clerical duties, shipping / receiving.

• 

  Freelance PA/Admin Assistant

  • Pen & Brush, Inc., Morris Museum, AIPAD, Public and Private SoHo galleries

  • Fine Arts Assistant

    • Mar 2009 - Sep 2011
    • Pen & Brush, Inc., Morris Museum, AIPAD, Public and Private SoHo galleries

    Executive assistance with a fine-arts emphasis, office administration, facilities and maintenance, art handling and installation for a diverse range of VIP clients. Shipping/Receiving, conducting initial condition report of shipments, installing and lighting exhibitions, staffing & maintaining convention booth space, gallery & promotional photography. Personal assistant services.