Patricia Malave
Executive Assistant, HR Specialist, Events Coordinator & Recruiting Administrator at Princeton University Investment Company- Claim this Profile
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Bio
Credentials
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Management Development Certificate from Princeton University
Princeton University
Experience
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Princeton University Investment Company
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United States
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Investment Management
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1 - 100 Employee
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Executive Assistant, HR Specialist, Events Coordinator & Recruiting Administrator
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Sep 2016 - Present
Princeton University Investment Company, Princeton, New Jersey September 2016 – Present Executive Assistant | Recruiting Manager | Events Coordinator • Assist the Real Assets team with administrative tasks including domestic/international travel, scheduling meetings/calls with managers and prospective managers, and act as a liaison with clients • Prepare all legal documents including subscription docs, LPAs, tax forms, questionnaires and consents/extensions for approval; retain all legal records for future reference; ensure all deadlines are met for closings, redemptions and trades; and format and assist in producing quarterly Board Book and Annual Report• Work with the Talent Acquisition Team to recruit new talent, schedule interviews, produce reports and updates on all positions, communicate and work directly with applicants, schools, and students, and record and maintain all historical data for trending reports • Implemented a new applicant tracking system after conducting research including webinars, consulting with peer groups and numerous vendors; presented findings to the Senior Team; and scheduled training sessions for the Investment, Operations, Technology and Administration teams; performed the configuration of all templates, emails and interface• Schedule and produce several networking and recruiting events with managers, vendors and schools including all marketing materials, best practices, timelines and designs for all events. • Update the website regularly with news, hires and events and am part of a task force team to bring new ideas and designs for the branding and image of the company and website• Work closely with the head of Human Resources of the University by assisting with onboarding/off boarding employees, creating checklists and working with IT to complete processes; communicate with all new hires
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Goldman Sachs
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United States
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Financial Services
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700 & Above Employee
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Executive Assistant - Executive Office
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Jul 2014 - Sep 2016
Goldman Sachs & Co, New York, New York August 2012 – September 2016Executive Assistant – Executive Office • Provided administrative support for the Executive Office (including global co-heads/managing directors and two vice presidents of brand and content strategy)• Worked closely with all teams within the marketing division to ensure timely delivery of all materials to social media outlets, agencies and senior management• Liaised with agencies and other divisions throughout the firm for meetings, materials, information and updates • Prepared and submit all expense reports for travel reimbursement, conferences, team events and external client meetings/dinners/lunches• Entered, submitted and completed all onboarding of vendors through the VMO (Vendor Management Onboarding) system by working with the finance team and vendors• Prepared agendas, presentations and logistics of all internal/external meetings • Incepted and distributed all calls/messages from prospective business partners for the marketing division
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Executive Assistant -The Office of the General Counsel
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Aug 2012 - Aug 2014
Executive Legal Assistant – The Office of the General Counsel • Provided administrative support for the Office of the General Counsel (including the global chief operating officer, chief of staff, a managing director and the finance and operations team as well as second assistant to the General Counsel) • Worked closely with the Finance and Operations team to schedule meetings with vendors and outside counsel and scheduled all travel arrangements• Participated as an active member of the Americas Assistant Career Initiative Committee including scheduling events, creating sessions and surveys by utilizing the LMS and InfoPoll systems, working with the committee to get budget approval and project planning and partnering with other departments within the company including the Wellness Center, HCM, Securities and assistants from EMEA offices • Created and maintained documents on the Legal Assistants SharePoint site • Assisted the legal administrator with GSU sessions for the legal department by sending out internal communications on behalf of the Office of the General Counsel
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Executive Legal Assistant
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Mar 2011 - Feb 2012
Assisted Robert Silverman, Alan Klestadt & the Litigation Department Performed daily administrative tasks including heavy calendaring, arrangement of all travel needs and preparation for meetings, etc.Worked extensively with the document filing system known as FileSite to create, file and save all client related memos, letters, emails and agreementsGathered, edited and proofread all company information for future use in marketing and advertising purposesCreated a new company website including checking for accuracy on all document information, scheduling photo shoots for all employees in three remote offices and maintaining and controlled all information inserted on the website through the back-endResponsible for keeping the website material current and accurate daily as well as sending out informational eblast emails to entire client databases updating them on government decisions relating to their issuesCultivated and maintained client relationships as well as replying to potential client questions through the website and following-up with them for future businessDesigned new logo/branding for all stationary, business cards and adsWorked with labs and other vendors to efficiently correct time sensitive matters for clients Supported the litigation attorney with filing briefs, preparing binders and documents for three major trials and organizing her calendar and client databaseSupported two equity partners with preparing letters, memos and emails, editing client databases and schedule all meetings including the Partnership meetingsAssisted our Special Art Law Consultant with mailings, event planning and formulating new business relationships to aid in the development of the company's new Art Law Department
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Herrick, Feinstein LLP
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Law Practice
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200 - 300 Employee
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Executive Assistant to Managing Director & Counsel
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Mar 2007 - Feb 2011
Performed daily administrative tasks such as scheduling all meetings including Executive Committee meetingsPreparation of daily correspondence and memoranda Preparation of Excel and PowerPoint presentationsResponsible for heavy business calendar and all forward work necessary to meet calendar deadlinesResponsible for preparation of all meeting materials Worked closely with the accounting department and all staff reporting to the Managing Director Compiled information and completed all firm-wide insurance application renewals & 401(k) formsConducted legal recruiting responsibilities inclusive of working closely with consulting agencies while conducting attorney searches for partners and counsel, scheduling interviews with candidates and recruiters, and retrieving feedback from interviewers Prepared check requests, itineraries, agendas, power point presentations, etc., and update forms on intranet Worked with Board of Directors of a not-for-profit organization, as the Executive Administrator, including being present at every meeting, following up with vendors and sponsors, and produced several charity events with over $2MM in revenue Controlled and distributed all entertainment tickets by contacting clients and partners Assisted with overflow work from Commercial Litigation Department on an as needed basis Preparation of pleadings, correspondence and other legal documents being submitted to various courtsAssisted with case research utilizing Westlaw, Lexis/Nexis when requested
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BNY Mellon
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United States
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Financial Services
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700 & Above Employee
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Executive Assistant to the SVP & Head of Asset Management
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Dec 2005 - Feb 2007
Performed daily administrative tasks including heavy calendaring, arrangement of all travel needs and preparation for meetings, etc.Daily preparation of heavy correspondence and memoranda including preparation of numerous documentsHeavy use of PowerPoint and Excel for multiple project workMaintained close professional relationships with the staff, as well as direct reports, superiors & assistantsAttended senior management meetings to take minutes for circulation & prepare presentations and agendas Created expense and employee reimbursement reports for EVP & approved all employees' reports & requestsCoordinated Compliance Training for employees and reports for management Constructed spreadsheets to track and monitor monetary reports from all divisions and subsidiaries
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Marc Ecko Enterprises
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United States
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Retail Apparel and Fashion
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1 - 100 Employee
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Executive Assistant to President
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Sep 2004 - Sep 2005
Executed daily administrative duties which included heavy calendar scheduling, coordination of heavy travel arrangements and preparation of complicated organizational chartsDaily use of PowerPoint and Excel for numerous projects and presentationsSecretarial tasks including dictaphone transcription and preparation of correspondence Worked closely with marketing to develop media publications Processed sales orders and line sheets to track sales and monetary statistics for the PresidentAssisted marketing department with fashion shows and product placementCreated graphs and reports for the merchandising department for product development
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New York Yankees
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United States
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Spectator Sports
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700 & Above Employee
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Legal Executive Assistant to the COO and General Counsel
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Jun 2003 - Jun 2004
Coordinated and managed daily administrative logistics of busy Executive OfficeResponsible for daily maintenance of all ongoing litigation matters which included heavy contact with outside counsel regarding casesEditing of pleadings and correspondence for multiple casesExecuted daily secretarial duties necessary in the day-to-day operation including document production, preparation of correspondence, daily filing, etc. Organized and maintained filing systems for contracts, purchase agreements, employment agreements, etc.Arranged all communications with media including; calendaring and scheduling of meetings Organized and maintained Outlook with updated business contacts and relationshipsIdentified and executed daily responsibilities and operations of the office of the COO Processed ticket upgrades and requests for clients and VIPsAssisted COO and General Counsel with charity events and public relations activitiesMaintained all files including contracts, employee files and pending legal issues
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Education
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2002 - 2004
John Jay College of Criminal Justice
Masters, Forensic Psychology -
1998 - 2002
St. John's University
Bachelor of Science, Criminal Justice
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