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Administrative Event Coordinator Resume

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Cambridge, MA

SUMMARY:

  • Accomplished executive assistant providing administrative support for C - level executive staff (CEO/President, Chief Compliance Officer, Managing Director, Executive Vice President, Senior Vice President, and other top executives).
  • Consummate professional dedicated to making the lives of busy executives easier. Serve as an effective gatekeeper; manage busy calendars; prepare well-researched and accurate documents; and efficiently handle daily office tasks.
  • Proficient user of MS Office 2007, 2010 (Word, Excel, PowerPoint, and Outlook), Lotus Notes, Concur, and PeopleSoft (Oracle).

PROFESSIONAL EXPERIENCE:

Administrative Event Coordinator

Confidential, Cambridge, MA

Responsibilities:

  • Provide administrative support to the Architect in Residence and Lab Manager (Sales and Distribution), for the Confidential Boston Technical Exploration Center North America.
  • Schedule, confirm, and coordinate all events (onsite, remote, customer location) at the Confidential Boston Technical Exploration Center North America (TEC).
  • Facilitate communication between sales team, IT specialists, and the TEC before, during and after events.
  • Provide administrative support on event days and act as the point of contact for TEC requests/reservations; pre-confirmation and status calls to review the intent, technical requirement and logistics of the event.
  • Greet guests, assist attendees (facilities work request, catering, attendee nominations) and collect feedback via the TEC Reservation Database.

Senior Administrative Assistant

Confidential, Watertown, MA

Responsibilities:

  • Provided administrative support to the Manager of Business Development/Sales and Account Managers in one of the largest (Fortune 500) shipment/logistics companies in the world.
  • Preparation of reports using various software packages and databases (Excel, MS Word, UPS intranet).
  • Compilation of information from various sources of UPS tracking systems (ETT, iGate, Oracle).
  • Proven experience in working with Siebel customer relationship management (CRM) tools.
  • Data entry, answering phones, field customer complaints, and utilize UPS shipping systems.
  • Capability to build effective working relationships with customers and UPS personnel.
  • Handling of confidential information and providing customer service solutions.
  • Ability to handle multiple tasks in a fast-paced environment with a high attention to detail.

Executive Assistant

Confidential, Boston, MA

Responsibilities:

  • Provided executive-level administrative support for corporate clients within a wide variety of business sectors and operations including financial services and insurance.
  • Served as an administrative liaison on behalf of the CEO/President for monthly Board of Directors meetings (agenda, hotel, catering, and expense reporting).
  • Managed and organized a complex calendar, including internal/external meetings, conferences, teleconferences and media events.
  • Reviewed and responded to incoming/outgoing e-mail, mail, invitations, and phone calls.
  • Compiled documents and agendas for meetings and prepared presentation materials.
  • Coordinated travel arrangements (itinerary, hotel, and rental car).
  • Monitored e-mail and handled routine inquiries with ability to resolve scheduling conflicts on own initiative.

Executive Assistant/Senior Associate

Confidential, Boston, MA

Responsibilities:

  • Provided C-level administrative support to the Executive Vice President/Chief Compliance Officer in the Executive Office of State Street Corporation.
  • Organized weekly staff meetings and quarterly division meetings.
  • Prepared and reviewed correspondence and materials for meetings.
  • Coordinated monthly and quarterly Board of Director presentations.
  • Liaised with regulatory agencies, (Federal Reserve Bank of Boston) to ensure proper administration of exams, while communicating status to executive management and ensure all activities are appropriately recorded.
  • Prepared travel arrangements (domestic/international), hotel, car service and expense reports.
  • Oversaw and managed efficient functioning of the Executive Office.
  • Provided back-up support as needed to the CEO and Vice Chairman’s Office.
  • Availability to work Confidential regular business hours via BlackBerry.

Executive Assistant

Confidential

Responsibilities:

  • Provided executive-level administrative support for corporate clients within a wide variety of business sectors and operations including financial services, consulting and biotech/pharma.
  • Coordinated and scheduled meetings (internal/external), conference rooms (video conference/WebEx) and catering arrangements for executive management, board members and clients.
  • Prepared travel arrangements (domestic/international), itinerary, (availability to address any last minute changes/cancellations); car/hotel accommodations, and prepared expense reports (Concur/PeopleSoft).
  • Assembled and analyzed (potentially confidential) information for purposes of preparing various reports, manuals, agendas, department budgets, personnel items and statistical reports.
  • Recorded monthly sales calls into Client Net Database (SharePoint).
  • Reviewed and evaluated organizations - Identified 501(c)(3)’s of non-profits.

Executive Assistant

Confidential, Lynnfield, MA

Responsibilities:

  • Provided executive-level administrative support to the Managing Director and Senior Vice President - GfI Client Service Delivery/AOS Client Services and their direct reports.

Senior Administrative Assistant

Confidential, Boston, MA

Responsibilities:

  • Provided executive-level administrative support to the Managing Director/Sr. Human Resource Business Partner & Asset Servicing staff.
  • Oversaw and managed Director’s calendar, scheduled conference calls, video conferencing, off-site meetings and events (car service, caterer, and hotel).
  • Compiled and retrieved employee information from PeopleSoft HR database.
  • Edit and maintained expense/travel budget, call tree list, organizational charts, and vacation tracking.
  • Organized bi-weekly staff meeting with direct reports, including preparation of agenda and attachments.
  • Scheduled complex travel arrangements (domestic/international) and prepared expense reports.
  • Read and analyzed incoming correspondence, reports, and submissions to determine their significance and plan their distribution.

Executive Administrative Assistant

Confidential

Responsibilities:

  • Provided administrative support to a variety of companies specializing in the areas of government administration and computer software/technology.
  • Responsible for calendar maintenance, filing, ordering supplies, and invoice/expense reporting.
  • Composed general correspondence, reports, tables, spreadsheets, and PowerPoint presentations.
  • Compiled and maintained manuals for office and purposes.
  • Organized meeting events and conferences by arranging caterer, facility and travel.
  • Worked independently and within a team on nonrecurring and ongoing projects.

Executive Assistant

Confidential, Salem, MA

Responsibilities:

  • Provided high-level administrative support to the Executive Vice President of Sales and Boston Regional Manager of a premier provider of insurance and surety solutions for logistics companies.
  • Assisted with regulatory compliance including licensing, tax items, and research.
  • Completed marketing projects, PowerPoint presentations and sales proposals.
  • Coordinated and scheduled busy calendar, conference calls, guest visits, office events, and office meetings.
  • Created and maintained data analysis reports.
  • Performed internet research for news articles and data on industries and corporations.
  • Prepared confidential correspondence, memos and newsletters.
  • Scheduled travel arrangements (domestic/international) and prepared expense reports.

Executive Assistant

Confidential

Responsibilities:

  • Provided executive-level administrative support to a variety of companies specializing in the areas of biotech/pharmaceutical, financial services and legal industries.
  • Maintained executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel (domestic/international).
  • Prepared correspondence, memos, reports, tables, spreadsheets, and PowerPoint presentations.
  • Document/input billable time, expense reports, invoices, and expense reconciliation.

Legal Assistant

Confidential, Boston, MA

Responsibilities:

  • Provided administrative support to a managing partner and two associates practicing in the areas of banking, finance and lending, mergers and acquisitions, business and corporate law, litigation, and commercial real estate law in a small downtown law firm.
  • Prepared correspondence, filing, faxing, scanning, time entry/billing, filing, occasional switchboard coverage, and assistance with luncheons and meetings.

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