SUMMARY:

• More than 10 years of skilled and dedicated Executive Assistant/Office Management and Event plannig experience with an expertise in supporting daily operational and administrative functions, coordinating special events and meeting and travel planning.
• Demonstrates capacity to provide comprehensive support for executive - level, C level staff; excels at scheduling meetings, coordinating travel both U.S and internationally and managing all essential tasks associated with an Executive Assistants roles and responsibilities.
• Proficient in Microsoft Office Suite including: Outlook, Excel, Visio, PowerPoint, Publisher, Access and Project
• Proven track record of accurately completing research, reporting, information management and department support within demanding time frames.
• Adept at developing and maintaining administrative processes that reduce redundancy improve accuracy and efficiency and achieve organizational objectives.
• Highly focused and results-oriented in supporting complex, dead-line driven operations; able to identify goals and priorities in an independently motivated manner and resolve issues in initial stages.
• Consistently completes communications in a confidential and timely manner with both internal and external points of contact while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and positivity.

EXPERIENCE:

Confidential, Novato, CA

Executive Assistant

Responsibilities:

• Supports all of the above with meeting scheduling, travel arrangements, inter departmental event planning, reporting and presentation creation
• Handles all details of calendar scheduling, travel arrangements, communications with outside vendors as well as all internal communications in a fast paced multi-departmental organization with detail to confidentiality.
• Create and modify documents such as invoices, expense reports, memos, letters and financial statements.
• Arranges Domestic and International travel and meetings, speeches and correspondences
• Back up support for Admin Assistance for the Clinical Operations team

Confidential, Missouri

Executive Assistant and Office Manager

Responsibilities:

• Supports all of the above with meeting scheduling, travel arrangements, inter departmental event planning, reporting and presentation creation
• Handles all details of calendar scheduling, travel arrangements, communications with outside vendors as well as all internal communications in a fast paced multi-departmental organization with detail to confidentiality.
• Create and modify documents such as invoices, reports, memos, letters and financial statements. For departments as well as clients such as; St. Louis Cardinals, St. Louis Blues, St. Louis Art Museum and several Festivals throughout the year.
• Arranges Domestic and International travel and meetings, speeches and correspondences for Chairman who is also President of a very distinguished International Organization
• Prepares agendas and make arrangements for department meetings as well as outside meetings with clients
• Maintains back end of website as well as Intranet
• Single Point of Contact for all PR related, employee and client relation needs
• Oversees all aspects of general office coordination
• Pulls daily/weekly and monthly reports for the departments as well as clients
• Manage Corporate condominiums in Florida. Arrange check in/out for guests and overall care of units

Confidential, St Louis, Mo

Executive Assistant

Responsibilities:

• Supports the Corporate VP, VP of Car Sales, 3 AVP’s and 3 Directors as the Executive Assistant
• Supports all of the above with meeting scheduling, travel arrangements, inter departmental event planning, reporting and presentation assistance
• Handles all details of calendar scheduling, travel arrangements, communications with outside vendors as well as all internal communications in a fast paced multi-departmental organization.
• Coordinates special events or social outings for the department including scheduling of event space, catering and decorations working against a defined budget
• Single point of contact for the yearly sales and awards meeting in coordinating speeches, presentations and flow of the weekend of events
• “Tour Guide” for new hires and outside groups of the Enterprise Campus consisting of 3 300,000 sq foot buildings
• Prepares expense reports for all 7 direct reports
• Create and modify documents such as invoices, reports, memos, letters and financial statements.
• Pulls daily/weekly and monthly reports for the department
• Prepares agendas and make arrangements for department meetings
• Oversees all aspects of general office coordination
• Maintains office calendars/conference room calendars to coordinate work flow and meetings
• Handles all administrative duties for the department including PTO recording/tracking and payroll modifications
• Was the Emergency Coordinator for the 5th Floor employees

Confidential, Nashville, TN

Executive Assistant

Responsibilities:

• Supports the EVP/COO as the Executive Assistant
• Supports the COO’s 6 direct reports with meeting scheduling, travel arrangements, inter departmental event planning, reporting and presentation assistance
• Supports the 6 departments under the COO (staff of 75) in all capacities of administrative needs
• Handles all details of calendar scheduling, travel arrangements, communications with outside vendors as well as all internal communications in a fast paced multi-departmental organization.
• Create and modify documents such as invoices, reports, memos, letters and financial statements.
• Pulls daily/weekly and monthly reports for the department
• Conducts research, compile data and prepare papers for consideration and presentation to the EVP/COO
• Prepares agendas and make arrangements for department meetings as well as Board of Director meetings
• Oversees all aspects of general office coordination
• Maintains office calendars/conference room calendars to coordinate work flow and meetings
• Coordinates special events or social outings for the department including scheduling of event space, catering and decorations working against a defined budget
• Prepares expense reports for the EVP/COO 6 direct reports and 5 employees that report to them
• Acts as the HR liaison for the department directly interfacing with the company wide HR department.
• Facilitates creating documents required for new hires, requests for new position openings and terminations/resignations
• Coordinates space planning for new hires and inter-department changes with Facilities Services Manager to ensure efficient working conditions for the team
• Handles all administrative duties for the department including PTO recording/tracking and payroll modifications

Executive Assistant

Confidential

Responsibilities:

• Supports the Confidential as the Executive Assistant
• Supports the SVP’s 5 direct reports with meeting scheduling, travel arrangements, inter departmental event planning and presentation assistance
• Supports the 4 Regional Vice President’s in all capacities of administrative needs
• Handles all details of calendar scheduling, travel arrangements, communications with outside vendors as well as all internal communications in a fast paced multi-departmental organization.
• Create and modify documents such as invoices, reports, memos, letters and financial statements
• Pulls daily reports for the Sales Operations department
• Conducts research, compile data and prepare papers for consideration and presentation to the SVP
• Prepares agendas and make arrangements for department meetings
• Oversees all aspects of general office coordination
• Maintains office calendars to coordinate work flow and meetings
• Coordinates special events or social outings for the department including scheduling of event space, catering and decorations working against a defined budget
• Prepares expense reports for the SVP’s 5 direct reports and 4 RVP’s
• Acts as the HR liaison for the department directly interfacing with the company wide HR department.
• Facilitates creating documents required for new hires, requests for new position openings and terminations/resignations
• Coordinates space planning for new hires and inter-department changes with Facilities Services Manager to ensure efficient working conditions for the Sales team
• Handles all administrative duties for the department including PTO recording and tracking and payroll modifications

Executive Assistant/IT Services Coordinator

Confidential

Responsibilities:

• Supports the SVP/CIO as the Executive Assistant
• Supports the SVP/CIO’s 4 direct reports with meeting scheduling, travel arrangements, inter departmental event planning and presentation assistance
• Handles all details of calendar scheduling, travel arrangements, communications with outside vendors as well as all internal communications in a fast paced multi-departmental organization.
• Create and modify documents such as invoices, reports, memos, letters and financial statements using Microsoft Office Suite including Outlook, Excel, Visio, Powerpoint, Publisher, Access and Project
• Conducts research, compile data and prepare papers for consideration and presentation to the SVP/CIO
• Prepares agendas and make arrangements for department meetings
• Oversees all aspects of general office coordination
• Maintains office calendars to coordinate work flow and meetings
• Coordinates special events or social outings for the department including scheduling of event space, catering and decorations working against a defined budget
• Prepares expense reports for the SVP’s 4 direct reports and management team of 11
• Acts as the HR liaison for the IT department directly interfacing with the company wide HR department.
• Facilitates creating documents required for new hires, requests for new position openings and terminations/resignations
• Coordinates space planning for new hires and inter-department changes with Facilities Services Manager to ensure efficient working conditions for the IT team
• Handles all administrative duties for the department including PTO recording and tracking and payroll modifications

Confidential, Nashville, TN

Executive Assistant

Responsibilities:

• Managed daily schedule for dynamic CEO, maintaining all correspondence and meetings between CEO and staff, business partners, clients and consultants; managed expense reports and coordinated all travel; all activities consistently completed in a confidential and timely manner while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism.
• Represented CEO as well as company as a whole while interfacing both internally and externally with all levels of management and clientele; clients included: Sony, Kanye West, Keith Urban and Rascal Flatts.
• Provided support for COO, VP of Sales, VP of Marketing and VP of Product Development.
• Planned and managed client events for 100+ with aggressive timelines and budgets.
• Managed administrative assistant and front desk responsibilities.
• Managed facilities including three buildings and all required supplies and maintenance; managed relationships with vendors.
• Manage all elements of Human Resources programs for staff of 75 full-time employees and 10+ interns; administer health benefits, manage compensation negotiation and packages and ensure compliance with Ticketmaster HR policies and procedures. Lead orientation for all new hires and maintain bi-weekly payroll reconciliation; manage Administrative Assistant.
• Recruited and hired 26 new employees in 2008, increasing staff size by 50%; created training and orientation programs designed to accommodate rapid company growth.
• Concepted and coordinated robust internship program that resulted in hiring of 20+ interns addressing key business needs.
• Reduced 13% of staff through a reduction in force exercise resulting in $460,000 in annual savings; coordinated all employee meetings and communications, prepared all separation documents and obtained all settlement and release agreements.
• Managed facilities, including 3 buildings and several rented spaces during a period of dynamic growth and subsequent contraction; found efficiencies and cut supply costs by 15% in 2008.
• Project managed search for new office space; created space plans with Ticketmaster resources for 110+ employees from two divisions; coordinated all space/design/furniture decisions against increasingly tight budget constraints.