PROFESSIONAL EXPERIENCE

Confidential, New York, NY

Executive Assistant

Responsibilities:

• Coordinate travel arrangements through our travel agency according to the Travel and Entertainment Policy
• Arrange ground transportation, book hotels and manage all travel logistics
• Create final travel itineraries and directions
• Process expense reports through the Concur system in a timely manner
• Monitor and track managers expense reports until reimbursement
• Register managers for conferences, confirm hotel reservations, car service & logistics
• Upload conference calls and recordings to Pimcast and SharePoint for internal/external employees
• Enter client meetings, notes and updates into CRM our client relationship database
• Coordinate client meetings for managers, handle the scheduling, materials, meals/refreshments and logistics
• Create folders with client portfolio information that managers use to prepare for meeting presentations
• Confirm the final agenda schedule with all presenters
• Ensure meeting is setup as expected and without any incidents including refreshments and materials
• Manage client telephone calls and respond to requests
• Create follow up correspondence for clients and consultants
• Order supplies for several departments
• Meet and greet new hires and ensure that they have all required materials for training
• Provide back - up support for other assistants

Confidential, New York, NY

Executive Assistant/Associate

Responsibilities:

• Provided calendar management to 7 Managing Director’s and a team of Trading Floor Portfolio Managers
• Coordinated and scheduled meetings with company management, Brokers and Research Analysts
• Provided phone support for 3 Managing Director’s and back-up phone support for the CEO
• Arranged and coordinated all Amtrak, domestic and international travel arrangements, conference registration, car services, visa and passport requirements for the team
• Served as liaison between Brokers and investment team for all internal and external meetings
• Arranged all lunches & breakfast meetings, greeted and assisted with refreshments for all meetings
• Tracked and managed expense reports and monthly AMEX reports for each team member
• Reviewed materials and correspondences for calls, conferences and meetings
• Coordinated with IT and the Help Desk regarding the copy/fax machine and technical issues
• Maintained the team, conference and vacation calendars
• Prepared daily trading reports using international trade management and portfolio accounting systems
• Prepared daily research reports via Markets.com, conducted research projects & ran macro reports
• Provided back-up support for other assistants on an as-needed basis

Confidential, New York, NY

Executive & Personal Assistant

Responsibilities:

• Provided calendar management to 7 M&A Lawyers within the Legal Department
• Planned and coordinated travel itineraries: airlines, hotels, meetings and ground transportation
• Maintained frequently changing calendars through MS Outlook
• Handled incoming calls, respond to inquiries, clarify company policies and procedures, etc.
• Coordinated all aspects of executive level appointments, meetings, receptions and conference calls
• Communicated extensively with offices of Senior Management and Senior Outside Counsel
• Organized and secured highly confidential company and employee information
• Assisted with creating and modifying presentations, spreadsheets and other various documents
• Assisted with personal vacations, hotels, car rentals, medical appointments, restaurant reservations
• Prepared expense reports and monthly reconciliations
• Ordered supplies for my team

Confidential, New York, NY

Executive Assistant

Responsibilities:

• Managed calendars in Outlook as well as conference room calendars for internal and external meetings
• Planned and coordinated travel itineraries: airline, hotel, meetings and ground transportation
• Created and maintained American Express expense reports in PeopleSoft
• Ensured planned time off was properly recorded using HCMS
• Answered phones, monitored and prioritized incoming e-mails and drafted appropriate responses
• Provided a daily list summarizing calls, key events and e-mails that required attention
• Responsible for League Table Reporting and periodic updates of presentations and documents
• Arranged conference calls and made video conference arrangements
• Provided back-up support for other assistants on an as-needed basis

Confidential, New York, NY

Executive Assistant

Responsibilities:

• Supported 14 Managing Directors, 4 Directors and 85 Trading Floor Associates
• Managed extensive calendar & phones for 4 Managing Directors: FX, IRD, Commodities & Treasury Desk
• Coordinated heavy domestic and international travel arrangements
• Planned and coordinated events and assisted with Road Show presentations as required
• Processed travel Visa requests. Received and distributed all mails and packages
• Prepared travel and expense reports using Oracle software
• Arranged all rail, hotel & ground transportation for managers, visitors and clients
• Prepared agreements, letters and documents for signatures
• Arranged client meetings, conference calls and video conferences
• Liaison for Departmental Managers, Tech Support and HR regarding new hires
• Ordered all supplies, maintained inventory and assisted with miscellaneous trading desk matters
• Reviewed, processed and tracked payments for all vendor invoices
• Placed all trouble calls for phones, equipment and office maintenance needs

Executive Assistant

Confidential

Responsibilities:

• Assisted the trading team with travel & expenses (Concur), car service, conferences and catering.
• Supported 3 VPs of Marketing & scheduled meeting rooms utilizing MS Outlook
• Created spreadsheets and documents, utilizing MS Excel and MS Word
• Supported the Director, AVP & Coordinator of Asset Management
• Created and sent out business letters, contracts, and amendments for signatures
• Supported the Global Marketing Director and Vice President
• Supported the Senior Vice President of Contract Management

TECHNICAL SKILLS: Microsoft Office: Word, Excel, PowerPoint, Outlook & Lotus Notes. Concur, PeopleSoft and Oracle systems