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Executive Assistant To Managing Director Resume

New York, NY

SUMMARY:

Senior Executive Assistant with over two decades of experience providing assistance to SVP and C - Level executives. Self-motivated and skilled in management of complex calendars and arranging domestic and international travel schedules. Highly organized with sound decision making skills and the ability to handle confidential matters.

TECHNICAL SKILLS:

  • MS Office
  • Suite
  • Outlook
  • Access
  • Peoplesoft Salesforce Concur

PROFESSIONAL EXPERIENCE:

Confidential, New York, NY

Executive Assistant to Managing Director

Responsibilities:

  • Processed invoices for payment, including maintenance of payment database, and weekly reports
  • Travel and entertainment reimbursement
  • Booked meeting room and arranged refreshments for internal meetings

Confidential, New York, NY

Executive Assistant to President/ Office Manager

Responsibilities:

  • Provided high-level traditional support including calendar management, travel coordination, and expense processing.
  • Coordinated agendas, dispatched invitations, booked meeting room, arranged IT resources and refreshments for internal and external meetings
  • Worked with HR in onboarding new employees
  • Ordered office supplies; Rewrote New Employee Manual; Facility maintenance
  • Provided detailed word processing as needed

Confidential, New York, NY

Executive Asst.

Responsibilities:

  • Served as liaison between Confidential and Confidential and worldwide employees (300+ ppl)
  • Ensured executive privacy and managed confidential matters cleanly and effectively
  • Screened telephone calls and responded to routine and moderately complex inquiries
  • Coordinated international and domestic travel arrangements including passports, visas, detailed itineraries, flights, accommodations, dining, ground transportation and subsequent expense reports
  • Executed divisional Charitable Contributions requests
  • Coordinated integration of new hires with Human Resources, Technology and other departmental teams
  • Prepared and arranged internal moves, onboarding, seating changes and computer network access
  • Coordinated agendas, dispatched invitations, booked meeting rooms, arranged IT resources and refreshments for internal and external meetings
  • Provided back-up assistance to the Executive Assistant to the Managing Executive Officer
  • Maintained confidential departmental budget balances
  • Processed inter-departmental budget transfers
  • Assisted in the enhancement and implementation of the firm’s Travel, Entertainment and Gift polices
  • Established reimbursement procedures for North Confidential Banking Employees to adhere to these policies
  • Integral part in the implementation of on-line Concur Travel, Entertainment and Gift operating system resulting in a reduction in travel expense of approximately 20%
  • Created and maintained internal manuals for assistants to use as a reference guide for booking travel, car service and day-to-day office duties
  • Reviewed, tracked and processed divisional billings and expense reports including currency conversions

Confidential, New York, NY

Executive Asst. to Senior Vice President

Responsibilities:

  • Provided administrative support to Senior Vice President including high volume of phones, maintenance of calendar and correspondence
  • Liaison between SVP and reporting employees (75) and Board Members
  • Coded, tracked and filed all departmental expenses
  • Processed departmental billings, reviewed and resolved charges
  • Prepared agendas for high volume of daily, monthly and weekly meetings
  • Scheduled and booked travel arrangements, managed follow-up expenses reports
  • Monitored and requisitioned office supplies and gratis orders (CDs) for department and floor

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