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Senior Finance Executive Assistant Resume

New York, NY

SUMMARY:

  • 15+ years C - Level Executive Assistant Worldwide Music Management, Software Development, Insurance Brokerage, Global Bookstore, Global Advertising Agency, Global News Organization
  • Accounted for annual revenue of $200 million
  • Scheduled and arranged conference calls with executives worldwide
  • Complex travel arrangements
  • Developed contractor and vendor invoicing tracking system
  • Flexible in a high volume/deadline driven environment
  • Detailed & results oriented
  • Skilled project management, organizational & prioritization skills
  • Self-motivated, proactive and highly anticipatory
  • Excellent verbal & written communication skills
  • Energetic, positive & professional demeanor
  • Diplomatic and collaborative
  • Advanced Mac & Microsoft Office
  • Lotus Notes and Outlook
  • QuickBooks and Concur
  • Salesforce.com and Contacts database management (i.e., 2,500-3,000)
  • Events planning & management
  • Heavy calendar management
  • Typing speed; 70 wpm
  • Complex travel arrangements

PROFESSIONAL EXPERIENCE:

Confidential, New York, NY

Senior Finance Executive Assistant

Responsibilities:

  • Manages heavy and consistently maintains fluid Outlook calendar across multiple time zones, assesses who can cover mtgs. on the MD’s behalf and in their absence, proactively schedules debriefing mtgs. and removes conflicts.
  • Generates extensive and detailed domestic & international travel itineraries, in addition to obtaining travel visas.
  • Prepares, manages and approves Confidential & Confidential reports, exception requests, ensures policies and guidelines are adhered to.
  • Prepares, reviews and distributes mtg. materials prior to scheduled mtgs. and discussions, generates ad hoc rpts. and manages assigned special projects., etc.
  • Provides guidance to 35+ admin. assist. within the domestic & international offices. Fosters excellent relationships with diverse individuals company-wide to facilitate collaboration, cooperation and project completion. Manages daily mtg. activities (i.e., scheduling conf. rms., audiovisual / telepresence set- Confidential ).
  • Event management & planning involving budgeting, catering, accommodation logistics, and onsite assistance as needed.

Confidential, New York, NY

Senior Executive Assistant

Responsibilities:

  • Responsible for collecting and preparing data used for presentations and meetings for Senior Executive staff. Managed action items and documents meeting minutes. Planned, organized and managed multiple calendars by resolving overlapping commitments / conflicts to protect time for priorities.
  • Coordinated all travel arrangements, meetings, vendor and customer reviews, and special events such as department all-hands or off-sites. Reconciled expense reports and purchase requisitions submissions. Developed and managed meeting communications and cadence activities. Managed special projects for and with the senior staff and worked with HR, Finance, Legal and other groups on reporting / reconciliation projects.

Confidential, New York, NY

Executive Assistant & Project Coordinator

Responsibilities:

  • Managed and scheduled high-volume meetings across multiple calendars and time zones simultaneously.
  • Communicated with C-level executives, managers and their support staff to coordinate/schedule meetings, answer general queries, record messages, redirect callers to correct departments, distribute notes, and forward meeting agendas and materials for review prior to meetings.
  • Arranged travel accommodations (i.e., hotels, airlines, car rentals, etc.) and created detailed itineraries.
  • Generated, edited and assisted with the preparation of presentation materials, correspondence and spreadsheets. Prepared purchase orders (PO’s) and approved expense reports. Page 1 of 2

Confidential, Long Island City, NY

Executive Assistant

Responsibilities:

  • Prioritized and coordinated high-volume schedules.
  • Organized meetings, interviews and business unit group outings.
  • Maintained and improved the electronic / hard copy filing system.
  • Processed expense reports and followed up when required.
  • Prepared presentations, managed budgets, created reports and written correspondence for internal / external audiences.
  • Assisted with basic HR support (i.e., training, onboarding new employees and off boarding exiting employees).

C-Level Office Mgr. & Executive Assistant

Confidential, New York, NY

Responsibilities:

  • Completed a broad variety of administrative tasks for the CEO including: provided "gatekeeper" and "gateway" role, by creating win-win situations for direct access to the CEO's time and office. Communicated directly, and on behalf of the CEO including those of a sensitive or confidential nature. Determined appropriate courses of action, referrals, or responses by partnering effectively with the CEO to keep him well informed of upcoming commitments/responsibilities and followed up appropriately.
  • Acted as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Assisted in the completion of RFPs and RFIs.
  • Generated appropriate sales reports within Salesforce.com.
  • Prepared documents for quarterly Board of Directors Meetings, personal support included: scheduling medical appointments for CEO and family members, submitting medical claims, gift purchasing, car and health insurance renewals.
  • Followed up on contacts made by the CEO and supported the cultivation of ongoing relationships.
  • Participated as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
  • Assisted in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
  • Received and managed office supplies, vendor orders, stocked kitchen with beverages and snacks, managed daily mail pick- Confidential and drop offs, distributed mail in mailboxes and coordinated courier services, handled all shipping requests through Confidential and Confidential, liaised with building management and was the primary contact for building issues and building/office access. Coordinated office parties, outings and happy hours.

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