SUMMARY:

• Highly skilled and polished Project Coordinator/Manager and Executive Assistant with 11+ years of experience serving in multiple roles and being the right hand to c - level executives and their teams.
• Able to effectively exhibit self-appointed, professional independence while applying critical thinking to seamlessly coordinate daily activities as delegated by corporate partners.
• Demonstrate acute comprehension in the synchronization of group meetings by applying exemplary calendar management.
• Engage with all levels of an organization with professional decorum and thoughtful follow through
• Display abilities to contribute successfully to organizational operations by analytically researching processes to maximize office efficiency
• Resourceful in de-escalating problematic situations with positive results
• Analyze situational needs, allocate resources, oversee progress, create models for improvement, and accelerate change over procedures

AREAS OF EXPERTISE:

Time Management | Special Project Coordination | Process Improvements On-Boarding & Administration | Executive Team Management | Leadership & Team Engagement Day-to-Day Operations | Workflow Coordination | Records Gatekeeper | Key Liaison |Networking MS Office | Concur | Ariba | FieldGlass | SharePoint

PROFESSIONAL EXPERIENCE:

Confidential - New York

Project manager, Assistant Vice President

Responsibilities:

• Lead Onboarding tasks for efficient and effective completion of new hire onboarding and off-boarding along with managing the technology inventory for the Internal Audit department across the east and west coast. Responsible for being the point of escalation when delays occur with onboarding new staff
• Work with Corporate Real Estate to assign space, process coordinate internal moves, and update seating charts across the firm
• Responsible for updating Business Continuity plans throughout the year. Execute Clean Desk Policy inspection bi-monthly to ensure compliance with Head office requirements. Update s to various audit groups
• Coordinate logistics for All Hands meetings for 300 + staff across the east and west coast. Schedule video conference rooms, distribute rooms assignment, assist with gathering agenda items and triaging technical interruptions during meeting
• Order and administer new equipment, basic supplies, software licenses and security badges. Create tickets and ensure proper setup and installation of phone, computer hardware and mobile devices
• Responsible for ensuring PC equipment issued to new hires is in alignment with company policy, and working with IT to upgraded outdated equipment
• Work with HR to update headcount reporting bi-monthly and responsible for updating organizational chart that is posted in the company’s intranet site
• Responsible for keeping all internal distribution lists up to date, and provisioning new hires access to SharePoint
• Coordinate distribution of all branding MUFG items to east coast, west coast and remote employees
• Assist with sending communications from Internal Audit’s internal communication mailbox to all staff s:
• Enhanced onboarding process by creating administrative procedures and various job aids; streamlined process steps and load balancing among team members; hands-on development of SharePoint d Confidential bases to track progress on 15-20 steps needed for onboarding. Created a set of corporate real estate maps and metrics of the 10 locations housing Internal Audit staff
• Recently promoted to Associate, Assistant VP after one year of service at the bank as a result of being a high-performer. I also received the Audit Applause in Q4, 2016 which is an internal recognition program to celebrate and acknowledge high performing individuals across the firm

Confidential, New York

Executive Assistant

Responsibilities:

• Offered full-scale administrative support to SVP of Operations & Systems as well as VPs, Directors, and peer corporate executive assistants
• Synchronized critical calendar management between cross-functional teams including the coordination of deep-dive strategy meetings, reoccurring meetings, conference room reservations, and catering services if requested
• Coordinated domestic and international travel arrangements including flight, hotel bookings and ground transportation utilizing HRG Concur Travel software
• Prepared and accurately processed travel expenses in alignment with company policy and supporting documents within Concur
• Served as primary correspondence and materials gatekeeper to include organizational charts, spreadsheets, PowerPoint presentations, travel itineraries, and meeting minutes for management analysis
• Drafted and distributed press releases announcing upcoming events and activities
• Facilitated HR functions by working in partnership with talent acquisition representatives, HR business partners, managers, and candidates
• Completed on-boarding processes for permanent staff and consultants in ensuring compliance with company policies and procedures
• Administered FieldGlass for contract services with vendors. Managed Statement of Work (SOW) documents which defined project activities, deliverable, and milestones within Ariba, and FieldGlass
• Increased financial obedience and productivity by independently creating and implementing time keeping processes for both full-time and contracted teams aligned with group’s budget
• Maintained office supply inventory levels and processed orders through Ariba software

Confidential - New York

Project Coordinator

Responsibilities:

• Worked directly with Project Managers to develop project objectives, project plans, and implementation of project tasks and the associated reporting
• Lead the project to insure all engineering areas complied with the Government Security Requirements for a large new block of business.
• Ensured that the dates and requirements were met on time
• Performed timely follow-ups with the appropriate Subject Matter Experts assigned to specific projects
• Communicated effectively with all levels of personnel
• Responsible for project communication, resolving issues, problems and documentation with vendors and internal staff in an effective, efficient manner through all phases of a project implementation

Confidential, New York, NY

Business Analyst

Responsibilities:

• Assumed responsibility for administration of the Archer IT Security System Globally for Confidential
• Completed Administrator on Archer
• Implemented workflow and template changes within Archer for use world wide, coordinating the testing of changes and promotion to production
• Handled product troubleshooting from regions
• Administered access rules and provisioning of user IDs for access to Archer

Confidential, New York, NY

Executive Assistant

Responsibilities:

• Provided administrative support to the Senior Vice President of OCIO and Team with demonstrated ability to improvise, improve procedures and meeting demanding deadlines
• Handled complex calendar management, including multi-party meetings and conference calls.
• Arranged commitments to maximize manager's time efficiently.
• Oversaw meeting arrangements, ensuring that participants have all the material required for a productive meeting
• Coordinated conference room bookings, visitor office space and projector reservations
• Coordinated detailed travel arrangements and itineraries, including logistical arrangements, while keeping in compliance with company expense management policies
• Tracked and maintained bi-weekly attendance and annual vacation records for on shore and off-shore associates
• Managed new hire process for new department employees. Ordered and administered equipment, computer hardware, basic supplies, software licenses and security badges
• Created help desk tickets and ensure proper setup and installation of phone and computer hardware
• Processed and managed expense reports, along with processing departmental invoices
• Maintained office emergency and pantry supplies and arranged for equipment maintenance
• Maintained paper and electronic files and confidential records
• General office and department duties - ensuring efficient flow of all department functions