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Your Name

Executive Assistant

Old Bridge, NJ

your.email@example.com
111-222-3333
www.your-website.com

Summary

Highly motivated self-starter with diversified skill set specializing in management support on both executive and personal levels. A detail- and results-oriented gatekeeper. Proficient in all the requisite skills. Efficient and effective. An independent worker who is resourceful in obtaining the information needed to get the job done.

Work Experience

Executive Assistant

Amboy Bank, Credit Policy Department,

Apr 2012Current

Providing executive support to the Chief Credit Officer with supplementary support to VP of loan administration.
  • Acting liaison between CCO and clients, staff, board members and corporate CEO
  • Heavy support in ad-hoc financial analysis, reporting and special projects
  • Management of corporate documents, records and reports
  • Performing general office duties, not limited to, calendaring, answering phones, maintaining office supplies, etc.
  • Schedule conference calls, reserve conference rooms and prepare PowerPoint
presentations for client meetings.

Personal Executive Assistant to Founder/Managing Partner

Hudson Capital Management (NY), L.P,

Sep 2008Sep 2010

Head Administrator and Office Manager September 2008 - September 2010
Managed the office of the Founder/CEO and supervised US office administration team and directed firm's UK office administration on all US home office procedures and systems for a leading global private equity firm managing approximately over $1 billion in assets.
  • Ensured office efficiency through management of day-to-day office functions, coordinating and providing administrative follow-through on tasks that support the ongoing operations of the company.
  • Managed Founder and Managing Partner(s) intricate schedules; prepared travel arrangements, including commercial and private flights for broad international travel, private flight negotiations, helicopters, personal security, hotels, ground transportation; extensive dietary restrictive meal and wine selection; precise coordination with pilots and ground transportation providers.
  • Controlled administration team workflow of heavy calendar, travel and meeting management of domestic and international nature (various time zones) for Partners and executive level management as well as all administrative operations (reception duties, announcement of clients, and maintenance of office appearance.)
  • Handled and directed highly confidential/sensitive corporate and personal accounts, information and correspondence.
  • Coordinated all logistics for executive level meetings as well as global scale dinners and events (Board Meetings, LP Advisory and Annual Meetings) inclusive of but not limited to: preparation and review of meeting material and correspondence, venue selection, contract negotiation, handled menu and wine selection, and attendee participation with post event feedback and reporting
  • Recommendation, development, training, implementation and/or evaluation of operational strategies including: methods, policies procedures and systems that support administrative duties resulting in 65% increase in work productivity
  • Established and instructed employees on office operations, procedures and systems including but not limited to: phone systems, filing and accounting practices, templates for invoices and statements, vendor contracting. building security, new equipment and updates to computer software, continuity and contingency plans.
  • On and off boarding of all new hires, Graduate Trainees, Summer Interns and International Assignees including, complete transfers (visas, passport requests, housing, etc) from foreign countries to the United States.

Senior Executive Assistant

UBS Financial Services, Inc,

Jun 2006Sep 2008

Accountable for all aspects of executive support for the Chief Risk, Credit Risk and Information Security Officers and related staff within in the Finance - Risk Control Wealth Management Americas department.
  • Management of day-to-day office operations including management of other administrative staff, travel, expense reporting via Concur system, P&L reporting
  • Recommendation, development, implementation and/or evaluation of operational strategies including: methods, policies procedures and systems that support administrative duties
  • Establish partnerships with various teams and departments both internal and external.
  • Heavy calendar, travel and meeting management on domestic and international levels for each officer
  • Conveyance of chief officers' project/program priorities to all team members providing direction and guidance when appropriate on behalf of executives
  • Acting executive/personal support for Global Executive and Management Board members visiting the Americas.
  • On boarding of all new hires, Graduate Trainees, Summer Interns and International Assignees including, complete transfers (visas, passport requests, housing, etc) from foreign countries to the United States.

Sales and Marketing Operations Assistant

Quest Diagnostics, Inc,

Apr 2005Mar 2006

Responsible for Sales Operations executive support and production of monthly sales financial reporting for Vice President, Directors and staff. Work closely with HR and Finance to collect and analyze various sales data for weekly and monthly reporting.
  • Handling day-to-day operations including; calendar management, meeting/conference call scheduling, domestic and international travel, expense reports and projects as needed. Correspond with clients and sales organization of over 800.
  • Investigate staff training programs, planning and executing special staff reward systems.

Executive Project Assistant

Schering-Plough,

Apr 2004Mar 2005

Contract to Hire) April 2004 - March 2005

Responsible for 21 CSV Part 11 Remediation project team executive support inclusive of two Vice Presidents, five Directors and 27 staff consultants. Coordinated and managed all the review and approval processes of critical computer system validation documents including new and revised procedures, qualification / validation protocols, summary reports, change control documents, and other critical documents that require Quality Assurance and Validation review and approval for Schering-Plough 21 CSV Part 11 Remediation Project.
  • Performed all general and ad hoc doc duties, inclusive of calendar management, meeting planning and investigation of state mandated training requirements specific to project.
  • Providing daily, weekly and monthly reports to Schering Plough Senior and Project Management team increasing awareness of the project deliverable approvals and project document deadline status.

Executive Assistant

Prudential Financial, Inc,

Aug 2000Jan 2003

Responsible for executive support for Community Resources' two Functional VPs, four Senior Managers, and two Senior Analysts in all facets of company operations.
  • Heavy organization and facilitation of department and firm-wide business meetings, nonprofit seminars, luncheons, company-wide and external volunteer recognition ceremonies and special events when required.
  • Assisted in the implementation and maintenance of computerized database for approximately 50,000-clients and performed the database training for regional employees.

Education

Certificate in User Specialist

Art Institute of New York, New York, NY

A.A.S. in Network Engineering & Data Communications

CHUBB Institute of Technology, Jersey City, NJ

Additional Information

SKILLS/ABILITIES
  • Project coordination and reporting, documentation management, financial reporting, and data tracking.
  • Highly competent in the complete Microsoft Office Suite with heightened emphasis on Excel, Access and PowerPoint; Adobe Suite; PeopleSoft, Corel Draw, Concur Expense Reporting
  • Word processing: 70-75 wpm, 100% accuracy.
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