Administrative Assistant to CIO Resume Example
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ADMINISTRATIVE ASSISTANT TO CIO
Summary
18 years of customer service experience in the legal and corporate field. Executive-level administrative support for corporate directors and executives . Meticulous with demonstrated success in process improvements and procedural adherence to achieve company and client objectives. Tech-savvy individual with in-depth knowledge of iManage, Chrome River and Outlook.
Skills
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Experience
Custom Computer Specialists, Inc. | Seaford , NYAdministrative Assistant to CIO09/2018 - Current
- Monitored daily and weekly schedules and monthly calendar obligations for the CIO and 7 other IT senior managers.
- Arranged domestic and international travel, hotel and transportation needs for the CIO and senior managers. Also, I arrange trial site travel arrangements for month long stay for staff.
- Processed financial documents including contracts, expense reports and invoices for the CIO, senior managers and staff, in a department of 75 people.
- Created and maintained spreadsheets and developed administrative and logistical reports.
- Planned and executed corporate meetings, lunches and special events for groups of 75 employees.
- Directed customer communication to appropriate department personnel, in addition to providing information to resolve inquiries and bolster customer satisfaction.
- Managed conference calls by documenting participant details and preparing audio recordings for future reference.
- Assisted with administrative tasks, including filing, answering phones and ordering supplies.
- Managed new hire orientation, including scheduling training and office setup.
- Organized and maintained filing and document management systems, coordinating archiving and purging aligned with company document policies.
- Tracked expenses and documented records using chrome river.
- Monitored and tracked project performance data with smart sheets spreadsheets to generate reports and keep management informed of important project updates.
- Maintained attendance records, taking note of staff vacation time, sick days and personal days.
- Generated shipment invoices, prepared packages and set up courier deliveries for customers.
- Performed complex administrative management of sensitive and confidential issues.
- Maintained up-to-date department organizational chart.
- Coordinated meetings with other department managers and served as main liaison between department heads and executives.
- Managed building access and supplied key cards to employees and visitors.
- Contacted customers via phone and email to confirm deliveries and follow up with inquiries.
Colliers International | Los Angeles , CAIT Assistant09/2017 - 08/2018
- Maintained composure and patience in face of difficult customer situations, applying de-escalation techniques and positive customer support.
- Kept customers informed about issue resolution progress and provided updated estimated times of resolution on ongoing basis.
- Drafted technical documents, including whitepapers, user manuals, implementation documentation and support base entries.
- Set up new desktop systems and configured laptops for incoming employees, loading required software and server permissions.
- Maintained inventory of IT supplies by checking levels on our Notes hardware database on a weekly basis.
- Facilitated system migration projects of 100 employees.
Cravath, Swaine & Moore LLP | City , STATEClient Services Coordinator12/2011 - 08/2017
- Trained new client service coordinators, a total of 10 new employees.
- Receptionist for Human Resources, Operations, Training and Finance Department.
- Answering a high volume of calls, averaging 3,000 monthly.
- Covering a total of 23 lines for managers and directors.
- Arranging transportation daily for partners, associates, clients and monthly recurring reservations.
- Organizing transportation for all of the Firm's events and on site dispatcher for line cars after event.
- Working with finance monthly on adjusting billing for the firm's monthly car summary report for all personnel that take firm's transportation.
- Supported Conference Center by booking conference room, food services and transportation via ESP 2000.
- Assistant to 3 IT managers, managing their calendars, expenses and booking meeting space.
- Updating IT Hardware Database and assisting with prep for new trial sites & audits.
- Manage IT staff overtime schedule and IT monthly move report.
- Assisting HR with updating and making corrections tp the Firm's monthly internal newspaper.
JPMorgan Chase | City , STATESenior Conference Services Assistant07/2002 - 06/2009
- Responsible for the coordination and execution of all meeting logistics in a 35,000 square foot Conference Center including room bookings, registration, audio visual and catering needs.
- Coordinate and execute events in other venues including cafeteria, plaza and auditorium locations throughout the firm.
- Provide onsite coordination of, porters and audio/visual technicians, ensuring that appropriate policies and procedures directly add value to producing a quality guest experience.
- Work closely with contract catering managers and dining service liaisons.
- Meet weekly with Conference Center and Dining team to discuss operational, catering and technical requirements for future events and resolve challenges from past events.
- Continuously provided assistance throughout the day for all meetings taking place within the center, while balancing meeting planning for future events.
- Consult on major programs that require complicated logistics, extensive technology, menu planning, or support of any type and coordinate between the client, conference services and dining team.
- Consultation often includes complete step by step walk through with client.
- Events include Executive and Operating Committee meetings.
- Develop excellent relationships, and manage the support of outside vendors, and building management companies to support services ranging from fire-wardens, security, housekeeping, plumbing, lighting, HVAC, Catering and Furniture rentals.
- Coordinated all external events including menu development, theme design, entertainment, and billing.
- Assist in the customization of internal catering menus and pricing.
- Ensured correct billing and payment for internal and external groups.
- Assist Conference Center clients with meeting requirements.
- Input meeting details into Event Management System, the JPMorgan Chase booking application.
- Coordinate Conference Center team including porter and AV techs to ensure proper room set-up.
- Work closely with management to develop and maintain Standard Operational Procedures.
- Oversee building service such as HVAC, maintenance and security when making a service call to our center.
- Managed Crestron controlled audio visuals including video and audio conference system.
- This includes the set-up and testing of microphones and audio mixing systems.
- Assist with PC Lab set-ups.
- Good understanding of patch bays.
- Able to read AV flow block diagrams.
Education and Training
Harvard University | City, StateCertificate in Justice04/2020
Essex County College | CitySome College (No Degree) in Hospitality Administration And Management
Harvard University | City, StateCertificate in Bioethics And Medical Ethics03/2020
Activities and Honors
Member of The International Center of Photography
Languages
Bi-Lingual, English and Spanish.
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Resume Overview
School Attended
- Harvard University
- Essex County College
Job Titles Held:
- Administrative Assistant to CIO
- IT Assistant
- Client Services Coordinator
- Senior Conference Services Assistant
Degrees
- Certificate in Justice
Some College (No Degree) in Hospitality Administration And Management
Certificate in Bioethics And Medical Ethics
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