Administrative Assistant To CIO Resume Example Cravath, Swaine & Moore LLP

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

Bi-Lingual (English - Spanish)
Microsoft Office
Lotus Notes
Event Management System (EMS)
ESP2000
Passage Point
Chrome River
Cisco Attendant Console
Right Fax and My Assistant
Rimeto
WebEx

IManage
GTS
Outlook
Customer service experience
Legal
Microsoft Office
Strong problem solver
Time management
Confidential document control
Professional and mature

Experience

Cravath, Swaine & Moore LLP | New York, 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.

Cravath, Swaine & Moore LLP | New York, NYIT 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 | New York, NYClient 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 | New York, NYSenior 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 | Cambridge, MACertificate in Justice04/2020

Essex County College | Newark, NJSome College (No Degree) in Hospitality Administration And Management

Harvard University | Cambridge, MACertificate in Bioethics And Medical Ethics03/2020

Activities and Honors

Member of The International Center of Photography

Languages

Bi-Lingual, English and Spanish.

Resume Overview

Companies Worked For:

Cravath, Swaine & Moore LLP
JPMorgan Chase

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

Administrative Assistant to CIO Resume Example

Resume Score: 80%

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