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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.

Experience
Cravath, Swaine & Moore LLP - Administrative Assistant to CIONew York, NY09/2018 - 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 - IT AssistantNew York, NY09/2017 - 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 - Client Services CoordinatorNew York, NY12/2011 - 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 - Senior Conference Services AssistantNew York, NY07/2002 - 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.
Activities and Honors

Member of The International Center of Photography

Languages
Bi-Lingual, English and Spanish.
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
Education and Training
Certificate: Criminal JusticeHarvard UniversityCambridge, MA03/2020
Some College (No Degree): Hospitality Administration And ManagementEssex County CollegeNewark, NJ
Certificate: Bioethics And Medical EthicsHarvard UniversityCambridge, MA03/2020
Certificate : Contract LawHarvard UniversityCambridge, MAExpected in 05/2020
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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 : Criminal Justice
    Some College (No Degree) : Hospitality Administration And Management
    Certificate : Bioethics And Medical Ethics
    Certificate : Contract Law

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Administrative Assistant to CIO

Cravath, Swaine & Moore LLP

Brooklyn, New York