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Executive Assistant/Office Manager Resume Example

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EXECUTIVE ASSISTANT/OFFICE MANAGER
Summary

Professional, organized individual with years of experience and track record of longevity and commitment. Core values include honesty, integrity, team work/collaboration and a strong work ethic. 

Accomplishments
  • Assisted in ramping up of new private wealth management office through implementation of accounting processes, office set up and design, hiring vendors and technology set up while efficiently managing three founding partners' extremely busy calendars and travel planning.
  • Supported multiple senior executives in diverse and separate business groups while providing seamless support to each group.
  • Identified and rectified multiple ongoing accounting errors thereby saving the company money on an annual basis.

 

Experience
Executive Assistant/Office Manager
December 2011 to CurrentICONIQ Capital, LLC － San Francisco, CA
  • Provide support to three founding partners including schedule meetings, extensive domestic and international travel, respond to 100+ emails on a daily basis, maintain contacts database and process expenses.
  • perform office management duties including coordinate with compliance and human resources consultants, coordinate projects with tech support, review and pay invoices, create and maintain office documents such as contact lists and gifts logs, hire and manage vendors, and perform back-up receptionist duties.
  • Assist in recruiting new employees and manage administrative staff.
  • Plan events both on-site and off-site including coordinating with high-profile clients, hiring vendors and caterers and managing guest lists.
Executive Assistant
July 2007 to December 2011Jefferies and Company, Inc. － San Francisco, CA
  • Supported two Managing Directors, one SVP and two Analysts in diverse business groups.
  • Managed domestic and international travel arrangements.
  • Created and submitted expense reports using Concur.
  • Planned meetings, conferences and managed calendars.
  • Kept company database up to date with contact, client, meeting and pipeline information.
Executive Assistant/Office Manager
September 2004 to July 2007Putnam Lovell, NBF － San Francisco, CA
  • Supported Managing Director, Vice President and Director of Finance including international and domestic travel arrangements, expense reports, setting up meetings and managing calendars.
  • Office Manager duties: managed vendors, coordinated office moves, ordered and maintained office equipment, managed online and print subscriptions.
  • On-site support for HR Department. Managed commuter check program, tracked time off/sick time and made sure necessary forms were completed and returned to HR Department. Assisted in recruiting for office including screening resumes, coordinating on campus recruiting and candidate travel.
  • Assisted Accounting Department by approving and allocating invoices for multiple offices. Resolved accounting issues. Created new processes to assure quicker payment to vendors.
  • Salesforce Administrator: assured that company pipeline was up to date and that all relevant documents had been uploaded, entered new contact, opportunity, and account information, created new employee Salesforce accounts and custom reports.
Support Services Specialist
January 2001 to September 2004World Travel BTI － San Francisco, CA
  • Researched and resolved travel requests including hotel accommodations, airline upgrades, sedan reservations and car rentals for VIP clients.
  • Ensured that clients received highest level of service possible by notifying hotels/airlines of reservations and coordinating with vendors so that all special requests were met and upgrades secured.
  • Negotiated hotel reservations during sold-out situations.
  • Researched and secured private jet rentals for clients.
  • Obtained refunds and tracked company savings for hotel no-shows on clients' behalf.
Skills
  • Microsoft Office
  • QuickBooks
  • Concur
  • Lotus Notes
  • Salesforce
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Resume Overview

Companies Worked For:

  • ICONIQ Capital, LLC
  • Jefferies and Company, Inc.
  • Putnam Lovell, NBF
  • World Travel BTI

Job Titles Held:

  • Executive Assistant/Office Manager
  • Executive Assistant
  • Support Services Specialist

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