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Executive Assistant to President and CEO/Chief Financial-Chief Operating Officer/General Counsel Resume Example

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EXECUTIVE ASSISTANT TO PRESIDENT AND CEO/CHIEF FINANCIAL-CHIEF OPERATING OFFICER/GENERAL COUNSEL
Experience
Executive Assistant to President and CEO/Chief Financial-Chief Operating Officer/General Counsel, 12/2016 to Current
Joslin Diabetes Center – Boston , MA
  • Drive projects forward, identify the bottlenecks or issues; provide information that enable projects to proceed.
  • Adjust to multiple.
  • tasks/demands with tight deadlines and time constraints.
  • Strong problem-solving ability in order to identify and solve issues when.
  • they arise, proposing options or a solution(s).
  • Work strategically/collaboratively in a fast-paced environment.
  • Non-profit global leader in diabetes research affiliated with Harvard Medical School.
  • Board of Trustee Meetings: Plan/organize Board and committee meetings, board dinners.
  • Manage/finalize/distribute Board materials (agendas/minutes/financials) on BoardPaq and PowerPoint slide decks; Coordinate catering/travel logistics.
  • Calendar Management: Mange multiple calendars in multiple time zones for internal/external meetings.
  • Proactively resolve meeting conflicts, deadlines, calendar holds, cancellations, adjustments, and rescheduling.
  • Communication: Strong written/verbal communication skills; Draft, format, finalize documents (letters, memos, presentation slide decks, speeches, org charts, spreadsheets, reports).
  • Proactively keep executives up-to-date on critical/time sensitive issues.
  • Confidentiality: Trusted with highly confidential/time sensitive information.
  • Events: Manage breakfast, lunch, dinners, and sporting/special events with caterers, vendors/business partners for retreats, parties, sporting events, Town halls, seminars, trainings, conferences, workshops, banquets, birthdays, holiday parties, and employee recognition programs.
  • Finance/Budget Support: Work with leadership on annual budgets, department expenses.
  • Manage/process travel/expense reports, invoices/ purchase orders / reconcile statements for reimbursement.
  • Organize reports/financial databases using formulas with Excel spreadsheets; creating charts, graphs, tables for presentations Meetings: Provide program management, administrative/logistical support for group, standing, cross-functional, 1:1 meetings global programs/events including on/off-site meetings, Boston site activities.
  • Coordinate/manage domestic/international meetings.
  • Prepare meeting agendas, minutes, action items, briefing, reading materials.
  • Office Project Administration: Manage and recognize opportunities/gaps/obstacles and apply analytical/creative thinking to address issues/find innovative solutions to manage projects through completion; Provide strategic planning, implementation, processes, procedures, and protocols for project management.
  • Apply sound business judgment/analytical skills to be an extension of CEO and support key areas of the business.
  • Teleconference Platforms: Manage video/audio conferences with Skype, GoToMeeting, WebEx, Conference America, Join.me.
  • Travel: Plan/manage domestic/international air/ground travel, hotel/car chauffeur service, private flights.
  • Manage logistics for retreats/training/seminars/conferences (manage travel budgets).
  • Process/submit work visa paperwork working with U.S.
  • State Department and travelers to meet the visa requirements for many countries and research obtain foreign currency travel/custom tips for travelers.
  • Coordinated for groups and up to 500 individual participants.
  • Vendors: Negotiate corporate rates with vendors, hotels, resorts, travel organizations and caterers.
Executive Assistant, 07/2015 to 12/2016
Neighborhood Assistance Corporation of America NACA – Boston , MA
  • The largest non-profit, community advocacy, homeownership organization in America.
  • the President and CEO Page | 2 of 3 Calendar Management: Mange multiple calendars in multiple time zones for internal/external meetings.
  • Proactively resolve meeting conflicts, deadlines, calendar holds, cancellations, adjustments, and rescheduling.
  • Communication: Strong written/verbal communication skills; Draft, format, finalize documents (letters, memos, presentation slide decks, speeches, org charts, spreadsheets, reports).
  • Proactively keep executives up-to-date on critical/time sensitive issues.
  • Confidentiality: Trusted with highly confidential/time sensitive information.
  • Events: Manage breakfast, lunch, dinners, retreats, holiday parties, golf outings, Town hall meetings, seminars, trainings, conferences, workshops, banquets, birthdays, holiday parties, and employee recognition programs.
  • Human Resources: Onboarding/off boarding processing, new hire orientation.
  • Payroll/PTO coordination for paid time off/earned time).
  • Assist corporate recruiters (interviewing/selecting internal/ applicants.
  • Coordinate with the hiring manager(s) scheduled interviews.
  • Meetings: Provide program management, administrative/logistical support for group, standing, cross-functional, 1:1 meetings global programs/events including on/off-site meetings, Boston site activities.
  • Coordinate/manage domestic/international meetings.
  • Prepare meeting agendas, minutes, action items, briefing, reading materials.
  • Office Project Administration: Manage and recognize opportunities/gaps/obstacles and apply analytical/creative thinking to address issues/find innovative solutions to manage projects through completion; Provide strategic planning, implementation, processes, procedures, and protocols for project management.
  • Apply sound business judgment/analytical skills to be an extension of CEO and support key areas of the business.
  • Staff Management: Manage corporate administrative support, interns, and contract staff.
  • Administrative and Payroll management of FTEs.
  • Manage/coordinate the payroll ADP work time/attendance/vacation/sick time.
  • Teleconference Platforms: Manage video/audio conferences with Skype, GoToMeeting, WebEx, Conference America, Join.me.
  • Travel: Plan/manage domestic/international air/ground travel, hotel/car chauffeur service.
  • Manage logistics for retreats/training/seminars/conferences (manage travel budgets).
  • Vendors: Negotiate corporate rates with vendors, hotels, resorts, travel organizations and caterers.
Executive Assistant, 04/2014 to 07/2015
Bayer Corporation – Whippany , NJ
  • International matrix organization: 113,200 worldwide (35,300 in Germany), 65 locations Labor Relations HR Expert to Director Labor Relations, VP Compensation-Benefits, VP Talent.
  • Management, Sr.
  • VP Head of HR, USA Operations, VP of HR Pharmaceuticals, Product Supply & Administration Calendar Management: Mange multiple calendars in multiple time zones for internal/external meetings.
  • Proactively resolve meeting conflicts, deadlines, calendar holds, cancellations, adjustments, and rescheduling.
  • Communication: Strong written/verbal communication skills; Draft, format, finalize documents (letters, memos, presentation slide decks, speeches, org charts, spreadsheets, reports).
  • Proactively keep executives up-to-date on critical/time sensitive issues.
  • Confidentiality: Trusted with highly confidential/time sensitive information.
  • Events: Manage breakfast, lunch, dinners, retreats, holiday parties, golf outings, Town hall meetings, seminars, trainings, conferences, workshops, banquets, birthdays, holiday parties, and employee recognition programs.
  • Human Resources: Onboarding/off boarding processing, new hire orientation.
  • Payroll/PTO coordination for paid time off/earned time).
  • Assist corporate recruiters (interviewing/selecting internal/ applicants.
  • Coordinate with the hiring manager(s) scheduled interviews.
  • Meetings: Provide program management, administrative/logistical support for group, standing, cross-functional, 1:1 meetings global programs/events including on/off-site meetings, site activities.
  • Coordinate/manage domestic/international meetings.
  • Prepare meeting agendas, minutes, action items, briefing, reading materials.
  • Office Project Administration: Manage and recognize opportunities/gaps/obstacles and apply analytical/creative thinking to address issues/find innovative solutions to manage projects through completion; Provide strategic planning, implementation, processes, procedures, and protocols for project management.
  • Apply sound business judgment/analytical skills to be an extension of CEO and support key areas of the business.
  • Staff Management: Manage corporate administrative support, interns, and contract staff.
  • Administrative and Payroll management of FTEs.
  • Manage/coordinate the payroll ADP work time/attendance/vacation/sick time.
  • Teleconference Platforms: Manage video/audio conferences with Skype, GoToMeeting, WebEx, Conference America, Join.me.
  • Travel: Plan/manage domestic/international air/ground travel, hotel/car chauffeur service.
  • Manage logistics for retreats/training/seminars/conferences (manage travel budgets).
  • Vendors: Negotiate corporate rates with vendors, hotels, resorts, travel organizations and caterers.
Hospice Compassus, 03/2007 to 04/2014
Brentwood , TN
  • Started the start-up company with 3 employees ­ I was one of these employees; Currently 140 local programs in 31 states across the U.S.
  • Executive Assistant to the President and CEO, Board of Trustees and Senior Leadership Team Contributed with the growth of this start-up healthcare/hospice company.
  • Performed multiple roles, acting as the liaison, gatekeeper, and first point of contact for the Corporate Headquarters.
  • Actively enable the efficiency of the administrative operations from behind the scenes.
  • Represented the CEO to internal/external parties including but not limited to clients, collaborators, board and staff members, and business leads.
  • Page | 3 of 3 Board of Trustee Meetings: Plan/organize Board and committee meetings, board dinners.
  • Manage/finalize/distribute Board materials (agendas/minutes/financials) on BoardPaq and PowerPoint slide decks; Coordinate catering/travel logistics.
  • Building Management: Managed office relocations-moves/expansion-upgrades, office equipment, phone/electrical services with vendors.
  • Calendar Management: Mange multiple calendars in multiple time zones for internal/external meetings.
  • Proactively resolve meeting conflicts, deadlines, calendar holds, cancellations, adjustments, and rescheduling.
  • Communication: Strong written/verbal communication skills; Draft, format, finalize documents (letters, memos, presentation slide decks, speeches, org charts, spreadsheets, reports).
  • Proactively keep executives up-to-date on critical/time sensitive issues.
  • Create executive summaries and brief the Executives on action items with specific issues and projects Confidentiality: Trusted with highly confidential/time sensitive information.
  • Events: Manage breakfast, lunch, dinners, retreats, holiday parties, golf outings, Town hall meetings, seminars, trainings, conferences, workshops, banquets, birthdays, holiday parties, and employee recognition programs.
  • Finance/Budget Support: Work with leadership on annual budgets, department expenses.
  • Manage/process travel/expense reports, invoices/ purchase orders / reconcile statements for reimbursement.
  • Human Resources: Onboarding/off boarding processing, new hire orientation.
  • Payroll/PTO coordination for paid time off/earned time).
  • Assist corporate recruiters (interviewing/selecting internal/ applicants.
  • Coordinate with the hiring manager(s) scheduled interviews.
  • Manage/coordinate time/attendance, PTO/earned time.
  • Assists with employee engagement survey processes.
  • Administrator for learning management systems (LMS).
  • Meetings: Provide program management, administrative/logistical support for group, standing, cross-functional, 1:1 meetings global programs/events including on/off-site meetings, site activities.
  • Coordinate/manage domestic/international meetings.
  • Prepare meeting agendas, minutes, action items, briefing, reading materials.
  • Office Project Administration: Manage and recognize opportunities/gaps/obstacles and apply analytical/creative thinking to address issues/find innovative solutions to manage projects through completion; Provide strategic planning, implementation, processes, procedures, and protocols for project management.
  • Apply sound business judgment/analytical skills to be an extension of CEO and support key areas of the business.
  • Staff Management: Manage corporate administrative support, interns, and contract staff.
  • Administrative and Payroll management of FTEs.
  • Manage/coordinate the payroll ADP work time/attendance/vacation/sick time.
  • Teleconference Platforms: Manage video/audio conferences with Skype, GoToMeeting, WebEx, Conference America, Join.me.
Accomplishments
  • Manage curriculum/materials for corporate training/development activities, including soft-skill based development.
  • Travel: Plan/manage domestic/international air/ground travel, hotel/car chauffeur service.
  • Manage logistics for.
  • retreats/training/seminars/conferences (manage travel budgets).
  • Vendors: Negotiate corporate rates with vendors, hotels, resorts, travel organizations and caterers.
  • Previous positions include served in the U.S.
  • Army-Active Duty ­ Military Operating Specialty: Accounting & Finance.
Education
B.A. Degree: Business ManagementBusiness Management
M.A. ED Degree: Administration/Supervision (Education)Administration/Supervision (Education)
Summary
An Administrative strategic partner with several years of progressive corporate experience in global, matrix, functional and divisional organizations. What I bring to the table? Effective communicator: excellent interpersonal, organizational, time management with attention to detail Multi-task, set priorities, work within budget, meet deadlines, use best practices Results driven, creative, flexible, proactive; readily adapt to changing needs, circumstances/business goals Enthusiastic team player who embraces a challenge and consistently achieves desired results
Certifications
Corporate Industry Experience in: Healthcare / Hospice / Pharmaceutical / Accounting and Finance Background in: Administration Start-up Operations Project Management Accounting/Finance Management
Affiliations
Active Commissioned Notary Public (in MA); Active: National Notary Association Member (NNA) Active" Toastmasters International Speaker
Highlights
Microsoft Outlook, Word, Excel, PowerPoint, Access, Visio G-Suit: Gmail, Docs, Drives, Calendar for Business Google Docs, Sheets and Forms BoardPaq ADP Applicant Tracking systems (ATS) ­ Taleo HRIS Systems PeopleSoft Workday Concur SAP Purchase Requisition Kronos Razor's Edge SharePoint
Skills
Accounting, Administrative, administrative support, ADP, analytical skills, audio, Benefits, budgets, Budget, charts, conferences, creative thinking, clients, databases, diabetes, Edge, special events, expense reports, expense reports, fast, Finance, financials, financial, Forms, functional, graphs, Harvard, hiring, Hospice, HRIS, Human Resources, HR, Kronos, Labor Relations, Leadership, letters, logistics, Manage logistics, Manage logistics, Director, materials, Meetings, Access, Excel spreadsheets, Excel, Office, Microsoft Outlook, PowerPoint, SharePoint, Word, office equipment, Page, Payroll, PeopleSoft, presentations, problem-solving, processes, profit, program management, Project Management, protocols, reading, research, SAP, seminars, sound, speeches, spreadsheets, Staff Management, strategic planning, tables, phone, upgrades, verbal communication skills, video, Visio, workshops, written
Additional Information
  • AWARDS/RECOGNITION Bayer Corp Silver (Flexibility Award), for above/beyond contribution to Bayer LIFE values Toastmasters International Competent Communication Award Toastmasters Local Districts ­ Officer Positions held: Vice President, Public Relations and Area Governor
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Resume Overview

Companies Worked For:

  • Joslin Diabetes Center
  • Neighborhood Assistance Corporation of America NACA
  • Bayer Corporation

Job Titles Held:

  • Executive Assistant to President and CEO/Chief Financial-Chief Operating Officer/General Counsel
  • Executive Assistant
  • Hospice Compassus

Degrees

  • B.A. Degree : Business Management
    M.A. ED Degree : Administration/Supervision (Education)

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