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Senior Manager Executive Support Services Resume Example

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JC
Jessica Claire
Montgomery Street, San Francisco, CA 94105 (555) 432-1000, resumesample@example.com
Summary

Take-charge professional delivering executive support and team leadership to business operations. Dependable and detail-oriented with ability to manage multiple tasks and priorities. Broad experience includes office management, accounting, accounts receivable, invoicing, dispatching, database management, vendor negotiations and contract management. Recognized for exemplary customer service and team collaboration. Experienced Office Manager and administration professional with [Number] years of experience in overseeing wide variety of essential functions in bustling business. Analytical in optimizing productivity, efficiency and service quality across various offices within diverse environments. Highly organized with strengths in prioritizing tasks and managing deadlines. Dynamic Office Manager with [Number] years of experience in supporting day-to-day operational functions to provide smooth-running business. Highly dependable, ethical and reliable support specialist and leader in blending advanced organizational, technical and business acumen. Crucial assistance to office staff and customers with eagerness and attentiveness. Dedicated and meticulous Office Manager with over [Number] years of experience excelling at prioritizing, completing multiple tasks simultaneously, and achieving project goals. Flexible and focused team player with unique skillset to streamline operations from within. Multitasking [Job Title] with executive-level administrative management and financial, business and operational leadership expertise. Multidisciplinary professional exhibits essential and developed techniques in policy, procedure and process improvement initiatives. Active support to minimize labor, increase productivity and maintain quality in all aspects of administration.

Skills
  • Operations planning
  • Team building
  • Scheduling and calendar management
  • Event coordination
  • File and data retrieval systems
Experience
07/2019 to 08/XXX0 Senior Manager, Executive Support Services Liveops | Blue Ridge Summit, PA,
  • Scheduled meetings for the President and the Executive Team and manages logistical support.
  • Booked complex international itineraries and processed expense reports.
  • Updated and implemented administrative and executive support policy changes and monitored effects.
  • Planned and executed corporate meetings, lunches and special events for groups of [Number]+ employees.
  • Handled and distributed all incoming and outgoing mail for [Number]-member executive team.
  • Crafted proposals and memos using desktop publishing and word processing software.
  • Obtained signatures for important financial and legal documents.
  • Orchestrated and confirmed senior executive travel accommodations and schedules for [Number]+ personnel.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
  • Approved travel expenses and reimbursement requests from managers and other administrative support professionals.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Prepared and updated office records, spreadsheets and presentations to support executive needs and enhance office efficiency.
  • Served as principal contact, source of information, and liaison for staff, visitors, and other external/internal contacts.
  • Developed standards for creating and maintaining operating systems’ documentation and procedure manuals, such as Policies and Procedures. For example, drafting budget guidance, foreign language training policy, emergency preparedness plan and related policies, and health-related concerns during the coronavirus pandemic including facility use guidelines and office reoccupation plans.
  • Functioned as primary point-of-contact for office support needs for 100+ staff members. Promptly coordinates and resolves inquiries and requests, from broken office equipment and facilities issues to training staff on use of complex equipment.
  • Liaised with property manager and addressed office maintenance issues with building engineers.
  • Responsible for managing and reconciling related expenditures for the facility, such as office and kitchen supplies. Reconciles the budget on a quarterly basis to ensure there are no cost overruns.
  • Main contact for general food and beverage orders for staff and business meetings.
  • Reviewed, assigned charge codes, approved and submitted monthly vendor invoices for payment.
  • Trained and managed front desk/facilities coordinator by clearly prioritizing task assignments to ensure that urgent requests were addressed in a timely fashion.
  • Coordinated on-boarding and offboarding process.
  • Managed move from Arlington VA to Washington DC in July 2019 when DT Global acquired AECOM’s International Development division.
  • Represented the President and the Executive Management Team by managing all office-wide events with the facilities and marketing team for 200+ people.
12/2014 to 06/2019 Office Manager/Executive Assistant AECOM International Development | City, STATE,
  • Handled scheduling and managed timely and effective allocation of resources and calendars.
  • Liaised with customers, addressed inquiries, handled meeting requests and answer billing questions to provide outstanding customer care.
  • Managed office inventory by maintaining documentation of stock.
  • Generated financial reports for management review.
  • Managed office inventory and placed new supply orders.
  • Managed three administrative specialists.
  • Oversaw facility, equipment and IT issues.
  • Managed corporate credit cards and monthly reconciliations.
  • Supervised office enhancements and any issues related to office space.
  • Liaised with vendors and worked closely with AECOM-corporate site manager.
  • Managed on-boarding and off-boarding in coordination with HR.
  • Participated and led activities for the seven business lines within AECOM.
  • Served on the site manager, wellness, and safety committees.
  • Served as fire warden.
  • Facilitated notarization, authentication and apostille processes for various countries.
  • Served as primary contact for all facilities and administrative issues for 80+ division staff members.
  • Recruited, trained and developed dynamic administrative team, supporting all corporate growth and productivity objectives.
  • Interviewed, onboarded, developed and oversaw daily activities of [Number] clerical and administrative office personnel.
  • Planned and executed successful corporate meetings, lunches and special events for groups of up to [Number].
  • Coordinated office activities and operations to secure efficiency and compliance with company policies.
  • Managed inventory and purchase of supplies for office operations and [Equipment] maintenance.
  • Coordinated travel arrangements, including booking hotel rooms, car rentals and airfare for staff traveling to domestic and international locations.
02/2005 to 12/2014 Executive Assistant/Client Services Administrator Cardno | City, STATE,
  • Supported Cardno’s US managing director of Client Services practice.
  • Managed calendar and prepared meeting agenda and materials.
  • Arranged appropriate travel, visas, agendas, necessary contacts and other information for executive travel to [Location] and [Location].
  • Delivered optimal administrative, customer service and case management support through [Action] and [Skill].
  • Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Detailed and arranged logistics for conferences and seminars, including travel arrangements and venue reservations.
  • Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
  • Supervised one administrative assistant, providing guidance and managing her workload.
  • Headed the logistics committee for the biannual US corporate retreat, including:

Negotiating rates for hotel accommodation, catering and meeting venue.

Managing event and ensuring it ran within or under budget.

Developing and maintaining excellent relationships with vendors.

Designing a detailed work plan and conducting a dry-run to ensure smooth operations.

Providing creative solutions to issues and forestalling problems for senior management.

Coordinating travel arrangements, including per-diem for internationally deployed field staff.

  • Organized conferences at USAID for Cardno’s executive management in the U.S. and Australia to introduce the company’s goals and objectives to its primary client.
  • Served as proposal coordinator (including coordination of proposal calendar, formatting and tailoring resumes, contacting contractors, and obtaining letters of commitment).
  • Maintained complex organizational and individual calendars.
  • Arranged international travel and visas.
  • Arranged and provided logistics support for internal and external meetings;
  • Prepared and attended bi-weekly practice directors’ meetings and tracked status of action items between meetings.
  • Performed with distinction in a fast-paced multicultural and international environment.

Project Management duties:

  • Completed operational requirements by scheduling, assigning, and following up on work results, and maintained project database.
  • Identified and analysed business processes to determine most efficient methods of accomplishing work.
  • Developed standards for maintaining operating systems documentation and procedure manuals.
  • Prepared project status reports by collecting, analysing and summarizing information and recommending actions.
  • Coordinated with various departments to obtain resources and identify areas where special assistance was needed in training, field audits, education and communication.
  • Translated and proofread correspondence, marketing materials and proposals from English into French. Contributed on technical proposals designed for Mali, Benin, Senegal and Morocco.
Education and Training
Expected in 06/2002 Master of Science | Simultaneous Interpretation Higher School of Interpreting And Translating , Paris, France, GPA:

Master's Level

Expected in 06/2002 Bachelor of Arts | Applied Foreign Languages Lyon II University, Lyon, France, GPA:

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Resume Overview

School Attended
  • Higher School of Interpreting And Translating
  • Lyon II University
Job Titles Held:
  • Senior Manager, Executive Support Services
  • Office Manager/Executive Assistant
  • Executive Assistant/Client Services Administrator
Degrees
  • Master of Science
  • Bachelor of Arts