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favorite this post Experienced, Detail-Oriented, & Proactive Executive Assistant (Peabody) hide this posting unhide

~ Note: reviewing permanent, full-time opportunities only ~

PROFESSIONAL SUMMARY

15+ years' experience serving in executive/administrative support capacity to multiple demanding senior-level professionals within fast-paced corporate environments. Diligent and focused, proactive and detail-oriented team player.

EMPLOYMENT

EXECUTIVE SECRETARY
City of San Diego
San Diego, California
June 2016 - December 2016
  • Support Director and Deputy Director overseeing staff of 50+; serve as gatekeeper to same
  • Comprehensive management of Directors' constantly-changing Outlook calendars (conference calls, on/offsite meetings,
    presentations, executive retreats and trainings)
  • Heavy text-to-cellular phone communication with Directors and executive team regarding shifting calendar events
  • Coordinate Directors' rapidly-changing travel arrangements including domestic/international air and lodging
  • Prepare letters, memos, presentations, agendas; review/edit documents prepared by staff prior to Director signature
  • Manage corporate credit card in connection Directors' purchases; process monthly settlement of same
  • Prepare Directors' travel and expense reimbursements
  • Attend selected meetings/take notes for Director; prepare summaries following same
  • Liaise with executive secretaries to COO, other C-suite executives to expedite processing of critical items
EXECUTIVE ASSISTANT / ADMINISTRATIVE ASSISTANT
Freelance
Boston, Massachusetts
February 2012 - June 2016

Executive support in a range of industries including consulting, insurance, legal, and technology. Duties variable on a per assignment basis, including but not limited to:
  • Support company executives, officers, and other supervisors (i.e. Executive Vice President, Human Resources;
    Vice President/Deputy General Counsel + four additional supervisors, etc.)
  • Manage Outlook e-mail, calendars, and contacts for supervisors
  • Prepare correspondence, spreadsheets, presentations, organizational charts, contracts
  • Coordinate supervisor and other executive travel arrangements including domestic/international air, livery, and lodging
  • Schedule meetings, tele/videoconferences; book conference rooms, technology, catering for same as required
  • Prepare travel/expense reimbursements, check requests; arrange for payment of vendor invoices
  • Assist in coordination of company on and offsite events, function
  • Assist in maintenance of multi-entity corporate records
  • Manage client/vendor contracts database
ADMINISTRATIVE ASSISTANT / SECRETARY
Verrill Dana
Boston, Massachusetts
January 2011 - January 2012
  • Support two Partners (including office's Managing Partner plus a department Chair) and two Counsel
  • Manage Outlook calendars, contacts, and e-mail for all supervisors
  • Set-up/administrate electronic file structures for supported client matters and supervisor access to same
  • Prepare presentations, agreements, and correspondence
  • Generate monthly client billing
  • Process travel and expense reimbursements (T&E), check requests
  • Initiate conflicts checks/open new client matters
  • Process supervisor time entries
  • Coordinate multiple location conference room/visiting office needs of supervisors, including technology and catering
ADMINISTRATIVE ASSISTANT / SECRETARY
Crowell & Moring
New York, New York
February 2007 - March 2010
  • Support three Partners and one associate, plus back-up support of an additional Partner and associate
  • Manage Outlook calendars and contacts for supported Partners
  • Prepare presentations, correspondence, pleadings, and opinions
  • Administrate electronic file structures for supported client matters
  • Generate monthly billing to clients
  • Coordinate domestic and international travel arrangements for supervisors
  • Fulfill supervisor check requests, travel and expense reimbursements (T&E)
  • Open new client matters/initiate conflicts checks for same
ADMINISTRATIVE ASSISTANT / SECRETARY
Morgan & Finnegan
New York, New York
May 2006 - February 2007
  • Support Partner, three visiting Partners from Connecticut office, and one associate
    (frequent support of fifth Partner during extended vacancies of assistant to same)
  • Prepare correspondence, opinions, presentations, and requests for proposal
  • Generate monthly client billing
  • Fulfill travel and expense reimbursements (T&E), check requests
  • Process supervisor time entries
  • Solicited by three departing Partners to join them in establishing New York office of Crowell & Moring (see above)
ADMINISTRATIVE ASSISTANT / OFFICE MANAGER
Matalon Shweky
New York, New York
January 2002 - May 2006
  • Support Principal/Managing Partner
  • Prepare agreements, pleadings, and correspondence
  • Set-up/administrate electronic file structures for supported client matters and staff access to same
  • Generate monthly billing to clients (includes entry of disbursements, client payments)
  • Manage all supervisor and outside counsel time entries
  • Process accounts payable / accounts receivable
  • Liaise on behalf of Principal regarding client matter/account status inquiries
  • Maintain database of retired client files; administrate routing/retrieval of files to/from offsite storage
ADMINISTRATIVE ASSISTANT / SECRETARY
Finkelstein Newman
New York, New York
March 2001 - November 2001
  • Support Managing Partner, Junior Partner
  • Prepare correspondence, settlements, and Company newsletter with distribution of 1,200+
  • Provide back-up document support for seven associates
  • Process accounts payable / accounts receivable
  • Coordinate company payroll with outside vendor
  • Manage client disbursements, revise timekeeper entries
  • Evaluate support staff prospective hires
ASSISTANT TO VICE PRESIDENTS / GENERALS COUNSEL
Daily News
New York, New York
January 1997 - February 2001
  • Support two Vice Presidents/Generals Counsel and one Assistant General Counsel
  • Prepare contracts, agreements, releases, and correspondence
  • Establish and administrate electronic file structures for supervisor/Department data directories
  • Process travel and expense reimbursements (T&E)
  • Liaise with Finance Department in connection with audit and outside counsel issues
  • Serve as primary administrator of Department accounts payable, 1997-1998
  • Coordinate in-house/outside counsel and union representation on labor issues
  • Maintain supervisor/union/union pension fund hard copy chronological files
TECHNOLOGY SKILLS
  • Typing speed of 82 wpm
  • MS-Word / WordPerfect
  • Excel
  • PowerPoint
  • MS-Outlook
  • Visio
  • Adobe Acrobat Professional / Nuance PDF Professional
  • Worksite / FileSite
  • Elite / CMS / Timeslips
  • ABBYY FineReader
  • Dictaphone
References Available Upon Request
  • it's ok to contact this poster if you are a potential employer or other principal. Principals only. Recruiters, please don't contact this job poster.
  • do NOT contact me with unsolicited services or offers

post id: 6024567714

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