Aimee MK Machado
Carol Stream,IL
Summary
Dedicated Executive Assistant with over 15 years of experience delivering high-level administrative support to executive teams. Proven track record in relationship management and exceptional organizational skills, effectively handling dynamic schedules and priorities. Committed to enhancing executive productivity through adept office management and strategic support.
Overview
11
11
years of professional experience
Work History
Executive Assistant
Sphera
Chicago, IL
09.2022 - 05.2023
- Provided full administrative support and acted as gatekeeper to the chief human resources officer, the chief marketing officer, and the general counsel of a global environmental technology firm excelling in ESG performance and risk management, software data, and consulting services.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion. Handled confidential information with discretion and integrity.
- Accessed all three executives' complex calendars to facilitate all travel and heavy meeting scheduling for recurring weekly, monthly, quarterly, and annual meetings across a global organization, as well as one-off meetings.
- Assisted in organizing conferences, off-site meetings, and other events as directed by the executives.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Greeted visitors warmly upon arrival at the office premises.
- Weekly one-on-one meetings with each executive in order to stay in sync with ever-expanding and changing responsibilities and tasks.
- Coordinated with internal departments on a regular basis to ensure the efficient functioning of day-to-day operations. Frequent communication with other administrative team members on special projects and events. Collaborated closely with team members to achieve project objectives and meet deadlines.
- Executed special objectives and projects in response to executive team and board member requests.
- Worked side by side with other EAs to shift meetings, when necessary, to maximize executives’ time and obligations in a fast-paced, ever-changing environment.
- Coordinated and booked all point-to-point domestic and international travel arrangements (air and accommodations) while adhering to the company's approved business travel policy through a corporate travel agent for all three executives. Completed all expense reports using Concur.
- Heavy drafting and proofreading of documents for the CHRO, as well as assisting with scheduling and running two HR group virtual meetings bimonthly (one for Sphera and one for other companies) using Zoom.
- Kept lease records via data entry into MS Excel for all global offices on behalf of the general counsel, and occasionally assisted other staff lawyers with tasks.
- Updated the go-to-market review PowerPoint presentation and sat in on a virtual meeting, advancing the slides.
- Worked with IT to keep various email distribution lists for human resources, marketing, and legal departments current.
- Provided accurate, up-to-date information to external parties through emails, phone calls and in-person interactions.
- Conducted research on various topics as requested by executives or senior management personnel.
- Completed the procedure manual for job duties and responsibilities across all three executives.
- Performed general office duties, including scanning, copying, fielding calls, and maintaining confidential records and files related to executive operations.
- Managed time effectively to ensure tasks were completed on schedule and deadlines were met.
- Maintained updated knowledge through continuing education and advanced training.
- Participated in the fun activities board with the culture champion, planning various events.
- Proficient in the Microsoft Office suite of products, including Teams, Concur for expense reporting, Workday, and Zoom.
Administrative Assistant to Public Equity Team
PPM America
Chicago, IL
07.2017 - 10.2021
- Provided full administrative support to the public equity team (consisting of a senior managing director and head of public equity, four portfolio managers, and two traders) of an investment management firm with assets under management of $77 billion.
- Performed daily general office duties including scanning, copying, filing, fielding calls, maintaining and updating team calendar as well as distributing all mail, packages, research and print jobs, etc.
- Coordinated and planned monthly team meetings, quarterly meetings, special training and annual offsite meetings, along with arranging catering needs.
- Coordinated domestic and international travel arrangements, and completed expense reports.
- Assisted the team in producing, scanning, and copying documents, correspondence, agreements, and reports.
- Coordinated with office services at the main office, served as office manager and receptionist for the Schaumburg facility, handled guest needs, ensured building access for visitors, managed vendor accounts, liaised with building management, and ordered office supplies.
- Communicated and coordinated with other groups within PPM America and its affiliates, which reside in different or remote locations.
- Maintained, formatted, and distributed files for proxy voting and broker votes, maintained investment recommendation files, and broker contacts.
- Coordinated off-site storage of materials, as well as destruction of materials, pursuant to the records retention policy.
Administrative Assistant to Legal & Compliance Team
PPM America
Chicago, IL
02.2012 - 06.2017
- Provided full administrative support to the legal and compliance team (consisting of four attorneys, including the general counsel and three senior counsels, the chief compliance officer, and four compliance associates) of an investment management firm with assets under management of $110 billion.
- Maintained and updated the team calendar, as well as the calendar of the general counsel, who traveled between the Chicago and New York offices regularly. Scheduled meetings and booked air, car, and hotel reservations, including both domestic and international travel for the team, and some personal travel for GC.
- Heavy communication acting as a liaison via phone and email with internal department heads, as well as the department heads of the parent company and other subsidiaries.
- Coordinated logistics for, and assisted in the successful handling of compliance and audit reviews, including the production of materials, scheduling meetings, and assisting in document preparation for regulatory exams.
- Assisted in the annual compliance training and record retention policy training by scheduling department sessions
- Maintained compliance and legal files including corporate minute books, records, and legal library
- Maintained continuing legal education documentation for compliance with Illinois and New York State Bar requirements
- General office assistance for department such as greeting clients, filing, handling incoming mail, shipping, meeting set up, catering, expense reporting, keeping team attendance, producing, scanning and copying documents, agreements and reports
- Maintained various monthly, quarterly and annual reports and documents, including material litigation, new entities, structure charts, corporate governance chart, signing authorities, committees/compensation committee lists and confidentiality log
- Coordinated offsite storage of materials, as well as destruction of materials and processed and documented per records retention policy
- An investment management firm with assets under management of $110 billion
Education
B.S. with honors -
Illinois State University
Normal, IL05.1998
Skills
- Executive administrative support specialist
- Meticulous attention to detail
- Self-starter
- Resourceful
- Relationship builder
- Professional and confidential
- Articulate and well-spoken
- Proper phone etiquette
- Strong interpersonal communication
- Calendar management
- Email management
- Meeting and conference planning
- Point-to-point travel coordination
- Document processing and management
- Business correspondence
- Report development
- Filing and data archiving
- Legal administrative support
Additional Experience
- Additional detailed job experience available upon request.
Recommendations
- Please view my recommendations on LinkedIn, https://www.linkedin.com/in/aimee-machado-9578b65/.
References
References available upon request.
Timeline
Executive Assistant
Sphera
09.2022 - 05.2023
Administrative Assistant to Public Equity Team
PPM America
07.2017 - 10.2021
Administrative Assistant to Legal & Compliance Team
PPM America
02.2012 - 06.2017
B.S. with honors -
Illinois State University
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