Summary
Overview
Work History
Education
Skills
Certification
Hobbies and Interests
Timeline
Generic

Alaina Gallese

Russell Twp.,OH

Summary

Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.

Overview

25
25
years of professional experience
1
1
Certification

Work History

Executive Assistant & Integration Specialist

INSIGHT2PROFIT
08.2018 - Current
  • Executive Assistant role
  • Support the CEO – calendaring, travel, board meetings, Leadership Team meetings, offsite meeting planning
  • Build relationships with client execs and their support staff
  • Support internal team members who travel / work at client sites
  • Maintain Salesforce database of client contacts, project updates, and task lists
  • Create client and internal PowerPoint presentations
  • Lead / organize / support a multitude of internal office functions ranging from event planning, employee meetings, charitable giving, and many more
  • Organize / support Board of Directors meetings
  • Interview and train newly hired Executive Assistants
  • Various other admin responsibilities
  • Integration Specialist / Talent Acquisition role
  • Responsible for onboarding new hires
  • Initial contact with new hire upon signing of offer letter
  • Initiate onboarding process with new hires to ensure setup in HR and IT systems
  • Schedule all onboarding sessions – general and role-specific trainings
  • Book any necessary travel for onboarding (Cleveland, Chicago or Columbus office)
  • Work to get new hire fully integrated into new role – connect with peers, development advisor/mentor, coach support
  • Interview along with the Talent team - schedule all campus and experienced hire interviews (very large quantity of interviews during campus recruiting season)
  • Summer Analyst program – responsible for onboarding and integration of 12-15 Summer Analysts for 9-week program

Business Development Analyst

UNITEDHEALTHCARE
09.2015 - 08.2018
  • Business Development Analyst (July 2016-Aug 2018)
  • Responsible for processing & submitting RFPs to underwriters for medical and ancillary insurance coverage
  • Support several Account Executives responsible for New Business sales
  • Collaborate with key Account Executives and brokers to secure all information necessary for quoting
  • Quoting process includes Census review/scrub, GeoAccess reports, disruption & repricing reports, benefit summaries, and claims review
  • Responsible for preparation of several weekly pipeline and productivity reports
  • Responsible for maintaining the complete “universe” of quoting opportunities for the Account Executives
  • Ability to multitask, prioritize, work in a fast-paced environment, work calmly and effectively in high-pressure situations
  • Sr. Administrative Assistant (Sep 2015-July 2016)
  • Provide calendaring and travel support for executives
  • Coordinate and schedule meetings/conferences for both internal departments and external customers - onsite and offsite
  • Prepare management team expense reports using Concur; prepare internal and customer PowerPoint presentations; prepare and maintain several weekly reports and scorecards
  • Business Segment Liaison (BSL) – provide support to telecommuters
  • Work directly with Strategic Account Executives and Field Account Managers to service customer health plans – includes preparing and maintaining all materials used for employee health plan enrollment
  • Assist with onboarding and integration of new hires – computer training, company processes and policies training
  • Onsite Wellness Coordinator
  • Facilities support – order all office supplies, facilities maintenance, computer ordering/setup, cell phone ordering/setup

Executive Assistant / Human Resources Assistant

JOY GLOBAL – Dragline Services Division (bought by Komatsu)
08.2010 - 09.2015
  • Executive Assistant / Human Resources Assistant – Report to Division President / Management Team
  • Fully manage all calendar and travel arrangements (international and domestic)
  • Event Coordinator for all meetings/conferences - both onsite and offsite; coordinate all client visits and plant tours
  • Prepare all Executive/management team expense reports using Concur
  • Work with employment agencies; review resume submission and conduct interviews
  • Coordinate onboarding and integration of all new hires – initiate background check, conduct orientation, complete all necessary new hire paperwork; coordinate all new hire training classes
  • Coordinate yearly performance review process
  • Onsite Benefits and Wellness Coordinator
  • Office manager – order all office and janitorial supplies, facilities maintenance, coordinate office renovations, cell phone ordering/setup

Executive Assistant / Human Resources Administrator

CARDINAL FASTENER & SPECIALTY CO., INC.
02.2010 - 06.2010
  • Executive Assistant / Human Resources Administrator – report to the VP of Operations
  • Review all resumé submissions and conduct initial candidate interviews
  • Coordinate onboarding and integration of all new Maintain employee database
  • Enroll new hires in HR system and administer medical, dental, life and short disability insurance, and 401k plans; administer COBRA benefits for terminated employees
  • Prepare and submit weekly payroll using GEMS Payroll system – includes entering weekly hours, attendance, any changes/edits to payroll deductions, 401k deductions/loans, and vacation time deductions
  • Fully manage all calendar and travel functions for VP
  • Manage safety training scheduling for manufacturing plant associates

Human Resources Administrator, Operations Practice

McKINSEY & COMPANY
07.2000 - 01.2010
  • Human Resources Administrator, Operations Practice (4/08-12/09) – report to Director of Professional Development and Administration
  • Responsible for onboarding and integration of all new hires – Campus and Experienced hires; work simultaneously with both Recruiting and Professional Development teams to ensure successful onboarding of all new hires
  • Develop and maintain Operations New Hire website; initiate background checks
  • Enter all new hire personnel profiles in PeopleNet system
  • Administer mobility for new hires; responsible for exiting consultants (domestic and international)
  • Collaborate with Firm immigration attorneys to prepare any necessary immigration documents for new hires; provide ongoing immigration support to consultants for overseas travel
  • Prepare annual budgets for new hire intake, mobility, and immigration
  • Coordinate and administer Annual Review process for 40+ support team members
  • Event coordinator for Operations Practice of major office functions (350+ attendees) for client executives and internal employees – responsible for assembling team and coordinating all logistics arrangements, menu planning, activity planning, and dissemination of conference materials
  • Manage several virtual team room (VTR) databases – Recruiting, Professional Development, Annual Review VTRs
  • Manage all Operations Practice databases and distribution lists for North and South America
  • Senior Executive Assistant (7/00-4/08) – supported 2 Directors and 4 Partners during this role
  • Complete control of calendar management, meeting planning, and travel arrangements (international and domestic) for supported Directors/Partners
  • Assist Execs with duties of various Boards
  • Perform daily review of Execs emails and be proactive in notifying of important issues; respond to client and/or internal emails when appropriate
  • Highly proactive and self-motivated in all aspects of my responsibilities
  • Actively brainstorm and collaborate with many team members to find solutions for any issues
  • Complete and submit expense reports
  • Develop excellent relationships with client executives and client support team members to provide the highest level of client service possible
  • Ability to multi-task, prioritize, and work in fast-paced environment calmly and effectively in high-pressure situations
  • Accomplished in providing concise, accurate and detailed communications to both clients and internal members
  • Prepare monthly client billing and review monthly accounts receivable reports
  • Prepare confidential reports and PowerPoint presentations for client meetings
  • Acted as mentor to new Executive Assistants; Provide backup coverage for other administrative team members as needed; handle many special projects as required and always a team player

Education

Associate of Arts - Business Management/Human Resources

Cuyahoga Community College
Cleveland, OH

Associate of Arts - Business, Accounting, And Computer Courses

Lakeland Community College
Cleveland

Skills

  • Knowledgeable Software: SharePoint, Salesforce, Concur Expense Reporting, OneNote, Cognos and many specialized HR programs (PeopleNet, PeopleLink, and Learning Management Systems), Advanced MS office suite, etc
  • Advanced Skills: Scheduling, Meeting planning, Travel administration, File organization, Document preparation, Interpersonal communication, Project planning, Conference planning, Staff management, Meticulous attention to detail, Presentation development, Appointment setting, Videoconference preparation, Performance improvement, Project management, Administrative support specialist

Certification

Ohio Health & Life Insurance License, issued April 2017

Hobbies and Interests

Physical fitness, bicycling, swimming, traveling and spending quality time with family

Timeline

Executive Assistant & Integration Specialist

INSIGHT2PROFIT
08.2018 - Current

Business Development Analyst

UNITEDHEALTHCARE
09.2015 - 08.2018

Executive Assistant / Human Resources Assistant

JOY GLOBAL – Dragline Services Division (bought by Komatsu)
08.2010 - 09.2015

Executive Assistant / Human Resources Administrator

CARDINAL FASTENER & SPECIALTY CO., INC.
02.2010 - 06.2010

Human Resources Administrator, Operations Practice

McKINSEY & COMPANY
07.2000 - 01.2010

Associate of Arts - Business Management/Human Resources

Cuyahoga Community College

Associate of Arts - Business, Accounting, And Computer Courses

Lakeland Community College

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