Alexa Falcone
Middletown,NJ
Overview
13
13
years of professional experience
Work History
Executive Assistant
American Express
08.2022 - Current
- Calendar management for 3 VP leaders, coordinating cross Business Unit meetings, merchant meetings, and internal meetings and events
- Book Domestic and International Travel with a clear understanding of company expense policies
- Miscellaneous Projects such as creating Hierarchy Calendar to determine Hierarchy and VAM gaps
- Help with logistics for Merchant Conferences such as Wyndham Conference – brand approvals on marketing giveaways / working with OnBrand Internal Team for creative designs
- Schedule leadership team dinners and Merchant Top2Top Meetings for GMNS President LT
- Submit MGE and Cendyn ticket requests for O/R and Travel Team Merchant Entertainment
- Member of CEG and Career and Development Workstreams where I actively organize team wellness and social events, AMEX Historian Tour, and moderated XLOB Network and Interviewing Panel
- Work in ARIBA for vendor invoice processing / onboarding
- DocuSign Champion for CAAs for Uber, Accor, Four Seasons
- Onboard New Hires
Executive Assistant, CEO
Immediate Care Medical Walk-in Management LLC
06.2021 - 08.2022
- Provide administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive's behalf
- Maintain comprehensive and accurate records
- Perform minor accounting duties
- Organize meetings, including scheduling, sending reminders, and organizing catering when necessary
- Answer phone calls and greet visitors in a polite and professional manner
- Manage executive's busy calendar while prioritizing the most sensitive matters
- Personal assignments for the executive.
Executive Assistant, Office of the President, Ad Sales
FOX Networks Group
02.2019 - 06.2021
- Assist in scheduling client meetings and events for the President of Ad Sales
- Maintain and update client information for entire Sales Organization
- Prepare materials for high-level presentations and client meetings
- Work closely with Human Resources on Sales Training Initiatives
- Keep records of all charity table purchases and attendees
- Answer calls for President of Ad Sales
- Produce Budget Summaries for client events hosted by the President
- Work with Finance to assure all travel and expenses are allocated to proper budget codes
- Arrange Travel for President of Ad Sales
- Organize 'An Evening with Trish McEvoy | Master Make-Up Class' for top spending clients.
Executive Assistant to Co-Chief Investment Officers
Horizon Media
06.2016 - 02.2019
- Provide high level administrative support to Co-Chief Investment Officers with day-to-day calendar management and high-volume travel planning (all ground transportation, flight and hotel arrangements domestically and internationally) including preparation of detailed itineraries
- Coordinate conferences, town halls, 'lunch and learns' and team building events on behalf of CIO's for both Digital and Video investment teams from inception to completion including agendas, securing space, catering, presentations
- Prepare CIOs on all meetings, both internally and externally including agendas and talking points
- Review all incoming emails and determine appropriate action
- Gatekeeper for all incoming calls to CIO's
- Responsible for routing calls to appropriate parties
- Maintain confidentiality of all corporate and personnel matters
- Support the Digital and Video Investment Senior Management teams with meeting coordination, securing conference room, expenses and travel as needed (approximately 20 people)
- Create, maintain and update various databases for CIO's and their teams
- Liaise between multiple departments while building solid working relationships, both internally and externally
- Manage up-to-date organizational charts for both Digital and Video Investment
- Work closely with HR to manage offboarding process for Investment teams by conducting exit interviews and summarizing exit surveys, which is presented to the CEO monthly
- Assist with all new hire onboarding to ensure needs are met for day one readiness
- Coordinate and execute all internal and external vendor and client meetings
- Coordinate and manage office move by working closely with Executive Management team, internal Facilities department, IT and external project managers for relocation of 700+ employees- instrumental in managing floor plan
- Coordinate and allocate tickets for clients and internal attendees to all Network Upfront Presentations
- Coordinate and manage 80+ on-site pre-Upfront meetings on behalf of the Video Investment team
- Work closely with Finance team to manage T&E budget in excess of $1MM for Digital and Video Investment
- Assisted the Corporate Events team with planning agency wide events including the annual Summer Party and Holiday Party for 1200+ employees.
Executive Assistant to Chief Content Officer/President, Mindshare Entertainment
Mindshare
06.2015 - 06.2016
- Responsible for all day-to-day administrative needs for the Chief Content Officer, including but not limited to, calendar management, keeping accurate contacts, monitoring emailing, answering phone and plan all travel, both domestic and international
- Coordinate all talent travel for production shoots and events
- Responsible for award submissions, preparing detailed agendas for meetings and maintaining important records and Data for the Mindshare Entertainment Team.
Executive Assistant/Office Manager
Fuse
09.2014 - 06.2015
- Answer phones, manage calendar, schedule meetings, expense reports, coordinate travel and review all vendor contracts for both Digital and Social teams
- Track Facebook and Twitter traffic for Social Media team
- Plan all company-wide events, including Holiday Party, Thanksgiving potluck, team building events, etc
- Handle all building requests for NY office, process all invoices and accruals, manage floor plan, set up computers and phones for new hires, order and maintain office supplies, IT equipment, furniture, shipping materials, and maintain pantry.
Administrative Assistant, NBC Sports Group Sales and Marketing
NBC UNIVERSAL
03.2013 - 09.2014
- Supported administrative needs of 12+ Vice Presidents and Senior Vice Presidents of NBC Sports Group Sales and Marketing team both in NY and Orlando, by answering phones, preparing all correspondence, expenses and complex travel arrangements, coordinating calendars, including meetings and appointments
- Planned NBC sponsored events/client dinners/Upfront dinners such as the Olympic 100 Day Out dinner at the Russian Tea Room (October 2013)
- Prepared and drafted documents and presentations
- Managed confidential information regarding Upfronts, the Olympics, Golf Channel, NHL, Kentucky Derby, NFL, Tour de France, Premiere League Soccer, and NBC Sports Network
- Managed ticket allocation for all high-profile Sporting Events including Super Bowl, NHL play offs, Notre Dame Football, horse racing, etc
- Track and file departmental invoices as well as all departmental purchasing card expenses
- Coordinated IT and facilities services for entire NBC Sports Group
- Managed all new hire needs including computer/iPad/laptop/phone orders and set-up, email set-up
- Maintained important records for entire NBC Sports Group, update contact lists and org charts
- Managed inventory for premium closets.
Publicity Assistant, Publicity Department
FOX BROADCASTING COMPANY
08.2012 - 01.2013
- Pitched, scheduled, and coordinated Radio Tour for talent such as Cloris Leachman and Mike Henry
- Coordinated radio and in-studio interviews with FOX Affiliates for The X Factor contestants
- Organized travel arrangements and talent memos for FOX Publicity events
- Managed renewals, and billing for entire department
- Pitched alerts to the press for events such as THE FOLLOWING HALLOWEEN STREET TEAM Event
- Managed press check-in for events such as THE FOLLOWING Taste Maker Event and Press Junket with the cast of THE FOLLOWING.
Intern, Publicity Department
FOX BROADCASTING COMPANY
01.2012 - 05.2012
- Assisted with weekly American Idol Season Eleven eliminated finalists' NYC press trips
- Handled all press and publicity for American Idol, So You Think You Can Dance, Bob's Burgers, Glee, The Simpsons, TOUCH, FOX All Access, and various FOX specials
- Helped produce and conduct radio tours for FOX talent for all shows including American Idol and The Simpsons
- Helped coordinate press for FOX events including FOX Upfronts and premiere parties
- Assisted in drafting written PR materials including listings, FOX e-Alerts and weekly FOX e-Central newsletter for FOX prime-time shows
- Organized daily clippings including print, online and social media reports for the entire Publicity department.
Education
BA - Public Relations
Hofstra University
Hempstead, NY01.2012
Timeline
Executive Assistant
American Express
08.2022 - Current
Executive Assistant, CEO
Immediate Care Medical Walk-in Management LLC
06.2021 - 08.2022
Executive Assistant, Office of the President, Ad Sales
FOX Networks Group
02.2019 - 06.2021
Executive Assistant to Co-Chief Investment Officers
Horizon Media
06.2016 - 02.2019
Executive Assistant to Chief Content Officer/President, Mindshare Entertainment
Mindshare
06.2015 - 06.2016
Executive Assistant/Office Manager
Fuse
09.2014 - 06.2015
Administrative Assistant, NBC Sports Group Sales and Marketing
NBC UNIVERSAL
03.2013 - 09.2014
Publicity Assistant, Publicity Department
FOX BROADCASTING COMPANY
08.2012 - 01.2013
Intern, Publicity Department
FOX BROADCASTING COMPANY
01.2012 - 05.2012
BA - Public Relations
Hofstra University