Allison Harris
Executive Administrative Assistant
Bridgeport,CT
Summary
Experienced Executive Assistant/Coordinator who has supported Top Level executives by providing excellent calendar management, travel coordination and event planning. Forward thinker with a proven track record of completing projects assigned and the ability to multitask in a fast-paced environment. Strong organizational skills, maintains confidentiality, adaptable and focus driven.
Overview
21
21
years of professional experience
Work History
Administrative Assistant
Oaktree Capital Management
Stamford, CT
03.2022 - Current
- Created and updated records and files to maintain document compliance.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Screened visitors and issued badges to maintain safety and security.
- Sorted, opened and routed mail and deliveries to meet business requirements.
- Set up conference rooms, technology and materials to facilitate meetings.
- Maintained office supplies inventory by checking stock and ordering new supplies.
- Updated spreadsheets and databases to track, analyze and report on performance and sales data.
Management Team Coordinator
CHEMBULK TANKERS
Southport, CT
01.2018 - 01.2021
- Provided high level administrative support to the CEO, CFO and CSO
- Handled and responsible for all administrative duties including meeting planning, greeting visitors,answering phones, setting up conference rooms for calls and presentations calls, supply ordering,distributed and processed all incoming and outgoing mail
- Coordinated and managed all travel arrangements (domestic and international) for CEO, Management
- Team and Board members
- Executed expense reports accurately and submit to finance department for timely reimbursements in
- Concur Expense Reporting System
- Assisted with budgeting and coordination of all employee events both internal and external
- Managed and implemented new employee benefits platform called Navigator to increase efficiencies ofhealthcare open enrollment and tracking of changes submitted by employees
- Headed the office redesign space including working with Sr
- Management on design space, securingvendors for all aspects of the redesign project and liaison with current landlord
- Executed the closing of the current office space by contacting vendors for all electronic equipment andoffice furniture pickup, arranged proper disposal of left-over furniture/items, and coordinatedcorrespondence to the landlord and employees to meet required deadline of closing.
Administrative Assistant
PURDUE PHARMACEUTICALS
Stamford, CT
01.2017 - 01.2018
- Provided high level Administrative Support for the Director of New Product Planning and for the
- Executive Director of Avrio Health and their teams
- Handled calendar management which included setting up internal/external meetings and assessingpriorities for meetings before accepting/declining appointments
- Coordinated all domestic/international travel logistics with accuracy and efficiency
- Submitted and reconciled all expenses through company expense report system in a timely manner(DataBasics)
- Retained appropriate signatures and processed all SOW's, Contracts and Purchase Orders for properbudget reconciliations in company procurement system (Ariba)
- Prompted posting of accurate documents in department SharePoint site in preparation for meetings andconference calls
- Handled all logistics for team off-site meetings and conferences/seminars
- Assisted team with the editing and composing of PowerPoint Presentations for meetings
- Managed process of mailing and tracking of samples for customers.
Administrative Assistant
BRIDGEWATER ASSOCIATES
Wilton, CT
01.2013 - 01.2017
- Provided high Level Administrative Support for the Security Operations Manager and team of a Hedge
- Fund
- Assessed urgency and priorities before accepting or declining appointments and meetings for operationsmanager and team leads
- Maintained all coordination of meetings/spaces with internal and external attendees
- Managed the office of the operations manager through efficient email engagement
- Prompt posting of accurate documents in department SharePoint site in preparation for meetings andconference calls
- Wrote administrative processes for the team to increase efficiencies by 15%
- Validated vendor/supplier invoices for accurate and timely payments in Workday Software
- Researched and managed all department and team building events and tracked/report against budgetfor finance resolution
- Researched and coordinated domestic and international travel arrangements, including booking airfare,hotel, and ground transportation
- Organized all new hire onboarding documents for distribution to dept manager and team
- Oversaw proper setup of new hire desk with department space consultant
- Created detail expense reports in Concur expense reporting system and submitted requests for capitalexpenditures to finance representative within a timely manner
- Collected and managed all information to be included in the internal department monthly newsletter., Facilities/Building Management
- Provided high level administrative support to the Facilities/Building Management Team at a Hedge Fund
- Assessed urgency and priorities before accepting or declining appointments and meetings with Building
- Management Staff
- Assisted with drafting internal and external communication for the Building Managers
- Developed and updated role profiles for open positions for posting on external job site
- Reviewed department discrepancies and addressed these issues to managers for corrections
- Organized and coordinated weekly and bi-weekly team meetings
- Responsible for the distribution of new employee parking requests
- Maintained and created department procedures and documented them to the internal SharePointsystem
- Scheduled and led monthly administrative assistant's meetings for collaboration and to improveadministrative processes
- Provided backup administrative support for the Real Estate team on as needed basis
- Trained new hire administrative assistants on department procedures.
Executive Assistant
DAYMON WORLDWIDE
Stamford, CT
01.2008 - 01.2012
- Provided executive support to the Chief Marketing Officer and his team of Senior Directors for privatelabel marketing team
- Assisted CMO and team with the creating and editing of PowerPoint presentations for quarterlymarketing internal meetings
- Coordinated internal meetings with cross-functional teams for marketing
- Ordered and maintained department materials and supplies for distribution while adhering to budget
- Scheduled and coordinated special events within the marketing department
- Assisted with yearly off-site marketing event by researching venues, keynote speakers and travellogistics
- Processed all travel expenses in Concur for accurate reimbursement
- Screened applicant resumes for open marketing roles and coordinated both phone and in-personinterviews.
Administrative Assistant
CADBURY SCHWEPPES AMERICAS BEVERAGES
Rye Brook, NY
01.1999 - 01.2008
- Provided administrative support to the Vice President of Mott's Apple Juice and the marketing team forone of the leading producers of flavored beverages in North America
- Handled extensive calendar management across multiple time zones
- Coordinated internal meetings with cross-functional teams
- Ordered and tracked equipment for trade shows/promotions/sampling events
- Coordinated and attended special events/promotions for marketing brands
- Created and summarized sales reports in Cognos sales system for review by brand team to ensure thatshipments were accurate
- Maintained brand budget and reconciled monthly spend with financial analyst to identify whatprograms may need to be streamlined
- Entered new vendor information into internal SAP system
- Assisted brand team in the creation of PowerPoint slides for presentations.
Education
Bachelor of Science -
Sacred Heart University
Grant Writing Certification - undefined
Housatonic Community College
Skills
MS Office Suite, Google Suite, Zoom, Concur and Workday/Ariba/Egencia/SAP systems, State of CTNotary Public
Expense reporting
Invoice Processing
Project planning
Executive presentations
Travel planning
Compensation and benefits
Timeline
Administrative Assistant
Oaktree Capital Management
03.2022 - Current
Management Team Coordinator
CHEMBULK TANKERS
01.2018 - 01.2021
Administrative Assistant
PURDUE PHARMACEUTICALS
01.2017 - 01.2018
Administrative Assistant
BRIDGEWATER ASSOCIATES
01.2013 - 01.2017
Executive Assistant
DAYMON WORLDWIDE
01.2008 - 01.2012
Administrative Assistant
CADBURY SCHWEPPES AMERICAS BEVERAGES
01.1999 - 01.2008
Bachelor of Science -
Sacred Heart University
Grant Writing Certification - undefined
Housatonic Community College