Beatrice Tavares
Miami,FL
Summary
Dynamic Senior Executive Assistant with a proven track record at McKinsey & Company, specializing in process improvement and exceptional interpersonal skills. Expert in event planning and calendar management, I've successfully enhanced partner collaborations and streamlined operations, significantly boosting team efficiency. Demonstrated ability to manage confidential information and foster positive relationships with stakeholders.
Overview
29
29
years of professional experience
Work History
Senior Executive Assistant
McKinsey & Company
03.2017 - Current
- Managed complex calendar and travel arrangements with focus on proper allocation of Sr. Partner's and Partner's availability and capacity.
- Served as a trusted liaison between my partners and their teams (client and internal), facilitating efficient collaboration on studies and various initiatives.
- Handled confidential and sensitive information with discretion and tact.
- Independently organized, compiled, proofread, and formatted feedback and materials for various performance review sessions such as, ETR, APC, PCEC, PDC, PDRC, SPC and SPEC.
- Developed strong relationships with client counterparts leading to improved relationships and trusted collaboration.
- Proactively identified potential issues or obstacles for my supported colleagues before they escalated, allowing for timely resolutions.
- Processed travel expenses, reimbursements and time billing for my supported colleagues.
- independently orchestrated high-level events with exceptional attention to detail, consistently ensuring seamless execution for my supported colleagues and the broader office, including M&A Council Meetings, M&A Council Outings, M&A Practice Holiday Parties, Team Study Close Celebrations, Merger Integration Conference, Miami CEO Dinner, Miami Future CEO Dinner, McKinsey Miami Alumni Dinner and provided administrative and onsite event support at various firm learning and performance review sessions including ETRs and PDRC, PLW1 ).
- Part of the Miami Office FSP Connectivity team; drove the planning and execution of community-building events and social gatherings, boosting morale through impactful team-building. Served as primary negotiator, securing competitive rates and favorable contracts to optimize event quality within budget guidelines.
- Proven ability to learn quickly and adapt to new situations.
- Excellent communication skills, both verbal and written.
- Passionate about mentoring, proactively organized and led mentorship sessions with lower-tenured colleagues to support their professional growth and skill development and for Partners on optimizing collaboration with assistants.
Purchasing Administrator | ECommerce Catalog Coord
Restaurant Services, Inc.
06.2003 - 05.2016
- Provided administrative support to Senior Director of Purchasing and 5 Purchasing Managers in various day-to-day tasks such as preparation of business communications and presentations, extensive travel coordination and comprehensive calendar management.
- Managed 220+ supply agreement contracts based on commodities such as food and beverage products, ingredients, other goods (i.e., equipment/facilities items and building materials) by assisting managers with RFP’s, least cost analysis reports for senior management approval, issuing agreements/amendments, and calculating and updating contract prices.
- Managed and maintained the RSI eRedBook the companies eCommerce Equipment Purchasing Catalog. Tasks included loading item(s) and information, pricing, images and descriptions plus periodical data integrity checks to ensure quality assurance and accuracy.
Executive Assistant/Event Marketing Coordinator
Trepp, LLC
02.2001 - 02.2003
- Provided administrative support to Vice President of Sales.
- Enhanced productivity by organizing extensive complex travel arrangements and coordinating accommodations for executives (especially VP of Sales).
- Created and updated sales presentations using MS PowerPoint, MS Excel, MS Word and Bloomberg Support.
- Responsible for client and prospect databases, mailing lists, potential client service proposals and contracts
- Answered incoming calls, emails and voice mails while providing proficient and courteous customer service.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution, as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Coordinated product launch road tour (in 7 major cities with financial concentrations) created and forwarded marketing kits, arranged travel for launch tour speakers and staff, set-up group seminars and scheduled demos. (Due to previous background in sales this position grew to include participation in sales efforts, product demos and system training by attending trade seminars).
Sales Administrator/Event Coordinator
Trade Station Securities, Inc.
02.1996 - 02.2001
- Assist sales manager with administrative duties including customer service calls, irate customer calls, preparation of business letters and scheduling of team-building activities and sales incentive programs.
- Assisted in organization of client events, regional sales conferences and user training seminars.
- Responsible for maintaining database of over 3,000 customers and prospects.
- Provided customer retention support; through sales of supplemental training and software.
- Planned and organized several "non sales team" corporate events for 300+ employees, i.e., holiday parties, employee milestone celebrations and summer family picnics; including but not limited to site selection, catering, A/V equipment, entertainment and price negotiation.
- Member of meeting planning and on-site conference management team for OmegaWorld Annual Conference (1000+ attendees), 3 years in a row.
- Coordinated various client events at OmegaWorld such as client training seminars, luncheons, opening reception and entertainment at Farewell Black-tie Gala.
- Liaised between OmegaWorld conference management team and conference speakers providing with administrative support such as travel arrangements, calendar management and software troubleshooting / presentation assistance (MS PowerPoint, MS Word, MS Excel, TradeStation, OptionStation and SuperCharts).
Education
Associate of Arts - Communication Arts
International Fine Arts College
Miami, FL06-1995
Skills
- Process improvement strategies
- Calendar Management Proficiency
- Exceptional interpersonal skills
- Meticulous attention to detail
- Strong Problem Solver
- Time Management
- Event Planning Expertise
Languages
English
Native or Bilingual
Spanish
Native or Bilingual
Portuguese
Professional Working
Timeline
Senior Executive Assistant
McKinsey & Company
03.2017 - Current
Purchasing Administrator | ECommerce Catalog Coord
Restaurant Services, Inc.
06.2003 - 05.2016
Executive Assistant/Event Marketing Coordinator
Trepp, LLC
02.2001 - 02.2003
Sales Administrator/Event Coordinator
Trade Station Securities, Inc.
02.1996 - 02.2001
Associate of Arts - Communication Arts
International Fine Arts College
Similar Profiles
Tabassum KhanTabassum Khan
Assistant Manager at McKinsey & Company – McKinsey Knowledge CenterAssistant Manager at McKinsey & Company – McKinsey Knowledge Center
Joshua KayeJoshua Kaye
Executive Assistant at McKinsey & CompanyExecutive Assistant at McKinsey & Company
Bang WangBang Wang
Consulting Intern at McKinsey & CompanyConsulting Intern at McKinsey & Company