Christine Scarpa
Philadelphia,PA
Summary
Senior Executive Assistant and Personal Assistant experience supporting top-tier C-level Executives including CEO, Founder, President, Board Chair, etc. with a diverse background in life sciences, addiction recovery, specialty pharmacies, biomanufacturing, cell and gene therapy, trials and testing labs, health care, real estate, construction; just to name a few. Facilitates multiple projects simultaneously. Considered a valuable, punctual employee with outstanding proficiency in M-Suite, global calendaring, transcription, typing speed 120wpm, domestic/international travel coordination, and Board Meeting management. Nickname "The Magician" referring to the ability to set up meetings quickly and efficiently, prompt response to emails, and same-day turnover assignment completion. Fluent in both English and German. Seeking remote position to support US and/or overseas C-level executives.
Overview
19
19
years of professional experience
Work History
Senior Executive Assistant & Personal Assistant
MLP Ventures LLC
King Of Prussia, PA
06.2023 - Current
- Transcribed all dictation for letters and meeting minutes accurately using technology such as Microsoft Word
- Assisted with event planning by coordinating catering services, reserving venues, ordering supplies
- Coordinated travel arrangements including flights, hotels, transportation, visas, and itineraries
- Monitored budgets related to projects assigned by senior executives while also providing feedback on ways to reduce costs where possible
- Developed and maintained filing systems, databases, records management systems, and other office resources
- Ensured that all documents were properly signed by relevant parties before being submitted for further processing
- Provided administrative support to the executive team, managing calendars and scheduling meetings
- Answered telephone calls promptly while taking messages when necessary in accordance with company policy
- Managed multiple projects simultaneously while ensuring deadlines were met without compromising quality standards
- Composed confidential communications on behalf of senior executives in response to inquiries from staff members or external contacts
- Organized executive presentations, reports, and correspondence for internal and external stakeholders
- Acted as a liaison between the executive team and other departments within the organization
- Processed executive subscriptions, license renewals, continuing education requirements, and membership renewals
- Obtained signatures for important financial and legal documents
- Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events
- Made travel arrangements for employee trips and conferences
- Organized and scheduled weekly meetings with global executives using video teleconference
- Coordinated executive's daily calendar and planned appointments and events
- Executed special objectives and projects in response to executive team and board member requests
- Created and maintained computer- and paper-based filing and organization systems for records, reports and documents
- Maintained company confidence and protected business operations by keeping sensitive information confidential
- Scanned documents into electronic format for storage in a secure database system
- Scheduled doctor's appointments, lab work, pickup and drop off prescriptions, hearing aid purchase and repair, payments for CEO's personal purchases when authorized
- Participated in care coordination conferences and staff meetings to improve skills set.
Executive Assistant to President and CEO
CAMcare Health Corporation
Camden, NJ
05.2022 - 05.2023
- Tackled and addressed top-level, high-priority issues with professional administrative discretion
- Revised and maintained master calendar to coordinate meetings across multiple time zones
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives
- Set up meeting and event logistics for senior management and updated calendars
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls
- Managed and tracked expenses to meet company budget requirements
- Made travel arrangements to provide executives seamless and travel policy-approved business trips
- Facilitated board meeting agendas and distributed support materials in advance for successful sessions
- Recorded and revised Board Meeting Minutes for the Board of Trustees and 6 assigned Board Committee Meetings per month
- Leveraged word processing software to create proposals, letters and memos
- Coordinated meeting and work schedules for administrative executives
- Maintained company confidence and protected business operations by keeping sensitive information confidential
- Obtained signatures for financial documents and internal and external invoices
- Planned and coordinated travel arrangements and logistics for out-of-town functions
- Maintained strict HRSA requirements according to the guidelines for an FQHC.
Executive Assistant to C-Suite
Hunter Roberts Construction Group
Philadelphia, PA
07.2019 - 04.2022
- Supported SVP, VP, PX
- Created, collected, and updated monthly subcontractors' supplier diversity budget
- Tackled and addressed top-level, high-priority issues with professional administrative discretion
- Revised and maintained master calendar to coordinate meetings across multiple time zones
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives
- Set up meeting and event logistics for senior management and updated calendars
- Made travel arrangements to provide executives seamless and travel policy-approved business trips
- Managed and tracked expenses to meet company budget requirements
- Managed daily invoices, reports and proposals
- Coordinated meeting and work schedules for staff teams and executives
- Maintained company confidence and protected business operations by keeping sensitive information confidential
- Collaborated with internal teams to support long-term research, marketing and ad hoc projects.
Executive Assistant to CEO and COO
Scarpa Electric Company
Vineland, New Jersey
06.2005 - 06.2019
- Supported COO and CEO
- Revised and maintained master calendar to coordinate meetings across multiple time zones
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives
- Set up meeting and event logistics for senior management and updated calendars
- Made travel arrangements to provide executives seamless and travel policy-approved business trips
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls
- Managed and tracked expenses to meet company budget requirements
- Conducted research and collected and analyzed data to prepare reports and documents
- Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities
- Managed daily invoices, reports and proposals
- Prepared and monitored monthly union benefits
- Prepared and monitored project materials and labor costs
- Coordinated meeting and work schedules for staff teams and executives
- Maintained company confidence and protected business operations by keeping sensitive information confidential
- Obtained signatures for financial documents and internal and external invoices.
Skills
- Excel Spreadsheets
- Microsoft Office Suite
- Articulate and Well-Spoken
- Executive Presentation Development
- Strong Problem Solver
- Proper Phone Etiquette
- Catering Coordination
- Customer Service
- Calendar and Scheduling Software
- Verbal and Written Communication
- Recordkeeping and Documentation
- Administrative Support Specialist
- Travel Arrangement Coordination
- Executive Schedule Management
- Administrative Support
- Intuit QuickBooks
- Video Conferencing Software
- Meeting Agenda Preparation
- Travel Administration
- Mail Management
- Visitor Greeting
- Report Distribution
- Inquiry Response
- Meeting Minutes
- Mail Sorting and Distribution
- Critical Thinking
- Call Routing
- Correspondence and Memos
- Supply Ordering
- Document Filing and Retrieval
- Meeting Planning
Languages
German
Volunteer Experience
- 2013, Current, (Non-Profit) Autism Speaks Walk, Citizens Bank Park, Philadelphia, PA
- Catholic Diocese of Wilmington, Advertising/Marketing
Hobbies and Interests
- Certified (Teen-Specific) Foster Parent for the City of Philadelphia
- Certified Applied Behavior Analyst (Autism Behavior/Socialization Skill Specific) Program Consultant
- Program Coordinator/Consultant for Families Living with Dementia/Alzheimer's Disease
- CPR with NARCAN Training Certification
- Life/Job Coach for Individuals in the Philadelphia Transgender Community
- Host Mother for International Exchange Students
- Self-Proclaimed Multicultural Chef
- Seamstress/Tailor
Timeline
Senior Executive Assistant & Personal Assistant
MLP Ventures LLC
06.2023 - Current
Executive Assistant to President and CEO
CAMcare Health Corporation
05.2022 - 05.2023
Executive Assistant to C-Suite
Hunter Roberts Construction Group
07.2019 - 04.2022
Executive Assistant to CEO and COO
Scarpa Electric Company
06.2005 - 06.2019
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