Dayna Rocco
New York,NY
Summary
Versatile Executive Assistant with a unique skill set in problem resolution and proactive work in a fast-paced executive environment. Experienced in coordinating, planning, and supporting daily operational and administrative functions. Dual-sided experience in collaborating and coordinating executive calendars, as well as successfully executing event planning and marketing initiatives.
Overview
25
25
years of professional experience
Work History
ASSISTANT TO THE CEO
Symphony Communications
01.2020 - Current
- Manage the calendar of CEO by organizing, coordinating and taking necessary steps for smooth organization of all meetings, conferences, travels and all related activities
- Act as the point of contact between the CEO and internal/external clients
- Read and analyze all incoming emails and communications to the CEO to determine significance and plan distribution
- Set up and oversee administrative policies and procedures
- Manage complex calendar scheduling with focus on proper allocation of executive availability
- Streamline operations and prioritized tasks, allowing senior staff to increase productivity
- Update executives on changing business needs by thoroughly documenting internal and client meetings
- Train junior office staff in correct procedures and reporting requirements
- Screen calls and emails and initiated actions to respond or direct messages for managers
- Develop and maintain automated alert system for upcoming deadlines on incoming requests and events
- Coordinate events and worked on ad hoc projects
- Handle logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president
Executive Assistant/Brand Specialist
Guardian Life Insurance
01.2019 - 01.2020
- Managed large group scheduling and information sharing both across internal teams as well as with multiple, significant consultancy partnerships
- Tracked Brand, Digital & Content financial processes including requisitions, vendor onboarding and billing
- Managed onboarding process for new vendors including RFPs and SOWS Work with third-party vendors to procure materials, merchandise or services and organizing timely and efficient deliveries
- Basic desktop research to assist team with information gathering on variety of topics
- Maintained a rapidly changing calendar, ensuring the VP appropriate time is built into calendar for preparation for meetings
- Secure travel arrangements for team
- Managed mobile and office technology with support from IT team
- Built strong and effective relationships with internal and external partners
- Special projects as assigned
Senior Executive Assistant
Getty Images
01.2016 - 01.2019
- Prepared extensive travel both domestic and international
- Acted as gate keeper
- Managed calendar and travel for COO and CFO
- Prepared and processed expense accounts
- Traveled with Executives when required
- Assisted with annual industry conferences, attended events to ensure the senior team had administrative support
- Managed travel itineraries and logistics for accommodations for over 10 employees
Senior Executive Assistant
CitiGroup
01.2014 - 01.2016
- Prepared extensive travel both domestic and international
- Managed calendar and travel for Global Head, one Managing Director and two Directors
- Prepared itineraries and travel logistics for both domestic and international travel
- Maintained weekly travel schedule for employees
- Prepared and processed invoices and expense accounts
- Maintained files, contact lists, distribution lists as well as other administrative functions as requested (filing, ordering supplies, attendance)
Executive Assistant to CEO
Mark Edward Partners
01.2012 - 01.2014
- Provided personal and administrative support to the President/owner insurance brokerage firm; managed daily routine of the executive office
- Organized personal events such as parties and dinners attended by high net worth individuals in Palm Beach, Florida and New York City
- Acted as gate keeper
- Screen calls take detailed messages and handle most issues/requests
- Maintained weekly travel schedule for employees
- Prepared and processed invoices and expense accounts
- Managed domestic staff at Palm Beach home and Nantucket home
- Handled all ticket allocation to special events (sporting events; concerts)
Senior Assistant to CEO
AIG
01.2000 - 01.2012
- Provided high level executive administrative support to the Vice Chairman, acted as gate keeper.
- Screened calls and handled any issues/requests
- Coordinated meetings, conference calls and video meetings, and all travel plans both domestic and internationally
- Reviewed weekly calendar for Vice Chairman, prepared him for each meeting, ensuring that all materials are provided to him prior to each meeting
- Heavy interaction with Senior Executives & Assistants within Chartis and AIG as well as external clients and brokers
- Assisted with marketing department with annual industry conferences, attend events to ensure Vice Chairman and senior team have administrative support
- Drafted correspondence and agenda for Vice Chairman's review
- Marketing: Collaborated with marketing group to develop accurate course descriptions for print and web-based initiatives prior to Vice Chairman's final review and approval
- Prepared and processed invoices and expense accounts for Vice Chairman
- Maintained files, contact lists, distribution lists as well as other administrative functions as requested (filing, ordering supplies, attendance)
Skills
- Catering Coordination
- Budget Preparation
- Customer Service
- Critical Thinking
- Executive Schedule Management
- Travel Arrangement Coordination
- Detail-Oriented
- Relationship Building
- Honest and Ethical
- Work Prioritization
- Reliable and Responsible
- Time Management
- Conflict Resolution
Timeline
ASSISTANT TO THE CEO
Symphony Communications
01.2020 - Current
Executive Assistant/Brand Specialist
Guardian Life Insurance
01.2019 - 01.2020
Senior Executive Assistant
Getty Images
01.2016 - 01.2019
Senior Executive Assistant
CitiGroup
01.2014 - 01.2016
Executive Assistant to CEO
Mark Edward Partners
01.2012 - 01.2014
Senior Assistant to CEO
AIG
01.2000 - 01.2012
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