Dee Claiborne
New York,NY
Summary
Dynamic Executive Assistant with extensive experience at Blackstone, adept in leveraging Adobe Acrobat and exceptional organizational skills to streamline executive operations. Excelled in managing high-stakes interactions with c-suite executives and institutional investors, demonstrating unparalleled gatekeeping and strategic communication capabilities. Achieved significant improvements in administrative efficiency and stakeholder engagement.
Overview
14
14
years of professional experience
Work History
Executive Assistant to a Chief Marketing Officer and direct reports
Blackstone
New York, NY
07.2023 - Current
- Provide 24-hour gatekeeper and provided high level support to a Chief Marketing Officer and the direct reports
- Understanding the team’s priorities and strategies and optimizing the role of administration to support these goals
- Exercise direction, sound judgement and oversight over senior executives’ time
- Demonstrate thoughtful management of leader’s time against priorities and ensuring that they prepared for meetings, including making recommendations to leader(s) regarding prioritization, delegation, and organization
- Manage internal mobility, headcount process and chart assignments
- Act as a key point of constant interaction with high-net-worth Institutional Investors and c-suite executives
- Maintain and leverage a broad network of contacts; effectively communicate and partner with internal stakeholders to achieve goals; serve as key point of contact for internal and external stakeholders
- Handle recruitment coordination and logistics for new employees on the team
- Manage complex calendar coordination with other assistants worldwide within BX’s ecosystem to schedule meetings
- Take ownership of BX’s technology capabilities, policies, and procedures as they relate to the administrative and executive roles
- Compose strategic communications such as letters, invitations and agendas related to projects on behalf of executives
- Coordinate business travel with awareness of potential conflicts; processing expenses in line with company policy
- Submit detail expense reports and reconciled corporate credit card accounts
- Work with the Facilities Dept
- To manage floorplans, assist with arranging moves and restacks
Executive Assistant to a Global Head and direct reports
UBS
New York, NY
06.2022 - 06.2023
- Performed as 24-hour gatekeeper and provided high level support to a Global Head and the direct reports
- Had daily interaction with high-net-worth Institutional Investors and c-suite executives
- Served as a key point of contact for a broad network of internal and external stakeholders
- Managed confidential and time sensitive material with care
- Exercised direction, sound judgement and oversight over senior executives’ time
- Handled complex calendar coordination and collaborated with assistants globally in UBS’s ecosystem to plan meetings
- Coordinated multi-segmented complicated domestic and international travel plans
- Submitted detailed expense reports and reconciled corporate credit card accounts
- Negotiated contracts with food vendors and venues for internal and offsite events
- Scheduled and managed coordination for internal private offsite functions
- Continuously maintained organizational and seating charts for dept
- Maintained client, prospect and intermediary data, contact information in an internal database
- Ensured executives are registered for the continuing education classes with FINRA and SEC
Executive Assistant to a Chief Information Officer
BNY Mellon
New York, NY
02.2019 - 05.2022
- Served as a 24-hour true gatekeeper and gave high level support to CIO and the direct reports
- Heavy interaction with high-net-worth Institutional Investors and c-suite executives
- Exercised direction, sound judgement and oversight over senior executives’ time
- Managed internal mobility, headcount process and chart assignments
- Oversaw confidential and time sensitive material with care
- Assisted with the Senior Management Committee to prepare agendas
- Managed cadence of team cross-functional preps and monthly Town Hall meetings and provided logistical support
- Took ownership and updated division dashboard for relevant deliverables reporting
- Attended internal meetings took minutes, tracked deliverables and produced weekly follow-up summaries
- Assisted with the organizing, coordination of venues, contract negotiation, and overall execution (Annual General Meetings with 250+ investors)
- Assisted with the plans to work from home initiatives and return to office for the 1st quarter of 2022
- Created work orders to send laptops, webcams and monitors to employees’ homes during pandemic
- Acted as a liaison with the Human Resources and Compliance Depts
- Handled the logistics with on/off boarding processes
- Worked with the Facilities Dept
- To manage floorplans, moves and restacks
- Handled complex calendar coordination with other assistants worldwide within BNY’s ecosystem to schedule meetings
- Managed all logistical oversight of the project management team, made suggestions for efficiency improvements
- Created, edited and sent emails and letters on leadership’s behalf
- Coordinated multi-segmented complicated domestic and international travel arrangements
- Prepared detailed expense reports and reconciled corporate credit card accounts
- Negotiated contracts with food vendors and venues for internal and offsite events
Administrative Assistant to Managing Directors
Wells Fargo Securities
New York, NY
12.2013 - 08.2018
- Performed as a gatekeeper and managed busy calendars and proactively resolved conflicts
- Spearheaded Assistants backup support plans for continuous workflow between many divisions
- Served as the Investor Relations team’s point of contact for senior managers and outside stakeholders
- Handled confidential Requests for Proposals to compile graphics, annual reports, and sanitized documents
- Maintained client, prospect, and intermediary data, contact information, and lists via Salesforce
- Managed all logistics and negotiated rates for offsites, college campus recruiting and roadshow venues
- Acted as a liaison with the Human Resources, Legal and Compliance Depts
- Handled the logistics with on/off boarding processes
- Submitted travel & expense reports, reconciled corporate card expenses
- Arranged complicated domestic, international, and private jets excursions
- Had regular interaction with high-net-worth Institutional Investors and c-suite executives
- Collaborated with assistants in firm’s ecosystem to plan and execute meetings and ad hoc projects
- Acted as the point of contact for vendors, the IT & Facilities Depts
- Worked with the Facilities Dept
- To manage floorplans, arranged moves and restacks
- Handled confidential and time sensitive material with care
Executive Assistant to Executive Vice Presidents Managing Directors
PIMCO
New York, NY
09.2010 - 11.2013
- Functioned as 24-hour gatekeeper and handled complex calendars across global time zones by prioritizing conflict needs
- Heavy interaction with high-net-worth Institutional Investors and c-suite level executives
- Collaborated with assistants in PIMCO’s divisions to plan and execute meetings with global participants
- Provided back-up coverage for team members in various departments during annual leave
- Submitted detailed expense report and reconciled corporate card expenses
- Arranged extensive domestic and international trips including private jets and Visas
- Managed all logistics and negotiated rates for offsites, college campus recruiting and roadshow venues
- Granted authorization with the Compliance Dept
- To have teamwork in restricted areas for confidential projects
- Coordinated approvals from Legal and Compliance Depts
- To send out all correspondence
- Handled multiple confidential Requests for Proposals to compile graphics, annual reports, and sanitized sample documents
- Helped Analysts by using Bloomberg and Morningstar to pull financial data that was added into pitch books
- Acted as a liaison with the Human Resources, Legal and Compliance Depts
- Handled the logistics with on/off boarding processes
Education
B.A. - Business Management
Monroe College
Bronx, New YorkSkills
- Adobe Acrobat
- Cloud filing -Drop Box
- Photoshop
- Bloomberg Financials
- Concur
- Excel
- Google Suite
- Microsoft Office
- OneNote
- Outlook
- QuickBooks Pro
- PeopleSoft Projects
- PowerPoint
- Salesforce
- Skype
- SharePoint
- Visio
- WebEx
- Word
- Zoom
Timeline
Executive Assistant to a Chief Marketing Officer and direct reports
Blackstone
07.2023 - Current
Executive Assistant to a Global Head and direct reports
UBS
06.2022 - 06.2023
Executive Assistant to a Chief Information Officer
BNY Mellon
02.2019 - 05.2022
Administrative Assistant to Managing Directors
Wells Fargo Securities
12.2013 - 08.2018
Executive Assistant to Executive Vice Presidents Managing Directors
PIMCO
09.2010 - 11.2013
B.A. - Business Management
Monroe College
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