Dinah Singh
Executive Assistant
Jamaica,NY
Summary
Driven and resourceful administrative professional with 18+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
16
16
years of professional experience
1
1
year of post-secondary education
Work History
Executive Assistant – Office Manager - Personal Assistant to Founder
Pembrooke and Ives
6 2022 - 12.2023
- Executive and Personal Admin support
- Protect the CEO’s time by prioritizing meetings and tasks, screening calls and emails
- Provide logistical and operational support for CEO including personal tasks: paying bills, running errands, finding/scheduling doctors, coordinating/managing personal appointments, events, sending gifts, etc
- Manage both business and personal calendars for the CEO with regular high-level contact with clients and investors
- Set up processes and put these into place, add organization and create structures
- Maintain and update contact information
- Coordinate travel arrangements and logistics for business and personal (HEAVY)
- Calendar, scheduling, appointments, and transportation for the Founder and team as needed (HEAVY)
- Assist with planning, setup, organization, and seamless orchestration of small-to large-scale business or personal events
- Miscellaneous personal tasks such as errands, purchasing items, setting up appointments, etc
- General Office Management and Support
- Serve as primary contact for office-related needs, and manage all administrative matters to make sure the NY office functions smoothly, overseeing relationships with food, cleaning and office supply vendors, tracking, and ordering office supplies, and managing physical access and mail/package coordination
- Greet guests that are meeting with Founder and Directors
- Coordinate with building and outside vendors on maintenance and upkeep
- Manage Reception Staff in appearance and maintaining cleanliness in kitchen, conference rooms and shared areas, conference room scheduling, guest registration
- Special projects and ad hoc admin work as needed
- Act as a liaison in Director Meetings for Founder
- Worked with Founders family to manage personal Airline, Amex, Bank Accounts and Real Estate Properties for rentals
- Assisted Founder with all personal matters pertaining to health, doctors' appointments, Rx’s
- Vehicle Maintenace and bringing personal vehicle to airport arrival destination in NYC.
Executive Assistant
BIG Architecture
11.2021 - 05.2022
- Maintaining and managing clear oversight of ever-changing calendars and day to day obligations for Partner(s)
- Coordination of complex travel itineraries including any necessary business or travel visas associated
- Partnering with HR/People team and external Immigration Counsel for visa renewals, consular appointment scheduling and passport needs (when applicable)
- Interface directly and regularly with other BIG executives and their support teams
- Develop working relationships with external clients and internal stakeholders
- Preparation and planning for internal/external meetings and events
- General administrative and occasional personal support
- Process expenses on behalf of Partner(s) and track/report ongoing project hour
- Assistance in preparing, maintaining and timely renewal of various business qualifications, licenses, etc
- Various ad hoc tasks.
Executive Assistant
CetraRuddy Architecture
01.2018 - 05.2021
- Welcomed and greeted guests as required
- Acted as a gatekeeper and first point of contact for those approaching the principals
- Responsible for daily heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as clients, consultants, and staff to coordinate a variety of complex executive meetings
- Confirmed all appointments
- Responsible for screening telephone calls, inquiries, and requests, and directed all calls to appropriate party promptly and efficiently
- Provided direction and prioritization standards for the screening of the principals’ mail, voicemail and appointments using expert judgment and knowledge
- Assisted with preparation of presentation materials, in PowerPoint and other forms of presentation
- Review and summarize miscellaneous reports and documents, prepare background documents and outgoing mail, as necessary
- Prioritized and managed multiple projects simultaneously and followed through on issues in a timely manner
- Coordinated all Travel – Domestic and International - Prepared all itineraries as needed
- Occasionally attended meetings with the principal to take notes or minutes at meetings, and to provide general assistance during presentations
- Handled confidential information which would have immediate impact on the firm’s operations, performance, or value if shared beyond its intended audience
- Anticipate the Principal’s needs and proactively bring together appropriate people and other resources to support the principal in addressing issues
- Alerted the Principal to upcoming deadlines and ongoing commitments, preparing materials and researching background information as needed
- Prepared draft correspondence and sufficient background information for the principal to approve such correspondence
- Completed Principals’ timesheets, expense reports and FSA reimbursements
- Reviewed invitations and contribution requests and assisted Principals in making timely decisions
- RSVP and or follow up, as necessary
- Maintained a running “to-do/reminder” list and follow up to ensure all action items have been completed in a timely manner
- Updated and maintained all contact information
- Maintained Principal’s files and documents including project specific marketing folders
- Coordinated with the front desk on catering needs and conference room scheduling for all Principal meetings to ensure all conference rooms are arranged and set
- Assisted the Principal on all special projects and tasks including technology related issues
- (computer/tablet/smartphone) and coordinated with Help Desk
- Ran errands both business and personal when requested.
Executive Assistant
KM Associates of New York
07.2016 - 11.2017
- Executive Assistant to 3 Partners in the Expediting Field.
- All aspects of Administration - Including experience/duties listed within other firms.
Administration – Facility Management – Event Planner
Stonehill & Taylor Architects
03.2006 - 04.2016
- All Aspects of Experience for this position is listed above as I spent 10 years with this company, and it is the platform in which guided me to work in the Architecture and Design Industry.
Education
Hospitality Management -
ICE Institute
New York, NY 04.2015 - 05.2016
Liberal Arts Diploma - undefined
Martin Van Buren HS
Queens Village, NY 08.1999 - undefined
Skills
- Meeting planning
- Heavy calendar management
- Travel administration
- Expense reconciliation
- Facility management
- Event Planning
- Office administration
Websites
Timeline
Executive Assistant
BIG Architecture
11.2021 - 05.2022
Executive Assistant
CetraRuddy Architecture
01.2018 - 05.2021
Executive Assistant
KM Associates of New York
07.2016 - 11.2017
Hospitality Management -
ICE Institute
04.2015 - 05.2016
Administration – Facility Management – Event Planner
Stonehill & Taylor Architects
03.2006 - 04.2016
Liberal Arts Diploma - undefined
Martin Van Buren HS
08.1999 - undefined
Executive Assistant – Office Manager - Personal Assistant to Founder
Pembrooke and Ives
6 2022 - 12.2023
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