ELANA PARKER
Riverview,FL
Summary
Adaptable and forward-thinking Executive & Personal Assistant adept at developing detailed administrative processes that reduce redundancy and achieve organizational objectives. Extensive experience providing 24/7 accessibility in fast-paced settings, judicious in maintaining confidentiality and possessing a "no task too small/big" attitude.
Overview
12
12
years of professional experience
1
1
Certification
Work History
Executive / Personal Assistant to CEO’s/Founders
JUICE / Zurp
Remote (TTP)
11.2022 - 02.2023
- Provided executive assistance to two Founders of marketing agency, JUICE and start-up company, Zurp
- Assisted with recruiting efforts by searching LinkedIn for prospects, reaching out and scheduling intro calls with CEO
- Personal tasks included coordinating birthday trips, making dinner reservations, arranging dog sitters, etc.
Executive/Personal Assistant to Co-CEO
Kensington Vanguard
Miami Beach, FL
05.2022 - 12.2022
- Handled management of CEO’s home including scheduling contractors and utility services; liaised with house managers, housekeepers and other household staff for Miami and NY properties
- Provided 24/7 accessibility for any urgent needs
- Managed calendar, vetting meeting requests, and juggling ever-changing dinners and appointments
- Coordinated business and personal travel via commercial and private planes; ensuring executive (and family/dog) have all travel documents
- Tackled daily task list and action items for the executive; keep him abreast of important calls to make to stakeholders
- Maintained relationship with executive’s clients/stakeholders and their assistants
- Managed all credit cards: corporate, personal, and household Centurion Amex; reviewed monthly statements for any discrepancies or possible fraudulent charges
- Responsible for managing household expenses which includes utilizing spreadsheet to track monthly bills, making invoice payments, worked with house managers to ensure projects were completed before payment
- Completed ad hoc tasks for executive’s wife including assisting with securing event venues, placing shopping orders, researching activities for family trips, etc
- Assisted with managing household and vehicle insurance, ensuring premium payments are made, coverage is updated with purchase of new property, car or watercraft
- Acted as executive’s right-hand and gatekeeper, thinking ahead, and predicting his next move; assure I used every avenue to accomplish the impossible
- After-hours assistance for events held at executive’s home.
Executive Assistant to Chief Product Officer & Chief Sales Officer
Syncron
Remote (TTP)
11.2021 - 05.2022
- Provided 24/7 accessibility especially during global travel and for executive in Singapore and India
- Extensive international and global travel coordination which includes researching visa and covid restrictions, ground transportation, lodging and making use of executive’s time by scheduling meetings with stakeholders/customers
- Managed calendar and inbox, creating high-level internal and external emails on executive’s behalf, prioritizing meeting requests, proactively highlighting urgent issues and resolved scheduling conflicts
- Scheduled and took minutes during meetings and uploaded onto wiki/Confluence site; utilized Microsoft Planner to monitor and track action items
- Scheduled external and internal Teams meetings across multiple time zones, including facilitating and recording special organization-wide all-hands meetings
- Coordinated team building events throughout Europe and USA, including Sales group trip to Crete, Greece in May 2022; this included liaising with hotel for room blocks, making dinner reservations, and researching local group activities
- Managed time and expense reporting for executives via Workday
- Created, managed and updated spreadsheets to track projects and tasks
- Worked as a team with EA in Sweden to assist the CEO (based in Germany) while she was part-time.
Executive/Personal Assistant to Chairman and CEO
Third Lake Partners / TL Capital
Tampa, FL
02.2020 - 11.2021
- High level executive support to Chairman and CEO of family office and investment/private equity firm
- Provided 24/7 accessibility to CEO; ensured rapid responses to texts and emails; acted as true gatekeeper to executive
- Personal assistant tasks such as: liaising with the house managers to ensure renovation and landscaping projects ran smoothly, coordinated personal/family travel via commercial and private aircraft, executed personal requests, helped with children's school scheduling, met with technicians/ contractors at the home, assisted wife with event planning, assisted with organizing and notarizing documents to purchase properties, registered vehicles, amongst many tasks
- Calendar and inbox management to include fielding meeting requests and inquiries, resolved scheduling conflicts, prepared email correspondence and organized Outlook folders
- Kept CEO abreast of meeting schedule and outstanding action items
- Coordinated political hosting events; liaised with Secret Service contact to ensure property security measures were in place for events attended by high profile political figures; facilitated political contributions
- Domestic and international travel planning via private jet, helicopter and commercial flights
- Maintained relationships with ultra-high net worth individuals and their assistants
- Completed investment subscription documents; facilitated wire transfers for capital call funding
- Took minutes, prepared agenda, distributed Investment memos for weekly investment committee meeting
- Compiled and prepared Chairman’s tax documents, sent to accountants prior to tax filing deadline
- Managed renewals of executive’s business annual reports, DC and FL bar memberships, and travel documents
- Reviewed, tagged and notarized lease agreements, addendums and other agreements for Chairman’s signature
- Completed and submitted quarterly and annual compliance requirements, logging gifts, and volunteer work
- Ensured Chairman was prepared for FL Board of Governors meetings to include accessing board materials, scheduled briefings, coordinated travel for meetings
- Assisted COO with new hire onboarding including attending interviews, collecting new hire documents, liaise with IT to obtain equipment, and acted as first point of contact; maintained personnel files in iPaladin.
Executive Assistant to Senior Vice President & VPs, Marketing
NBA
New York, NY
05.2017 - 09.2019
- Supported SVP and 3 Vice Presidents with calendar management, domestic/international travel, and expense reporting
- Prepared confidential excel spreadsheets, reports, charts and tables to assist in viewership tracking
- Provide back-up support to Chief Marketing Officer including handling charter flight travel, arranging meetings with the Commissioner and scheduling personal appointments
- Organized monthly staff meeting which included setting up video conferencing for global team, compiling and PowerPoint decks and driving the presentation
- Provided back-up support to Chief Marketing Office including handling travel on chartered flights, arranging meetings with the Commissioner and personal errands
- Processed credential requests for staff and vendors, managing hotel and travel logistics at NBA events
- Attended NBA events including All-Star, Finals, etc
- To provide onsite support; accommodated and socialized with high profile guests in arena suites
- Coordinated departmental team building events including selection of activity, organizing ground transportation, etc
- Managed new hire on-boarding, arranging desk set-up, updating email distribution and contact lists
- Tracked departmental marketing budget of $4.5 million for NBA, G-League and WNBA, accurately code invoices.
Administrative Assistant to Directors
Ford Foundation
New York, NY
07.2014 - 01.2017
- Managed Communications Directors' calendars, effectively prioritizing meetings and resolving schedule conflicts
- Coordinated domestic and international travel including applying for business visas, lodging and transportation
- Assisted with event coordination, handling meeting space set-up and greeting high-profile government officials
- Drafted and proofread contracts and agreements working with Legal team on a consistent basis to ensure accuracy
- Coded and submitted invoices for payment processing; tracked payments made against contracts.
Executive Assistant to Partners & Managers
The Bridgespan Group
New York, NY
08.2011 - 10.2013
- Personal assistant to London-based Partner, coordinating travel and scheduling appointments for executive and his family
- Coordinated complex, multi-segmented travel arrangements for Partners, managers and business partners
- Managed materials and logistics for Board of Directors meeting with a high level of confidentiality
- Coordinated board meeting including site selection, A/V set-up, conference room set-up, and catering
- Performed research and data collection to complete special projects and for quarterly Board presentation
- Screened business development inquiries, assessing nature and scope of work to determine organizational fit
- Utilized CRM to track and maintain client contact information and relationship development.
Education
Communications
Hunter College
Skills
- MS Office Suite
- Google suite
- CRM
- Concur
- DocuSign
- IPaladin
- Slack
- Teams
- Zoom
- Workday
- Jira
- Confluence
- Notion
- ClickUp
- Miro Board
- SharePoint
- International/Domestic Travel
- Calendar management
Certification
Florida Notary Public (current)
Timeline
Executive / Personal Assistant to CEO’s/Founders
JUICE / Zurp
11.2022 - 02.2023
Executive/Personal Assistant to Co-CEO
Kensington Vanguard
05.2022 - 12.2022
Executive Assistant to Chief Product Officer & Chief Sales Officer
Syncron
11.2021 - 05.2022
Executive/Personal Assistant to Chairman and CEO
Third Lake Partners / TL Capital
02.2020 - 11.2021
Executive Assistant to Senior Vice President & VPs, Marketing
NBA
05.2017 - 09.2019
Administrative Assistant to Directors
Ford Foundation
07.2014 - 01.2017
Executive Assistant to Partners & Managers
The Bridgespan Group
08.2011 - 10.2013
Communications
Hunter College
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