Summary
Overview
Work History
Education
Skills
Certification
Languages
Quote
Timeline
AssistantManager
GABRIELE PIETZ-VOGEL

GABRIELE PIETZ-VOGEL

Senior Executive Assistant / Chief Of Staff / Director Of Administration
Hawthorne,NJ

Summary

CHIEF OF STAFF / SENIOR EXECUTIVE ASSISTANT /

DIRECTOR OF ADMINISTRATION -

Highly Skilled and Dynamic Administrator with 10+ years of international experience supporting C-Level Executives in global corporations and the Foreign Service. Expertise in all aspects of executive support including managing and optimizing complex calendars and travel schedules and spearheading corporate and private events. Track record supporting professional needs with well-organized precision. Successfully managed high-volume workloads in fast-paced and rapidly changing environments.

Overview

11
11
years of professional experience
1
1
Certification

Work History

Executive Management Assistant

MINARIS REGENERATIVE MEDICINE
09.2022 - 03.2023
  • Provided high-level Executive Support to the Chief Operating, Officer, Global Quality Head, and Site Leadership Team
  • Managed schedules, catering, and expenses Anticipated the executives’ needs and proactively assembled the appropriate people and resources to solve problems
  • Fielded incoming requests, exercised strong judgment and discretion with highly confidential information Worked cross-functionally to ensure communication was efficient and clear between teams
  • Organized, prioritized, and coordinated multiple work activities with demonstrated ability to meet deadlines
  • Communicated with customers and vendors positively with particular attention to problem resolution.
  • Oversaw office operations for organization by processing vital documentation, obtaining insurance verification and authorization for services.

Chief of Staff

HONEYFUND.com, Inc
05.2022 - 08.2022
  • CEO Office
  • Managed CEO’s personal, professional, and managerial schedule
  • Ensured project and planning schedules ran smoothly for the executive team so the company goals could be achieved
  • Created and implemented processes and systems for the leadership team, suggested process improvements, developed analytics, presentations and reporting
  • Proposed creation of new systems and processes to streamline operations
  • Clarified and managed communication of issues and decisions to stakeholders
  • Liaised and collaborated with HR to onboard new employees and oversee office events, parties and team meetings
  • Managed the board and shareholders and associated meetings process
  • Attended meetings to make informed business decisions, provide administrative support and evaluate progress toward goals and objectives.
  • Supervised staff and participated in hiring, training and performance evaluations to establish and enforce policies and procedures for business functions.
  • Improved office operations by automating client correspondence, record tracking and data communications.

Executive Assistant

IFF, International Flavors and Fragrances
03.2020 - 02.2022
  • CFO
  • Provided high-level operational and administrative support to Chief Financial Officer in preparation for and during major merger
  • Managed communication platforms and other logistics to ensure the global teams stayed connected while working remotely
  • Heavy and flawless calendar management and accurate expense reporting
  • Assisted with projects as assigned (e.g., achieved 100% of compliance two years in a row)
  • Successfully collaborated with colleagues and peers across global time zones
  • Organized and coordinated conferences and monthly meetings.
  • Created expense reports, budgets and filing systems for management team.

Executive Assistant

PARAMOUNT GROUP INC
05.2017 - 10.2019
  • The CEO
  • Provided high-level operational and administrative duties to Asset Management and Business Development leadership in a complex and ever-changing environment ensuring smooth day-to-day office operation
  • Managed outside relationships with well-known individuals and external vendors
  • Coordinated domestic and international travel
  • Managed Investor Relations databases, such as Sales Force, and BD Corporate to track investor activities
  • Created Board and Advisory Board Books using Diligent.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.

Executive Assistant to President, Board Support Manager

OCTAPHARMA INC
12.2014 - 04.2017
  • Provided high-level Executive Assistant support to the President and Senior Management
  • Managed daily operational activities for the national account sales team
  • Coordinated logistics for sales meetings and advisory boards
  • Managed special projects as assigned.
  • Standardized office structures and processes to promote collaboration and increased performance.
  • Interpreted management directives to define and document administrative staff processes.
  • Researched, proposed and implemented vendor agreements to decrease costs and improve services.

Executive Assistant

UBS FINANCIAL SERVICES INC
10.2013 - 11.2014
  • Group Managing Director, CFO, and CRO of Wealth Management Americas
  • Managed calendars across global time zones and organized global travel arrangements
  • Built regional and global networks by collaborating with the CFO, CRO, and CEO offices and regional and global team members.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Upheld strict timetables by maintaining accurate, balanced calendars.

Executive Assistant, Managing Director

BLACKROCK
07.2013 - 09.2013
  • Temporarily supported senior management at Retail & iShares, Global Digital Marketing and the Alternative Investments/Special Opportunities Group

Executive Assistant

ALLIANZ GLOBAL CORPORATE AND SPECIALTY
05.2012 - 06.2013
  • Global CIO
  • Coordinated internal and external meetings and compiled minutes at Management Meetings
  • Served as Executive’s liaison between Headquarters and US subsidiaries and facilitated communication
  • Tracked expenses and budgets and ensured budget goals and cost reduction requirements were met.
  • Trained junior office staff in correct procedures and reporting requirements.
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.

Education

Bachelor of Business Administration -

European Business School
Stuttgart, Germany

Bachelor's of Business Administration - International Business Management

New York University
New York, NY
01.1995

Skills

Proficient in:

  • Executive Management Support
  • Board of Directors Support
  • Project Planning
  • Executive Calendars
  • Business Operations
  • Meeting Agendas, Minutes and Conferences
  • Multitasking Abilities
  • Problem-Solving
  • Analytical and Critical Thinking
  • Dependable, Responsible, Efficient & Effective
  • MS Office & Google Suite Proficiency
  • Business Correspondence
  • Planning and Coordination
  • Active Listening
  • Teambuilding
  • Flexible and Adaptable
  • Organization and Time Management
  • Decision-Making
  • Excellent Communication
  • Teamwork and Collaboration

Certification

Schedule and Calendar Management - Project Management - Event Organization - Vendor Coordination - Expense Reporting/Tracking/Concur - Business Development - Database Management - International Collaboration - Mergers & Acquisitions - Management Report Preparation Verbal & Written Communication - CAP - Certified Administrative Professional

Languages

German
Native or Bilingual
Spanish
Full Professional
French
Professional Working

Quote

There’s no reality except the one contained within us. That’s why so many people live an unreal life. They take images outside them for reality and never allow the world within them to assert itself.
Hermann Hesse

Timeline

Executive Management Assistant

MINARIS REGENERATIVE MEDICINE
09.2022 - 03.2023

Chief of Staff

HONEYFUND.com, Inc
05.2022 - 08.2022

Executive Assistant

IFF, International Flavors and Fragrances
03.2020 - 02.2022

Executive Assistant

PARAMOUNT GROUP INC
05.2017 - 10.2019

Executive Assistant to President, Board Support Manager

OCTAPHARMA INC
12.2014 - 04.2017

Executive Assistant

UBS FINANCIAL SERVICES INC
10.2013 - 11.2014

Executive Assistant, Managing Director

BLACKROCK
07.2013 - 09.2013

Executive Assistant

ALLIANZ GLOBAL CORPORATE AND SPECIALTY
05.2012 - 06.2013

Bachelor of Business Administration -

European Business School

Bachelor's of Business Administration - International Business Management

New York University

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GABRIELE PIETZ-VOGELSenior Executive Assistant / Chief Of Staff / Director Of Administration