Ingrid Caldwell
New Windsor,New York
Summary
Results driven Executive Assistant with proven track record in providing comprehensive support to Senior Level Executives in different level environments. Adapt at managing confidential information, coordinating high-profile meetings and events and streamlining executive operations. Works well in challenging fast-paced and high stress environments both individually and as part of a team. Focused on consistent quality work and shows a desire to simplify and innovate the daily operations of the executive and the organization.
Overview
24
24
years of professional experience
Work History
Executive Assistant to CEO, CSO, COO
BBDO
11.2024 - Current
- Deliver exceptional organizational support enabling executives to focus on high level strategic initiatives fostering company growth.
- Manage executives schedules, ensuring optimal time allocation and prioritization of tasks.
- Effectively identify areas requiring attention or improvement aligning with the preference of each executive.
- Work on special projects of varied degrees of complexity, while helping to coordinate events and ad hoc projects.
- Use advanced software to help prepare documents, reports, and presentations.
- Handle all logistics, catering, agendas, and travel arrangements for meetings and events both domestic and international.
- Maintain strict confidentiality of sensitive information while upholding privacy policies and standards.
- Streamline operation and and prioritize tasks allowing executives to increase productivity.
- Establish relationships and negotiate with vendors to ensure effective cost savings securing high quality service at a reduced rate.
- Interact with external stakeholders, senior leaders, and investors while demonstrating professionalism and discretion.
- Process expense reports and reimbursements for executives in a timely manner.
Global Executive Administrative Assistant to Global CFO
VMLY&R
02.2020 - 03.2024
- Provided executive level support to the Global CFO and team
- Facilitated effective communication between the executive team and various departments
- Managed urgent, confidential, and complex tasks with constant changes in priorities and aggressive timelines
- Participated in strategic and operational meetings
- Coordinated and oversee the implementation of organizational strategies
- Supported the C-Suite in driving operational excellence and organizational efficiency
- Conducted research and analytics to help support decision making process
- Exercised sound judgement and discretion while handling sensitive information
- Maintained confidential files and information
- Assembled the required documentation for meetings, presentations, and conducted research for information as needed
- Scheduled and prepared the Global CFO for interviews with perspective candidates
- Negotiated contracts with hotels, restaurants, and other venues for special events
- Developed and maintain supportive relationships with regional CFO's and their team leads
- Prepared, reviewed, and approved expenses, times sheets, and travel for team members
- Maintained a professional and proactive approach to help aid colleagues.
Senior Executive Administrative Assistant
Bain & Company
05.2018 - 02.2020
- Provided comprehensive executive and organizational support to three partners
- Built and maintained cooperative relationships with clients and colleagues at all levels both internally and externally
- Managed multiple calendars with varying complexity
- Organized and maintained regular check-ins to create and establish relationship management
- Followed up with leadership on expectations, needs, and approvals for department administrative staff
- Assisted in the recruitment, interview process, and onboarding of new administrative staff
- Proactively assessed the long-term goals of the company to help aid in the research of candidates
- Helped lead and motivate administrative staff while setting attainable goals and objectives to advance skills in the workplace
- Delegated tasks to help set priorities and foster a positive work environment
- Facilitated time entry and expense reports
- Maintained knowledge of accurate coverage for each group while reviewing approval of time off requests
- Reconciled credit card statements and resolved all discrepancies
- Planned annual event meetings
- Maintained all visa document preparation and arrangements
- Created and managed various complex travel itineraries for international and domestic travel
Executive Administrative Assistant
W2O Group
12.2013 - 05.2018
- Responsible for the executive administrative support to the President, Global Practice Leader, and General Counsel
- Managed and maintained busy and ever-changing schedules on a daily basis
- Maintained a working knowledge of operational functions while supporting the three leaders
- Provided strategic support to the President for various client meetings and pitches
- Oversaw the production of documents, presentations, and writing for various meetings and business pitches
- Worked within deadlines and maintained accuracy while under pressure
- Supported recruiting and interviewing needs, including research and scheduling candidates.
Administrative Assistant
The Commonwealth Fund
06.2001 - 12.2013
- Directed incoming calls to appropriate staff and obtained accurate information in order to direct calls accordingly
- Provided administrative support to the Director of Administrative Services and various senior staff members
- Contacted appropriate staff members concerning guest arrivals and directed individuals to designated areas
- Scheduled appointments, meetings, and conference calls for senior staff members
- Prepared and maintained monthly calendars for executive staff
- Secured travel arrangements for senior staff and board members during annual board meeting
- Created and posted Power Point presentations for in-house reader board
- Initiated all meeting room requests and ensured all logistical needs were secured including the ordering of audiovisual equipment food and beverage
- Assisted human resources department on various projects and assignments as needed.
Education
B.A. - Social Science
The College of New Rochelle
05.2008
Skills
- Proficient in Office 365, Microsoft and Google Suite, Adobe Creative Suite, Expense Management, Concur, Time Management, Communication Skills, Business Writing, Critical Thinking, Strategic Planning, Project Coordination, Event Planning, Strong problem solver
Timeline
Executive Assistant to CEO, CSO, COO
BBDO
11.2024 - Current
Global Executive Administrative Assistant to Global CFO
VMLY&R
02.2020 - 03.2024
Senior Executive Administrative Assistant
Bain & Company
05.2018 - 02.2020
Executive Administrative Assistant
W2O Group
12.2013 - 05.2018
Administrative Assistant
The Commonwealth Fund
06.2001 - 12.2013
B.A. - Social Science
The College of New Rochelle
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