Jennifer Sporn
Venice
Summary
Organized and self-motivated professional with extensive virtual office experience. Driven to work hard and promoting terrific organizational, data entry and problem solving capabilities.
Overview
14
14
years of professional experience
Work History
Virtual Assistant
Independent Contractor - Project Based
06.2021 - Current
- Handles data entry tasks efficiently while ensuring accuracy of information entered into databases or spreadsheets
- Proofreads and edits documents for grammar, spelling, and formatting errors
- Checks daily data entry for completeness and accuracy of encoded information
- Organizes and updates file systems, keeping records easily retrievable
- Prepares expense reports by gathering receipts and inputting expenses into accounting software programs
- Maintains strict confidentiality regarding sensitive client information at all times
- Creates PowerPoint presentations based on client-provided content or research findings
- Manages client email inboxes and responded to inquiries in timely manner
- Develops project database and trained staff on data entry
Executive Assistant
Guggenheim Securities
10.2019 - 08.2020
- Managed multiple complex calendars, both domestic and international
- Coordinated and oversaw all in person and virtual meetings, both domestic and international
- Organized travel arrangements for executive board
- Managed special projects with cross functional teams for both client services and sales groups
- Spearheaded task force for company events
- Updated all email groups and contact lists on a frequent basis
- Created presentations for use by senior management
- Created utilization reports
- Executed vendor contracts
- Coordinated critical department meetings and maintained communication harmonization throughout the department
- Received all incoming calls for executive(s) and responded to 30+ emails a day
- Maintained highly confidential reports, and correspondence
- Reconciled complex expense reports from travel and client engagements (including calculation of currency exchange)
- Arranged bi-weekly luncheons with various department heads in the firm
Executive Assistant
ROSS Buying Office
06.2018 - 07.2019
- Managed complex calendars for 3 Group Vice Presidents in Direct Imports, Home Division
- Coordinated domestic/international travel for GVPs, and team of senior directors, including flights, hotels, car rentals and ground transportation
- Ensured GVPs had laptops, air cards, and phones needed for international travel
- Resolved technical issues with IT and Corporate Properties for computer/phone issues that GVP's encountered
- Processed complex expense reports, both domestic and international (including calculation of currency exchange)
- Registered GVPs for international and domestic Tradeshows/Fairs and Markets; provided supporting credentials
- Applied for International visa's/passports for travel and coordinated with international agents for invitation letters
- Implemented Alignment book; made accessible for GVPs to locate appropriate documents needed for meetings
- Created filing systems to optimize workflow
- Updated and maintained Home Division contacts phone lists
- Trained new Assistants on Ross' office procedures, Concur and PeopleSoft
- Assisted with the set-up of video conferences with LA buying office
- Implemented a 'big picture calendar' to ensure the three departments of the Direct Imports Departments were aware of upcoming shows/fairs/markets/meetings and important deadlines
- Approved PO's/ expense reports on behalf of the GVP when he / she was out of the office
Executive Personal Assistant
LAS Concepts
01.2011 - 06.2018
- Provided administrative support to Vice President of global footwear consulting firm; provided backup support to President and team of executives; maintained internal and external meeting calendar; provided research on clients through internal and external search engines and points of source
- Coordinated international and domestic travel and hotel arrangements; researched host country visa requirements and travel advisories; prepared travel itineraries and documentation
- Managed heavy call and email volume, screened callers and monitored/responded voicemail and email messages
- Created / modified documents and PowerPoint presentations for internal and external use; edited, formatted, and distributed meeting agenda materials electronically for weekly meetings
- Prepared Excel spreadsheets to track expenses and inventory levels
- Maintained database for contact relationship management and tracking of business development activities
- Managed office; oversaw and coordinated office move and installation of office furniture and telephones
- Coordinated with both internal and external vendors to address support needs
- Conduit to HR team regarding hiring and training of newly hired administrative talent
- Ordered office supplies and maintained department, project property and supply rooms
- Facilitated and processed information of a highly confidential nature
- Planned and managed office visits, including troubleshooting, and on-site logistical issues (e.g., last-minute cancellations, rescheduling, finding interview rooms)
- Provided personal administrative support to executive: handling high personal email volume, scheduling appointments and assisting with the planning and execution of personal events
Education
Bachelors Degree - Political Science
Rutgers University
Skills
- Multitasking
- Organization
- Communication
- Time Management
- Decision Making
Timeline
Virtual Assistant
Independent Contractor - Project Based
06.2021 - Current
Executive Assistant
Guggenheim Securities
10.2019 - 08.2020
Executive Assistant
ROSS Buying Office
06.2018 - 07.2019
Executive Personal Assistant
LAS Concepts
01.2011 - 06.2018
Bachelors Degree - Political Science
Rutgers University
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