Summary
Overview
Work History
Education
Skills
Timeline
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Jillian Calixto

Woburn,US

Summary

Professional administrative expert prepared to excel in executive support roles. A master in managing calendars, organizing meetings, arranging travel plans and ensuring seamless office operations. Reliable team player with focus on achieving results and adapting to dynamic work environments. Recognized regularly for outstanding performance and contributions. Proficient in communication, problem-solving, and maintaining confidentiality.

Overview

10
10
years of professional experience

Work History

Executive Administrative Assistant

Cambridge Associates
10.2018 - Current
  • Providing support for the Globally Head of the Pension Practice, Chief Operating Officer, Sr
  • Operations Director, Partner, Managing Partner, and Investment Director
  • Extensive calendar management including internal and external meetings across all time zones
  • Interacting with clients and managers via phone, email, and in-person to assist with requests
  • Managing complex national and international travel using Concur
  • Preparing agendas for scheduled trips nationally and internationally including scheduling manager meetings and arranging lunches and dinners
  • Preparation of client books including agendas, maps, and Manager materials
  • Preparation of timesheets, expense reports, and Amex statements using Oracle
  • Preparation of confidential materials and participation in the year-end review process for everyone across the Practice globally
  • Maintaining and editing staffing assignments across the Practice globally
  • Ensuring technology is appropriate and functional for meetings, conference calls, and videoconferences using Cisco Technology, Webex, Microsoft Teams, and Zoom
  • Providing administrative assistance to Investment Associates as needed
  • Recruiting, interviewing, onboarding, training, and mentoring new Administrative Assistants across the Firm
  • Developing and maintaining several spreadsheets with the most recent client, manager, and staffing data
  • Performing related clerical tasks such as photocopying, faxing, scanning, printing, mailing, and sorting mail
  • Organizing events, outside and inside of the office, for internal staff as well as clients

Executive Administrative Assistant

Randstad Professionals
03.2016 - 08.2018
  • Provided support to three (3) Senior Vice Presidents
  • Access to SVP’s email to organize and draft emails on their behalf
  • Managed calendars, arranged travel, and coordinated meetings/conference calls
  • Attended Weekly Senior Leadership calls with the Group President, Marketing, and HR
  • Traveled to different offices to provide support to direct reports
  • Responsible for onboarding and offboarding employees, including Senior Leadership, across 37 offices
  • Managed personnel files for all direct and indirect Reports to my three SVPs, including approving promotions and demotions
  • Screened calls, tracked messages, and acted as the point of contact between Senior Executives and employees
  • Developed standard monthly and quarterly business reviews and reports showing results and identifying trends within the business
  • Trained, managed, and provided support to Regional Support Staff
  • Prepared, reviewed, and submitted all client contracts to the Legal
  • Tracked financial reports for the region and managed monthly contests
  • Organized and hosted Regional Managers' Meetings
  • Negotiated, ordered, tracked, and distributed marketing materials to the different offices within my regions

Center Director

Sylvan Learning Center of Burlington
07.2015 - 03.2016
  • Directed marketing initiatives
  • Determined client needs and maximized satisfaction
  • Handled telephone inquiries
  • Scheduled an average of 5 appointments per enrollment conference per week
  • Maintained detailed administrative and procedural processes to improve accuracy and efficiency with students’ schedules and ongoing conferences
  • Handled and processed confidential student information

Education

Certificate of Business Administration - Business

Katharine Gibbs College
Boston, MA

Skills

  • Expense reporting
  • Office management
  • Information confidentiality
  • Logistics coordination
  • Master calender management
  • Executive support
  • Interpersonal communication
  • Advanced MS office suite
  • Logistics and schedule management
  • Project oversight
  • Meticulous attention to detail
  • Travel coordination

Timeline

Executive Administrative Assistant

Cambridge Associates
10.2018 - Current

Executive Administrative Assistant

Randstad Professionals
03.2016 - 08.2018

Center Director

Sylvan Learning Center of Burlington
07.2015 - 03.2016

Certificate of Business Administration - Business

Katharine Gibbs College

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Jillian Calixto