Josephine De Jesus
Staten Island,NY
Summary
Forward-thinking Executive Assistant accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment.
Overview
25
25
years of professional experience
Work History
Executive Administrative Assistant / Marketing & Communications
TIAA - New York, NY
New York, United States
06.2023 - Current
- Act as a "gatekeeper," providing a bridge for smooth and efficient communication and interaction between business partners and internal departments
- Maintain confidentiality of all corporate, personnel and research matters
- Actively supporting the Executive in the delivery of their KPIs
- Streamline the flow of information and day-to-day office operations to achieve success
- Experience in partnering with senior management in a fast paced, innovative and dynamic environment
- Obtain and organize information for use in conferences, speeches, and reports as requested by the Executive
- Maintain leadership team calendars including coordination of staff meetings and meetings with external organizations
- Optimize execution of administrative activities, with high attention to detail, organization and process
- Strong oral and written communication with the ability to communicate clearly and effectively with senior leaders and external partners
- Strong organizational and management skills, and experience in leading and coordinating projects
- Confident in offering suggestions and improvements to processes
- Innovative thinking with agility and flexibility in response to changing priorities and needs
- Naturally curious about learning, and excelling in gaining a deeper understanding of the company’s vision, mission and new ventures; demonstrated ability and willingness to continuously acquire new competencies and accept new challenges
- Established strong business relationships with business partners and vendors within the organization
- Extensive experience with the Concur Expense Reporting System
- Established business relationships with TIAA Global Travel Leaders Team
- Deep knowledge and experience of scheduling and coordinating both international and domestic travel
- Experience in Event Planning, coordinating Town Halls, internal and external events
- Experience setting up and managing virtual meetings, conference calls, and Zoom calls
- Experience with MS Communication Apps: Zoom and MS Teams
- Experience with MS Programs: Excel, PowerPoint and Word
- Proven ability to manage tasks/projects, work under pressure and consistently make deadlines.
Senior Administrative Assistant / Regulatory Supervisory & Oversight
TIAA - New York, NY
New York, United States
10.2019 - 06.2023
- Acted as a "gatekeeper," providing a bridge for smooth and efficient communication and interaction between business partners and internal departments
- Handled the flow of information and day-to-day office operations in a way that sets up the Executive to succeed
- Maintained confidentiality of all corporate, personnel and research matters
- Actively supported the Executive in the delivery of their KPIs
- Assisted the Executive in the decision-making process
- Acted as a liaison between executives and internal departments, ensuring effective communication and cohesion within the office environment
- Scheduled meetings/calls for executives, along with aiding with agendas and material gathering as needed
- Acted as both a gatekeeper and a gateway for the Executive by facilitating the connection with stakeholders while also creating space for Executive to focus on the broader, long-term company vision
- Understood the business and the priorities of the day and the objectives to effectively anticipate deliverables and follow-up when necessary
- Ensured that proper preparation and materials and files are readily available for each day’s meeting and events
- Maintained project assignments from the Executive delegated to the Leadership Team
- Identified potential problems early, so that action can be taken promptly
- Integrated other teams and projects into the Executive function, connecting work streams, and facilitating broader company cohesion
- Assisted with communication efforts upon request, including sending communications on behalf of leadership team
- Arranged video conferences/teleconferences and town halls and external events
- Obtained and organized information for use in conferences, speeches, and reports as requested by the Executive
- Maintained leadership team calendars including coordination of staff meetings and meetings with external organizations
- Arranged flights, rail service, hotel accommodations and car service reservations, both globally and domestically
- Processed expense reports for leadership, ensuring compliance with company travel policies and other expense-related policies and procedures
- Experienced in training, delegating, and reviewing the work of other administrative assistants
- Developed and maintain efficient reporting, keeping accurate and up-to-date information, and prepare documentation and support for the overall operations of the RS&O Team
- Led various ad-hoc and special team projects as needed.
Senior Administrative Assistant / NPMFE
TIAA - New York, NY
New York, United States
10.2013 - 10.2019
- Maintained calendar for senior executives, being attentive to priorities and optimal use of their time
- Experienced "gatekeeper," providing a bridge for smooth and efficient communication and interaction between business partners and internal departments
- Ensured that proper preparation and materials and files are readily available for each day’s meeting and events
- Arranged video conferences/teleconferences and town halls and external events
- Developed and maintained efficient reporting, keeping accurate and up-to-date information, and prepared documentation and support for the overall operations of the NPMFE Team
- Experience in training, delegating, and reviewing the work of other administrative assistants
- Organized and processed expenses through Concur
- Arranged flights, rail service, hotel accommodations and car service reservations
- Participated and lead various ad-hoc and special team projects as needed
- Developed an understanding of the business and the priorities of the day and the objectives to effectively anticipate deliverables and follow-up when necessary
- Prepared and filed travel expenses on behalf of the Team, tracking of all expenses and ensuring all departmental bills are being paid.
Senior Administrative Assistant / Office of the CEO
TIAA - New York, NY
New York, United States
02.2011 - 10.2013
- Acted as COO's "gatekeeper," providing a bridge for smooth and efficient communication and interaction between the CEO's office and internal departments
- Maintained calendar for senior executive; being attentive to priorities and optimal use of executive’s time
- Maintained confidential files, including competitive and strategic planning
- Managed, updated, and verified executive contacts
- Coordinated logistics for meetings, events, and interviews
- Prepared and responded to routine correspondence
- Ensured that COO and senior team members were prepared and briefed ahead of meetings
- Provided project support as requested, including assisting with execution of senior leadership tasks
- Scheduled, executed, and coordinated event logistics, including hotel accommodations, invite management, contract negotiation, logistical informative and catering selection
- Partnered closely with team leaders to plan and manage logistics for a variety of annual meetings/events
- Maintained and organized all expenses and allocated accordingly for large meetings/events
- Tracked budgets and ensured that events were executed in a timely manner and within budget.
Senior Administrative Assistant / Marketing
TIAA - New York, NY
New York, United States
08.2010 - 02.2011
- Maintained the calendars for senior executives; being mindful and attentive to priorities and optimal use of executive’s time
- Coordinated logistics for meetings, events, and interviews
- Ensured that COO and senior team members were prepared and briefed of any new developments for meetings
- Acted as COO's "gatekeeper," providing a bridge for smooth and efficient communication and interaction between the CEO's office and internal departments
- Complied with Legal and Compliance guidelines as they related to event matters
- Prepared presentations and coordinated video and teleconference meetings
- Maintained confidential files, including competitive and strategic planning
- Managed the SharePoint site
- Prepared and responded to routine correspondence
- Provided project support as requested, including assisting with execution of senior leadership tasks
- Scheduled, executed, and coordinated event logistics, including invite management, contract negotiation, transportation, and catering selection
- Managed, updated, and verified executive contacts
- Partnered closely with team leaders to plan and manage logistics for a variety of annual events.
Administrative Assistant / Asset Management
TIAA-CREF Real Estate Acquisitions
New York, United States
03.2007 - 08.2010
- Maintained calendar for senior executives; being attentive to priorities and optimal use of executive’s time
- Maintained confidential files, including mergers, competitive, and strategic planning
- Managed, updated, and verified executive contacts
- Coordinated logistics for meetings, events, and interviews
- Prepared and responded to routine correspondence
- Ensured that the Director of Acquisitions and the senior team members were prepared and briefed for meetings
- Provided project support as requested, including assisting with execution of senior leadership tasks
- Scheduled, executed, and coordinated event logistics, including invite management, contract negotiation, and catering selection
- Partnered closely with team leaders to plan and manage logistics for a variety of events annually
- Maintained and organized all receipts and allocated accordingly
- Tracked budgets and ensured that events were executed in a timely manner and within budget.
Executive Assistant to the CEO / Office Manager
Securities Training Corporation
New York, United States
03.2000 - 03.2007
- Solely coordinated the evacuation safety plan on morning of September 11th of 200 students
- Coordinated the logistics of all travel arrangements including private jets and helicopters
- Scheduled, organized, and coordinated meetings, including travel, transportation and hotel arrangements, preparation, and distribution of materials, agendas, notes, and handouts
- Ordered and maintained office inventory
- Worked closely with contractors on estate repairs, new builds, and upgrades
- Coordinated and managed all personal and family events for CEO
- Provided a bridge for smooth communication from/to the office of CEO with senior leaders and staff across the agency, as well as build internal and external relationships
- Maintained personal financial records including wills, trusts and estate documentation
- Tracked budgets and ensured that events were executed in a timely manner and within budget
- Managed relationships with venues, vendors, and internal stakeholders
- Created conference agendas for board meetings, executive meetings, and finance review meetings.
Executive Assistant I / Executive Office
Grand Street Settlement
New York, United States
09.1998 - 03.2000
- In charge of all aspects of event planning/organization and on-site staffing as needed for all community events
- Events in scope included internal conferences and events, client conferences, donor meetings, board and bank meetings, client receptions and dinners, sporting events, and key sponsorships
- Scheduled, executed, and coordinated event logistics, including invite management, contract negotiation, and catering selection
- Partnered closely with team leaders to plan and manage logistics for a variety of events annually
- Secured high-profile speakers for conferences and networking events
- Produced relevant content for the events, including Q&As with speakers, webinars, video interviews, press releases and reports
- Complied with Legal and Compliance guidelines as they related to event matters
- Managed relationships with venues, vendors, and internal stakeholders
- Wrote marketing copy for emails, website, and print brochures
- Worked closely with website development team for building conference websites
- Tracked budgets and ensured that events were executed in a timely manner and within budget
- Created conference agendas for board meetings, executive meetings, and finance meetings
- Arranged travel itineraries and prepared travel and expense reports, purchase orders, and check requests
- Scheduled, managed, and coordinated business meetings and board meetings
- Organized complex meetings with multiple constituents at leadership level
- Prepared presentations and coordinated video and teleconference meetings.
Education
High School Diploma -
Cathedral High School NYC
New York, NY06-1988
Bachelor in Business Systems Communications -
Ashford University
Management Diploma/Certified Event & Banquet Planner -
NY Food & Hotel Management School
Bachelor in Business Management -
Pace University
NYS Licensed Life Insurance Agent
NYS Licensed Real Estate Agent
Completed H&R Block Income Tax Course: NYS Registered Tax Professional
Skills
- Strong verbal and written communication
- Interpersonal
- Organizational
- Prioritization with administrative management skills
- Able to work under pressure and adjust to constant changes and handle multiple tasks
- Ability to cultivate and sustain strong, positive relationships with co-workers
- Ability to act in a professional yet warm manner and maintain organization in a fast-paced environment
- Self-driven, tenacious, energetic, with availability 24/7 and can travel with little notice
- Credible — Exercise sound judgment and discretion of a highly confidential nature
- Executive Support
- Compliance & Regulations
- Organization & Communication
- Event Planning & Management
- Trustworthy
- Forecasting & Trend Analysis
- Space Planning
- Productivity Improvement
- Strong Presentation Skills
- Domestic & Foreign Travel
- Vendor Management
- Logistics Change Management
- Proactive problem-solver
- Relationship Building & Management
- Strategic Business Planning
- Technology, including MS Office Suite – Excel, Access, Word, Publisher, Outlook, PowerPoint, Word, Visio, Adobe PDF, Adobe in Design, Travel Leaders, Carlson Wagonlit, Concur, SharePoint Management as well as the Internet and computerized shipping systems
- Travel Coordination
- Information Confidentiality
- Spreadsheet Creation
- Spreadsheet Tracking
- Scheduling
- Documentation and Reporting
- Meeting Planning
- Process Improvement
- Meeting Support
- Schedule Management
- Confidentiality
- Calendar Management
- Travel Planning
- Logistics Coordination
- Event Coordination
- Business Correspondence
- Customer Service
- Expense Reporting
- Travel Arrangements
- Office Management
- Document Preparation
Volunteer Experience
Thriftshop Coordinator, 08/01/98, 04/01/20
Languages
Spanish
Professional
Affiliations
- Volunteer at the local soup kitchen and refer constituents to local agencies that provide assistance to meet their current needs.
References
References available upon request.
Timeline
Executive Administrative Assistant / Marketing & Communications
TIAA - New York, NY
06.2023 - Current
Senior Administrative Assistant / Regulatory Supervisory & Oversight
TIAA - New York, NY
10.2019 - 06.2023
Senior Administrative Assistant / NPMFE
TIAA - New York, NY
10.2013 - 10.2019
Senior Administrative Assistant / Office of the CEO
TIAA - New York, NY
02.2011 - 10.2013
Senior Administrative Assistant / Marketing
TIAA - New York, NY
08.2010 - 02.2011
Administrative Assistant / Asset Management
TIAA-CREF Real Estate Acquisitions
03.2007 - 08.2010
Executive Assistant to the CEO / Office Manager
Securities Training Corporation
03.2000 - 03.2007
Executive Assistant I / Executive Office
Grand Street Settlement
09.1998 - 03.2000
High School Diploma -
Cathedral High School NYC
Bachelor in Business Systems Communications -
Ashford University
Management Diploma/Certified Event & Banquet Planner -
NY Food & Hotel Management School
Bachelor in Business Management -
Pace University
NYS Licensed Life Insurance Agent
NYS Licensed Real Estate Agent
Completed H&R Block Income Tax Course: NYS Registered Tax Professional