Maria Bonvicini
LOS ANGELES
Summary
Dynamic Executive Assistant with extensive experience at Sony Pictures Entertainment, adept at managing complex travel arrangements and event planning. Recognized for exceptional organizational skills and a keen attention to detail, successfully facilitated high-level meetings and streamlined document preparation processes, enhancing overall operational efficiency. Proven ability to maintain confidentiality and foster strong relationships across departments.
Overview
16
16
years of professional experience
Work History
Executive Assistant to Division President
Balfour Beatty US
01.2025 - 02.2025
- Company Overview: Architecture/Construction
- Calendar Management & Meeting Coordination: Scheduled meetings, sent invitations, and ensured all necessary materials were gathered beforehand
- Help with rescheduling when priorities shift
- Processed executive expense reports, including assembling required support documents, filling out company required forms if receipts were unavailable, requesting approvals, and submitting them promptly
- Travel Arrangements: Booking flights and accommodations, and prepared travel itineraries by requested priorities
- Event Planning: organizing company events, executive retreats, and important meetings, including coordinating logistics and managing guest lists
- May work with Administrative Assistants from other areas across the business
- Use company standard software to independently develop reports, presentations, spreadsheets, and correspondence as requested
- Assembled and distribute reports for internal and external customers
- Liaison and Gatekeeping: Acting as a point of contact between you and the rest of the organization or external stakeholders, maintaining confidentiality and professionalism
- Document and Report Preparation: Assisting in creating presentations, compiling data into reports, and preparing briefing documents
- Task Delegation and Follow-ups: Overseeing tasks delegated to other team members or departments and following up on completion
- Errand running, as needed, including but not limited to driving, picking up or delivering items, etc
- Maintained confidentiality with sensitive or proprietary information
- Architecture/Construction
Legal Assistant to Attorneys
Hirsh Wallerstein Hayum Matlof & Fishman
05.2024 - 06.2024
- Assisted attorneys with daily administrative tasks
- Docket deadlines
- Coordinated attorney travel arrangements, calendars, lunches, teams and zoom meetings
- Scheduled depositions, hearings, and conference calls
- Assisted with document management and legal file organization
Legal Administrative Assistant IV to EVP, Business & Legal Affairs - Columbia / TriStar / 3000 Pictures
Sony Pictures Entertainment
03.2018 - 04.2024
- Company Overview: Business Affairs - Motion Pictures
- Prioritized and facilitated meetings, action items, and tasks for executives supported, often in coordination with other senior-level executives' priorities and calendars
- Scheduled and prepared for meetings which included conference room reservation and prep, agendas, calendar invites, and distribution of pertinent related documents, filed and added to the SharePoint
- Created, revised, and redlined contracts, and documents, including complex Word, Excel, and Adobe Acrobat files with a mastery of advised usage, word processing extensive handwritten comments, and changes quickly and accurately
- Various cloud-based applications for specific tasks such as gathering DocuSign electronic signatures, accessing corporate databases, etc
- Managed documents and facilitated the flow of information between different departments and key stakeholders (verbal and written), with attention to time-sensitive follow-ups
- Managed records storage, both digital and paper, including coordination with other staff regarding shared files
- Arranged local and international travel, offsite meeting planning, and all aspects of team meetings/events
- Processed related expense reports on a timely basis
- Kept EVP and SVP and Directors apprised of staff matters
- Handled phone coverage and managed the executive office area, including in-person visitors
- Maintained a relationship with and knowledge of other legal groups and support departments such as IT, copy services, facilities, mailroom, etc
- Other general administrative duties (updating databases, creating and maintaining organizational distribution lists, etc.)
- Managed subscriptions, ordered office supplies, processed mail, copied, filed, and FedEx
- Miscellaneous duties as required
- Business Affairs - Motion Pictures
Office Manager (Contract)
Twentieth Century Fox Films
12.2017 - 01.2018
- Prepared requisitions and memos, drafted clearance request letters, and logged scripts
- Assisted in the preparation of script clearance and filing of legal documents
- Organized social functions and special meetings, coordinated meeting room schedules
- Answered telephones, handled incoming mail and e-mail, and updated the status of
- Ordered office supplies, refreshments, and lunches for the department, coordinated meetings, etc
- Assisted analysts and managers with their daily pre-production, production, and post-production
- Maintained a log of scripts, monitored deliveries, scheduled screenings, coordinated special events, etc
- Script Clearance requests and composed permission request letters, and legal releases
- Scheduled meetings, department screenings, coordinated calendars, and expense reports
- Helped establish all standing meetings for executives during department moving
- Managed daily operations for executives, including high volume phones, scheduling large Domestic
- Attended international meetings and presentations with executives, filmmakers, and agencies
- Coordinated Domestic and International travel itineraries
- Significant experience with airlines, visas worldwide hotels, airport greeters, transportation, and other travel logistics
- Acted as liaison between the executive and reporting Domestic and International departments
- Oversaw executives' non-profit organizations, keeping track of spending, budgets, donations, and galas
- Oversaw Second Assistant's administrative duties
- Hired and coordinated all catering, equipment rentals, and approved time sheets for vendors
- Managed POs, recurring payments, and other studio expenses
- Managed all internal reporting
- Kept project within agreed budget and schedule/timeline
- Worked closely with other departments and employees across the studio
Executive Assistant / Office Manager's duties (Contract)
Sony Pictures Entertainment
05.2015 - 09.2017
- Staffed and coordinated public events, publicity events, and related publicity tasks
- Organized and coordinated ad hoc projects (office moving, offsite meetings, etc.)
- Ordered and maintained office supplies
- Responsible for ordering supplies for the facilities and day-to-day functions
- Prepared financial statements and cover letters
- Booked flights, cars, hotels, and restaurants, arranged for international meetings and conferences
- Managed all travel arrangements, hotels, and organized events- dinners, including preparation of detailed itineraries
- Handled IT needs, including software updates, dashboard documents, class and events scheduling
- Coordinated special events, parties, and meetings, including vendors, guest invitations, catering, etc
- Interacted regularly with senior executives, agents, talents, writers, and producers
- Processed and prepared domestic and international travel and expense reports
- Maintained a database of all pitches submitted to the development team
- Supported the planning and execution of internal and external events
- Helping to manage all aspects of space allocation and helping with office moves
- Maintained Legal/Vendor contracts and managed invoicing and finances for office-related expenditures
- Served as a 'New Hire' employee onboarding facilitator and assisted with various projects as needed
Executive Assistant V
20TH Century Fox International Channels
06.2009 - 06.2014
- Assisted with preparing budgets and invoices
- Significant experience with airlines, travel visas, worldwide hotels, airport greeters, transportation, and other travel logistics
- Acted as liaison between the executive and reporting Domestic and International departments such as Media, Digital Marketing
- Distribution, Creative Advertising and Content, Publicity, Post-Production, Partnerships, and Consumer Products
- Oversaw executives' non-profit organizations, keeping track of spending, budgets
- Oversaw Second Assistant's administrative duties
- Maintained visitor ID, guest database, and controlled access badge records
- Set up New Hires with access badges and parking passes
- Coordinated all daily operational routines of the department, filling, distribution, and ordering office equipment/supplies
- In charge of office and kitchen supplies, such as snacks and drinks for the sales team
- Answered telephone calls and prepared international expense reports
- Coordinated internal and external meetings, events, markets, training classes, conference calls, and booking conferences rooms
Education
MBA - Business Administration, Marketing & Communications
Campos Salles University
Sao Paulo, BrazilSkills
- Microsoft Suite (Excel, Outlook, Teams, PowerPoint, Word)
- Production & post-production techniques/equipment
- Darts
- Citrix
- Concur
- Slack
- Ariba
- Photoshop
- Adobe Creative Suites
- Google Suite
- DocuSign
- Revu
- Google Apps
- Egencia
- Zoom
- Macintosh
- Adobe
- Imanage
- Operational and management experience
- Excellent written skills
- Excellent oral skills
- Excellent interpersonal skills
- Great motivation
- Determination
- Multicultural knowledge
- Total flexibility to work remotely
- Calendar management
- Travel arrangements
- Document preparation
- Event planning
- Microsoft Office
- Expense reporting
- Project management
- Time management
- Confidentiality maintenance
- Effective communication
- Relationship management
- Task delegation
- Detail orientation
- Problem solving
- Cross-department collaboration
- Resource allocation
- Vendor relations
- Logistics and schedule management
- Travel itineraries
- Arrange business meetings
- Advanced MS office suite
- Multi-line phone proficiency
- Multitasking
- Travel arrangement
- Documentation and recordkeeping
- Adaptability and flexibility
- Meeting coordination
- Project coordination
- Trip planning
- Schedule management
- Invoice preparation
- Operating procedures
- Meeting support
- Office equipment operation
- Mail management
- Interpersonal skills
- Call routing
- Team leadership
- Report writing
- Adaptability
- Financial services
- Financial reporting
- Records management
- Decision-making
- Meeting planning
- Performance improvement
- Human resources management software
- Intuit quickbooks
- Budget preparation
- Extensive vocabulary
- Performance measurement
- Appointment setting
- Video conferencing software
- Self motivation
- Staff supervision
- Client relations
- Resourceful
- Research skills
- Office administration
- Telephone etiquette
- Teamwork and collaboration
- Meticulous attention to detail
- Report preparation
- Document filing and retrieval
- Catering coordination
- Professional demeanor
- Customer service
- Multitasking Abilities
- Filing and data archiving
- Data research and compilation
- Manage executive schedules
Technical Abilities
- Fluent in Italian, Spanish, Portuguese, and French
- Microsoft Suite (Excel, Outlook, Teams, PowerPoint, Word)
- Production & post-production techniques/equipment. Other equipment and formats.
- Darts, Citrix, Concur, Slack, Ariba, Photoshop, Adobe Creative Suites, Google Suite, DocuSign, Revu
- Advanced knowledge in various office productivity tools, including Google Apps, Egencia, Zoom, DocuSign, etc.
- Microsoft Outlook, Word, Excel, and PowerPoint, as well as applications such as Zoom, Microsoft Teams, and Adobe Suite, knowledge of Macintosh, Microsoft Office, Adobe, Zoom, Slack, and Imanage.
- Department leader with international experience with major film studios. Highly efficient work ethic.
- Effective at meeting deadlines, proficient in interaction with colleagues, and able to take responsibility and operate efficiently with minimum supervision.
- Operational and management experience in business affairs, creative, sales, marketing, advertising, promotions, client services, and production (technical/physical).
- Excellent written, oral, and interpersonal skills.
- Great motivation and determination.
- Multicultural knowledge of industry leaders, practices, and global cultures.
- Total flexibility to work remotely under the necessity of the business.
Languages
Italian
Full Professional
Spanish
Full Professional
Portuguese
Native/ Bilingual
Timeline
Executive Assistant to Division President
Balfour Beatty US
01.2025 - 02.2025
Legal Assistant to Attorneys
Hirsh Wallerstein Hayum Matlof & Fishman
05.2024 - 06.2024
Legal Administrative Assistant IV to EVP, Business & Legal Affairs - Columbia / TriStar / 3000 Pictures
Sony Pictures Entertainment
03.2018 - 04.2024
Office Manager (Contract)
Twentieth Century Fox Films
12.2017 - 01.2018
Executive Assistant / Office Manager's duties (Contract)
Sony Pictures Entertainment
05.2015 - 09.2017
Executive Assistant V
20TH Century Fox International Channels
06.2009 - 06.2014
MBA - Business Administration, Marketing & Communications
Campos Salles University