Summary
Overview
Work History
Education
Skills
Activities
Languages
Timeline
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MARY A. CALIENDO

New York,NY

Summary

Driven and resourceful administrative professional with 10+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.

Overview

21
21
years of professional experience

Work History

Grants Executive Administration Coordinator

ARCUS FOUNDATION
12.2020 - Current
    • Coordinated and scheduled meetings and appointments to keep organization running smoothly.
    • Maintained office calendars to track important dates and deadlines.
    • Created presentations and other materials to support organizational activities.
    • Oversaw appointment scheduling and itinerary coordination for both clients and grantees.
    • Review and manage domestic and international grants including Board Discretionary
    • Analyzed grants for proper documentation and IRS compliance
    • Assist grantees through the grantmaking process in Fluxx
    • Prepare and send all grant award and agreement correspondence through DocuSign
    • Secure grant payments in collaboration with finance department
    • Implemented equivalency determination process through NGO source and in-house
    • Coordinated grant modifications
    • Review and approve financial and narrative reports in compliance with grantee's agreement
    • Develop content for Arcus' Grant Making Guidelines and grants management operational procedures across organization
    • Prepare grant information for audit and general housekeeping in Fluxx database
    • Develop and lead staff wide training and individual sessions on Fluxx and grant making process.

Senior Executive Administrative Specialist to the Dean

WEIL CORNELL GRADUATE SCHOOL (contract)
10.2019 - 03.2020
  • Provided administrative and operations support for Co- Deans
  • Managed complex calendar scheduling with focus on proper allocation of executive availability.
  • Provided administrative support to senior leadership and members of executive board while maintaining confidentiality.
  • Recorded, transcribed, edited, and distributed minutes of meetings
  • Assisted senior management with major initiatives and projects.
  • Handled scheduling and logistics planning for conferences and monthly meetings.
  • Processed travel expenses and reimbursements for the Office of the Dean
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Prepared meeting agendas and briefing papers for the Dean, Academic Chairs and key stakeholders.
  • Coordinated and executed special projects.
  • Created appropriate documentation for members of dean and senior leadership before meetings.
  • Transcribed, formatted, input and edited text, data and graphics for medical research publication.

Executive Assistant - Office of the Dean - Student Affairs (Temporary Appointment)

CITY COLLEGE OF NEW YORK
07.2018 - 11.2019
  • Handled confidential and sensitive information with discretion and tact.
  • Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Managed and prepared MSPE, Personal Statements and CV files and database for Class of 2020
  • Liaison with internal/external stakeholders and medical students
  • Worked closely with the Board of Directors and Trustees
  • Prepared and edited correspondence, communications, presentations, and other documents
  • Coordinated project-based work with grantees, donors, and endowments
  • Planned and executed special events such as White Coat Ceremony.

Executive Assistant (Contract)

GRANT ASSOCIATES, INC and OPEN SOCIETY FOUNDATIONS
11.2018 - 07.2019
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Answered high volume of phone calls and email inquiries.
  • Liaised with internal and external VIPs across the system
  • Updated spreadsheets and created presentations to support executives and boost team productivity.

Executive Administrator/Event Manager (Contract)

UNITED NATIONS FEDERAL CREDIT UNION FOUNDATION
10.2017 - 07.2018
  • Provided program, administrative and operations support for the Foundation
  • Planned and executed, meetings, domestic/international travel, conferences, and interviews
  • Coordinated all activities for Board of Directors, Advisory Council and President
  • Coordinated internal grant making administrative processes
  • Planned and executed fundraising events including CSW Event at the United Nations
  • Managed event staff and Volunteers
  • Drafted correspondence, memos, presentations to internal and external stakeholders
  • Liaised with donors and grantees
  • Prepared and edited correspondence, communications, presentations, and other documents
  • Conducted Due diligence on grant proposals
  • Managed donations, expenses, and budgets for the Foundation
  • Recorded, transcribed, edited, and distributed minutes of meetings
  • Managed project-based research
  • Hired hospitality staff for events.

Executive Assistant

ICAHN SCHOOL OF MEDICINE AT MOUNT SINAI HOSPITAL SYSTEMS
11.2015 - 10.2017
  • Provided administrative and operations support for Chair and Directors
  • Coordinated appointments, meetings, domestic/international travel, conferences, and interviews
  • Liaised with internal and external VIPs across the system
  • Worked closely with the Office of the President
  • Prepared and edited correspondence, communications, presentations, and other documents
  • Conducted research, collected, and analyzed data to prepare reports and documents
  • Prepared expense reports
  • Recorded, transcribed, edited, and distributed minutes of meetings
  • Liaised with Board Members
  • Coordinated project-based work
  • Planned and executed special events, all staff retreats conferences, retreats, and Grand Rounds.

C-Level Executive Assistant

CONTRACT POSITIONS
09.2012 - 10.2015
  • Worked as a C-Level Executive Assistant for various companies including The Economist, Credit Suisse, and Memorial Sloan Kettering Cancer Center.

Event and Program Planner

AVON PRODUCTS, INC.
02.2003 - 08.2011
  • Coordinated, planned, implemented, and supervised meetings and events including training, conferences, trade shows, product launches, meetings, and sales incentives worldwide
  • Managed 10-12 international and domestic training meetings per calendar year
  • Orchestrated all event timeline and logistics including transportation, menu planning, flowers, gift bags, entertainment, photography, and hotel room blocks
  • Designed, proofread, tracked invitations, guest lists, keeping accurate records
  • Prepared branded name badges, tent cards, handouts and signage and ensured delivery to event site
  • Selected and negotiated contracts for venues, food and beverage, audio-visual, and destination services
  • Managed and forecasted budgets, cost savings, and compliance
  • Conducted site visits, pre-conference and post conference meetings, and post-event evaluation
  • Established and maintained good positive relationships with internal clients and outside vendors
  • Responsible for budgets from 75k to 1mil
  • Matched donors and sponsorship with public events
  • Designed and managed conference space, galas, and fundraisers
  • Designed, branded, and wrote copy for schedules and programs
  • Managed from 2 to 15 employees, including coaching, direction, and career advice
  • Instituted and implemented an intern program with the City of New York School of Hospitality
  • Lectured and presented at CUNY School of Hospitality on International Event Management
  • Wrote and executed teambuilding activities
  • Handled and maintained event calendar, schedules, and office protocol
  • Arranged intricate international travel arrangements and itineraries for groups
  • Handled all business procurement for awards, retirements, milestones, and anniversaries
  • Researched international venues for off-site meetings, country data, security measures and accommodations
  • Supervised volunteers to put together 1200 gift bags for the Avon Walk
  • Collaborated with key donors, Board Members and Celebrity Spokespersons for Avon Breast Cancer Walk and Domestic Violence Awareness Gala
  • Covered special projects as assigned.

Education

Some College (No Degree) - Event Management

NEW YORK UNIVERSITY SCHOOL OF CONTINUING EDUCATION
New York, NY

High School Diploma -

PALO VERDE HIGH SCHOOL
Tucson, AZ

Skills

  • PC and Mac
  • Microsoft Office Proficiency (Microsoft, Word, Excel, Outlook, PowerPoint and Teams)
  • Google Programs
  • Zoom
  • Salesforce, FLUXX
  • Complex Appointment Scheduling
  • Concur
  • Adobe
  • Office administration
  • Meeting facilitation
  • Problem-solving abilities
  • Travel arrangements
  • Budget management
  • Project coordination

Activities

  • Painting and Visual Arts
  • Yoga

Languages

Spanish
Limited Working
French
Elementary

Timeline

Grants Executive Administration Coordinator

ARCUS FOUNDATION
12.2020 - Current

Senior Executive Administrative Specialist to the Dean

WEIL CORNELL GRADUATE SCHOOL (contract)
10.2019 - 03.2020

Executive Assistant (Contract)

GRANT ASSOCIATES, INC and OPEN SOCIETY FOUNDATIONS
11.2018 - 07.2019

Executive Assistant - Office of the Dean - Student Affairs (Temporary Appointment)

CITY COLLEGE OF NEW YORK
07.2018 - 11.2019

Executive Administrator/Event Manager (Contract)

UNITED NATIONS FEDERAL CREDIT UNION FOUNDATION
10.2017 - 07.2018

Executive Assistant

ICAHN SCHOOL OF MEDICINE AT MOUNT SINAI HOSPITAL SYSTEMS
11.2015 - 10.2017

C-Level Executive Assistant

CONTRACT POSITIONS
09.2012 - 10.2015

Event and Program Planner

AVON PRODUCTS, INC.
02.2003 - 08.2011

Some College (No Degree) - Event Management

NEW YORK UNIVERSITY SCHOOL OF CONTINUING EDUCATION

High School Diploma -

PALO VERDE HIGH SCHOOL

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MARY A. CALIENDO