Highly skilled Senior Executive Assistant with vast experience in supporting C-level executives. Strengths include multitasking, problem-solving, and calendar management. Known for improving office efficiency by optimizing administrative processes and utilizing advanced technical skills to enhance productivity. Proven ability to manage high-stake projects and navigate complex executive schedules effectively.
Overview
15
15
years of professional experience
Work History
Senior Executive Assistant
Airbus US Space and Defense
05.2024 - Current
Coordinated multiple schedules using online calendaring systems such as Outlook.
Facilitated accurate schedule management and event coordination for senior leadership.
Managed and tracked expenses to meet company budget requirements using Concur.
Researched documents and analyzed information.
Researched and prepared information for presentations to high-level executives.
Followed proper accounting and bookkeeping procedures to support audits.
Acted as a liaison between the executive team and other departments within the organization.
Created monthly expense reports for senior executives utilizing accounting software programs such as QuickBooks or Peachtree Accounting Software.
Prepared invoices and drafted memos for executives.
Prepared agendas for meetings in consultation with the executive team to ensure all necessary materials were available prior to each meeting.
Executed special objectives and projects in response to executive team and board member requests.
Made travel arrangements to provide executives seamless and travel policy-approved business trips.
Reviewed incoming emails and directed them to appropriate personnel based on their content or urgency level.
Transcribed minutes of meetings accurately using technology such as Microsoft Word or Google Docs.
Made travel arrangements for employee trips and conferences.
Approved travel expenses and reimbursement requests from managers and other administrative support professionals.
Sr. Executive Assistant (Contractor)
Sparks Staffing/ Airbus US Space and Defense
02.2024 - Current
Company Overview: Airbus US
Manages schedule and calendar of the assigned executive
Assists with scheduling, travel plans and expense reporting of other department employees as directed
Keeps assigned executive informed about, prepared for and available for upcoming commitments and responsibilities
Schedules appointments, meetings, conferences, and travel agendas for assigned executive
Plans, coordinates and protects assigned executive's schedule; pro-actively resolves conflicts
Monitors department P&L and advises assigned executive of unusual or out-of-policy expenses; notes and tracks approved exceptions to budget for staffing, materials, software, travel, etc
Performs administrative duties on behalf of assigned executive under minimal supervision
Filtered important calls and spam calls to help executives prioritize specific clients and expedite daily operations.
Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
Took detailed notes in meetings and disseminated information afterward.
Managed and tracked expenses to meet company budget requirements.
Obtained signatures for important financial and legal documents.
Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
Reviewed incoming reports, applications and memos to determine workplace priorities.
Sr. Executive Assistant (Contractor)
Paragon Systems
03.2023 - 02.2024
Coordinate, researched, wrote, edited, and obtained approvals for speeches
Maintain a secure office environment and escorts visitors in accordance with security procedures
Gatekeeper to CEO and Executives
Answered and maintain telephonic communications, to include taking messages and referring calls to the appropriate individual or office
Responsible for scheduling meetings, arranging appointments, conferences, and meetings with Government employees and private members of the private sector
Managed and maintains personal files during the on boarding process
Managed all office administrative functions, and assist CEO with daily needs
Received and review DOD and DOJ clearance request from investigators and distribute to the appropriate staff to submit for approval
Collaborated with field and support functions to develop material and communications consistent with the company branding, marketing, and communications objectives
Responsible for maintaining confidential information, possessed a high level of integrity and professionalism in dealing with senior leaders and VP’s
Provided assistance to executives, management and staff during meetings to include but not limited to: arranging and coordinating logistics; recording meetings minutes, and providing in meeting logistical support
Managed travel arrangements and related documents including obtaining necessary clearances
Monitored/inputted required timecard data for payroll processing and verify data for accuracy and timely submission
Executive Assistant (Contractor)
McEnerney Associates
12.2022 - 03.2023
Company Overview: Melissa Rosario
Received visitors when required and directed them to the appropriate location or staff member
Reviewed correspondences and documents prepared for Brokers signature
Responsible for scheduling and managing all high-level meetings internally and externally
Aided executives, management, and staffing submitting and completing visitor access requirements for official meeting and office visits
Prepared all travel arrangements, confirming reservations, and responded to all questions related to travel and cost
Collaborated with business team members to plan, develop, and produce promotional tools
Wrote, edited, and published content to share on all social medial platforms
Bulit B2B and B2C client relations which aligned with public relations
Assisted subject matter expects and clients in translating complex topics into clear, approachable language that resonates with stakeholders
Supported staff meetings document reviews, and other business mechanisms to include preparing agendas, summaries, and driving completion of key deliverables and action items
Coordinated, researched, wrote, edited, and obtained approvals for speeches
Melissa Rosario
Executive Assistant (Contractor)
KRP Investments
11.2018 - 11.2022
Operated under direct direction from the director and VP leadership; assignments were made in terms of broad practice, polices and goals
Document production: including preparing correspondence and amending documents
Proof read work to ensure an accurate and high standard is maintained, demonstrating strong technical skills and a good eye for presentation
Strategized and brainstormed effective outreach methods to enhance audience impact
Developed executive leadership communications materials and content in support of key strategic initiatives and promoting executive priorities
Complex calendar management including a comprehensive knowledge of fee-earners’ workload and current clients and is aware of priorities and sensitivities in order to assist with arranging client visits / meetings and in meeting deadlines
Ensured telephones were covered and answered promptly and professionally at all times
Prepared expense reports and travelled alongside CEO and VP’s when needed
Coordinated, researched, wrote, edited, and obtained approvals for speeches
Executive Assistant
New Vision Weight Loss
09.2011 - 11.2018
Managed administrative work activities in support of all senior leadership within organization
Made executive decisions within established guidelines and ensured the appropriate level of discretion while handling exposure to highly sensitive and confidential data
Scheduled travel and meetings, responsible for calendar organization and deconflicting competing appointments
Prepared letters, reports, office instructions, and rough drafts presented by Physicians
Sustained budget goals by managing labour costs creating more fund for other projects
Conducted forecasting, modelling, and planning activities to ensure queue performance metrics are attained (ASA, Abandon Rate, etc.)
Managed production of marketing material including flyers, email announcements, weekly and monthly newsletters, and PowerPoints
Coordinated, researched, wrote, edited, and obtained approvals for speeches
Administrative Assistant
United Airlines
09.2009 - 11.2014
Managed the Executives workload, acted as gatekeeper and followed up on all meetings, external contracts, ideas for new business, etc
Maintained Executives calendars and schedules
Responsible for all meeting and employee training for Executives and Staff
Compiled correspondence and reports on behalf of the Executives
Prepared, reviewed, edited correspondences, reports, and other documents (e.g
Letters funding, proposals, press release, marketing materials, and newsletters)
Trained and supervised other support staff, and customer relations
Managed all travel arrangements for plans
Education
MBA - Marketing and Communications
06.2023
Skills
Marketing Campaign
Marketing Research
Newsletter Design
Project Management
Digital Marketing
Documentation
Social Media
Forecasting
Create/ reviewer for DTS
Time Management
Organizational Skills
Email management
Calendar Management
Meticulous worker; attentive to quality and detail
Work as a liaison officer between the management and the staff supervisors
HR Policies
Human Resource Marketing
Innovation
Outdoor
Restructuring
Risk Management
Sales Strategies
Customer service
Highly reliable self-starter; can be counted on to complete assignments
Proven competence in working with others in a team effort