Michelle Tolpa
New York,NY
Summary
With over 20 years of experience across various industries, I have built a strong track record in executive support, team management and cross-functional relations. As an Executive Assistant, I have successfully provided high-level support to senior leadership, efficiently managed complex schedules, and maintained key stakeholder executive assistants relationships. I am proud of my abilities to be resourceful, able to multi task and be a team player. I am a quick learner and have amazing adapting skills and the patience of a saint.
Overview
23
23
years of professional experience
Work History
Executive Assistant
L'Oreal USA
New York
09.2023 - Current
- Manage busy calendars for the two SVPs and the their teams.
- Arrange all travel for both SVPs.
- Prepare monthly T&E reports for both SVPs.
- Organized staff yearly reviews and all staff work and holiday parties.
- Manage the onboarding of all new potential vendors for the entire Kiehl's Global Team in the vendor management system.
- Implementing any new processes or procedures to the staff.
- Added support the Executive Assistant to the Global Brand President.
Associate Producer/ Executive Assistant
TAG Creative
New York
01.2016 - 09.2023
- Assist with all creative, production and postproduction of multiple projects.
- Create budgets, SOW's, managed the po logs and all invoicing on multiple projects.
- Set up and manage all casting sessions and all talent VO sessions for projects.
- Assist in any music and video research.
- Participant in creative input on video and photo shoots.
- Managed all spring season PPT Graphic Artists and Coordinators holds and bookings.
Executive Assistant to the Founders
TAG Creative
New York
01.2016 - 01.2018
- Managed busy calendars for the founders and the main calendar for TAG Creative.
- Organized staff reviews and all staff work and holiday parties.
- Managed the yearly onboarding of @40 spring freelancers, including setting up payroll and invoicing.
- Oversaw the yearly spring travel and budget to Paris for a team of 25 people.
- Implementing any new processes or procedures to the TAG staff.
Client Services Supervisor
University Animal Hospital
New York
03.2014 - 01.2016
- Manage the front desk; navigate a heavy call volume and scheduling at a fast-paced animal hospital.
- Book appointments for clients, handle insurance claims.
- Attend to a high-level and high volume of client service needs.
- Maintain the calendar and all special food orders for clients.
Client Services Supervisor and Acting Hospital Manager
Veterinary Centers of America; New York Veterinary Hospital
New York
01.2012 - 03.2014
- Managed payroll and scheduled work for all levels of hospital staff.
- Served as HR manager and General Manager for the hospital, including hiring.
- Analyzed (or generated) weekly sales reports and operating budget.
- Greeted and checked-in/out all clients visiting the hospital.
- Managed the front desk area; including answering phones, scheduling appointments, entering medical charges, filing records, answering client/staff/management inquiries.
- Served as the Hills Nutritionist for food by placing all hospital food orders and special food orders for clients.
- Monitor hospital budget for all food-related expenses.
- Provided administrative support for the hospital manager and medical director.
- Collaborated with hospital staff for special event planning.
Executive Assistant to the SVP Global Public Relations
L'Oreal USA
New York
07.2008 - 08.2010
- Company Overview: Kiehl's Since 1851
- Maintained and distributed press releases and monthly press reports.
- Prepared and organized product closet, product orders, and product shipments.
- Served as a liaison between Kiehl's Global Public Relations and the New York office.
- Collected research information and created PowerPoint presentations for Global Public Relations meetings and orientations.
- Kiehl's Since 1851
Executive Assistant to the Senior Director of Global Education
Matrix Division
New York
09.2006 - 07.2008
- Conducted research to create PowerPoint presentations used in education trainings and product update meetings.
- Generated expense reports.
- Arranged all travel plans and accommodations for global education trainings and the international design team.
- Supported the Senior Director in administrative tasks.
- Handle the ordering and maintaining of all education materials and education closets.
Sales Associate
MUD (Makeup Designory) Shop
New York, NY
09.2005 - 09.2006
- Sorted multiple display cases throughout the gallery.
- Performed regular accounting and verification for inventory/stock levels, product orders, and sales reporting functions.
- Managed daily bank deposits.
Executive Producer's Assistant
The Caroline Rhea Show
New York, NY
07.2002 - 08.2003
- Coordinated all travel arrangements for guests and greeted/helped guests upon arrival.
- Completed all necessary paperwork for guest appearances.
- Assisted Producer with booking guest and researching show ideas.
- Managed calendar, setting up calls and T&E reports.
Education
Bachelor of Arts - Mass Media Communications
University of Akron
Akron, OH08-1997
Skills
- Administrative Support
- Communication Skills
- Project Management
- Calendar & Travel Management
- Problem-Solving & Decision Making
- Relationship Building Skills
- Time Management
- MS Office Suite
- Google Suite
- Concur
- Salesforce
- Adobe Acrobat
- Zoom
- Microsoft Teams
- Dropbox
- Harvest
Personal Information
Title: Executive Assistant
Skills And Qualifications
Administrative Support, Communication Skills, Project Management, Calendar & Travel Management, Problem-Solving & Decision Making, Relationship Building Skills, Time Management, MS Office Suite (Excel, Word, PowerPoint, Outlook), Google Suite (Docs, Sheets, Slides, Gmail), Concur, Salesforce, Adobe Acrobat, Zoom, Microsoft Teams, Dropbox, Harvest
Professional Highlights
Provided executive support to the SVP Global Brand Engagement and SVP Global Creative Services. Managed complex calendars, coordinated travel arrangements, and ensured efficient scheduling of meetings and itineraries. Provided additional support to the Executive Assistant to the Global Brand President of Kiehl's., Led and coordinated travel logistics for a team of 23 people to Paris for yearly L'Oreal shareholder meeting. Provided onsite coordination and support for the team while managing the budget., Cultivated and maintained strong relationships across functional for all teams within the brand to ensure seamless coordination of multiple calendars.
Timeline
Executive Assistant
L'Oreal USA
09.2023 - Current
Associate Producer/ Executive Assistant
TAG Creative
01.2016 - 09.2023
Executive Assistant to the Founders
TAG Creative
01.2016 - 01.2018
Client Services Supervisor
University Animal Hospital
03.2014 - 01.2016
Client Services Supervisor and Acting Hospital Manager
Veterinary Centers of America; New York Veterinary Hospital
01.2012 - 03.2014
Executive Assistant to the SVP Global Public Relations
L'Oreal USA
07.2008 - 08.2010
Executive Assistant to the Senior Director of Global Education
Matrix Division
09.2006 - 07.2008
Sales Associate
MUD (Makeup Designory) Shop
09.2005 - 09.2006
Executive Producer's Assistant
The Caroline Rhea Show
07.2002 - 08.2003
Bachelor of Arts - Mass Media Communications
University of Akron