Nicole Phillips
Philadelphia,PA
Summary
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
25
25
years of professional experience
Work History
Executive Assistant
MCKINSEY & CO
09.2022 - Current
- Extensive calendar management for Partner and Senior Partner
- Coordinated internal/external meetings with existing and potential clients using Zoom Conferencing System and Teams
- Complex travel arrangements, domestic and international
- Expense processing through Rydoo
- Relief Coverage for varying levels of Senior Management (Associate Partner - Senior Partner).
Executive Assistant
SPIROVANT SCIENCES
01.2021 - 09.2022
- Primary Executive Support for CEO, Chief Scientific Officer
- Complex travel arrangements, domestic and international
- Assist with Onboarding of new employees
- Management of office, ordering supplies, liaising with IT
- Coordination of external/internal meetings, including board prep
- Assist with team interview schedules, in person as well as remote.
Executive Assistant
FT PARTNERS
08.2018 - 12.2020
- Extensive calendar management for Senior Investment Bankers, and Chief Revenue Officer
- Coordinated external meetings with existing and potential clients using Zoom Conferencing System
- Complex travel arrangements, domestic and international through Concur
- External meeting tracking through Salesforce
- Expense processing through ChromeRiver.
Executive Assistant
CITIGROUP
10.2017 - 08.2018
- Provided primary administrative support to Global Head of Business Selection and Senior Banker
- Extensive calendar management - coordination of confidential conference calls on short notice as well as client meetings
- Complex travel arrangements, domestic and international
- Processed expenses for 5 bankers using Concur
- Processed Invoices
- Onboarded/Offboarded for Investment Banking teams in SF office
- Phone support and backup for Corporate Investment Banking teams in SF
- Liaised with IT for department technology needs.
Administrative Assistant
BLACKROCK
05.2008 - 09.2017
- Provided primary administrative support two Investments Teams, including Head of Research and Chief Investment Officer
- Managed/Organized calendars for senior management across all aspects of the firm with internal team members as well as clients, senior executives, and external boards
- Coordinated extensive business travel, domestic, international, and multiple destinations
- Scheduled and coordinated internal and external meetings via video/audio conference
- Processed group expenses for travel and other internal functions
- Coordinated group moves, and contact point for team's administrative functions (technical problems, office moves, etc.)
- Coordinated team offsites/events including transport, event planning, and accommodations
- Maintained office supplies/snack supplies for team of 50+ people
- Floor Warden for Building Emergency Team
- Management of meetings with sensitive/confidential information pertaining to details of business, labor relations including compensation, terminations and other HR sensitive details.
Receptionist
BLACKROCK
02.2007 - 05.2008
- Responsible for fielding incoming calls on main switchboard answering system
- Greeted and assisted clients and colleagues
- Booking conference rooms utilizing an extensive reservation system.
Office Manager
GOMEZ & PATTON REAL ESTATE
06.2005 - 09.2006
- Managed several members of reception staff
- Primary liaison for office vendors
- Assisted agents with showings, including posting and editing ads for Sunday open houses
- Provided administrative support services: copying, faxing, typing, mail distribution.
Receptionist
GOMEZ & PATTON REAL ESTATE
02.2000 - 06.2005
- Greeted and assisted clients
- Fielded incoming voice mail messages
- Data entry and retrieval
- Provided administrative support services: copying, faxing, typing, mail distribution.
Education
Bachelor of Arts - Anthropology
San Francisco State University
San Francisco, CA05.2003
Skills
- Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain orderly systems
- Communication Skills: Strong written and verbal communication abilities for interacting with executives, clients, and team members
- Time Management: Proficiency in managing schedules, deadlines, and appointments efficiently
- Technical Proficiency: Familiarity with office software (eg, Microsoft Office, Rydoo, Salesforce)
- Problem-Solving: Capability to identify issues and develop solutions quickly and effectively
- Confidentiality: Understanding importance of discretion and maintaining confidentiality in sensitive matters
- Interpersonal Skills: Ability to build relationships and collaborate with various stakeholders
- Attention to Detail: Ensuring accuracy in documents, reports, and communications
- Project Management: Experience in overseeing projects, coordinating events, and managing logistics
- Adaptability: Flexibility in adjusting to changing priorities and handling unexpected situations
Timeline
Executive Assistant
MCKINSEY & CO
09.2022 - Current
Executive Assistant
SPIROVANT SCIENCES
01.2021 - 09.2022
Executive Assistant
FT PARTNERS
08.2018 - 12.2020
Executive Assistant
CITIGROUP
10.2017 - 08.2018
Administrative Assistant
BLACKROCK
05.2008 - 09.2017
Receptionist
BLACKROCK
02.2007 - 05.2008
Office Manager
GOMEZ & PATTON REAL ESTATE
06.2005 - 09.2006
Receptionist
GOMEZ & PATTON REAL ESTATE
02.2000 - 06.2005
Bachelor of Arts - Anthropology
San Francisco State University
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