Summary
Overview
Work History
Education
Skills
Timeline
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NICOLE VIERA

Los Angeles,CA

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

9
9
years of professional experience

Work History

Executive Assistant to CEO

Mesa West Capital/Morgan Stanley
10.2022 - Current
  • Arrange travel to both local and international client meetings and conferences.
  • Coordinate international and domestic travel logistics including flight itineraries, hotel reservations and car services.
  • Coordinate events, prepare agendas and manage schedule for CEO.
  • Handle confidential and sensitive information with discretion and tact.
  • Manage executive calendars, schedule meetings and appointments and coordinate travel arrangements to optimize time.
  • Process travel expenses and reimbursements for executive team and senior management group.
  • Manage mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Handle logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Coordinate events and work on ad hoc projects.
  • Streamline operations and prioritize tasks, allowing senior staff to increase productivity.
  • Organize and coordinate conferences and monthly meetings
  • Screen calls and emails and responded accordingly to support executive correspondence
  • Accomplish multiple tasks within established timeframes.

Executive Assistant

Done and Dusted
09.2021 - 10.2022
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
  • Handled confidential and sensitive information with discretion and tact.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Screened personal and business calls and directed to appropriate party.
  • Led staff and vendors in providing high level of service for owner and guests.
  • Organized and coordinated conferences and monthly meetings
  • Conducted research and analyzed data to provide detailed reports on various business topics
  • Developed and maintained automated alert systems for important deadlines
  • Promoted team productivity by keeping supplies organized and well-stocked
  • Arranged domestic and international travel plans and itineraries.
  • Coordinated international and domestic travel logistics including flight itineraries, hotel reservations and car services.

Executive Assistant

Ryan Seacrest Productions
07.2018 - 08.2021
  • Created and managed office systems to efficiently deal with documentation
  • Handled confidential and sensitive information with discretion and tact.
  • 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.
  • Organized and coordinated conferences and monthly meetings.
  • Filed paperwork and organized computer-based information.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Led staff and vendors in providing high level of service for owner and guests.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Facilitated training and onboarding for incoming office staff.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.

Executive Assistant

Malibu Conference Center
08.2014 - 07.2018
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Handled confidential and sensitive information with discretion and tact.
  • Updated spreadsheets and created presentations to support executives and boost team productivity.
  • Used advanced software to prepare documents, reports, and presentations.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Used QuickBooks to produce monthly invoices, reports, and other deliverables.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Handled customer inquiries and suggestions courteously and professionally.
  • Updated and maintained confidential databases and records.

Education

Associate of Applied Science -

Saddleback College
Mission Viejo, CA

Skills

  • Quickbooks
  • Microsoft Office
  • Accounting
  • Multi-tasker
  • Strategic Planning
  • Meeting Planning
  • Office Management
  • Scheduling

Timeline

Executive Assistant to CEO

Mesa West Capital/Morgan Stanley
10.2022 - Current

Executive Assistant

Done and Dusted
09.2021 - 10.2022

Executive Assistant

Ryan Seacrest Productions
07.2018 - 08.2021

Executive Assistant

Malibu Conference Center
08.2014 - 07.2018

Associate of Applied Science -

Saddleback College

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NICOLE VIERA