Petrina Whyte
Haverstraw,NY
Summary
Dynamic administrative professional with extensive experience at Columbia University, adept in Microsoft Office Suite and project planning. Excelled in strategic meeting orchestration and cross-functional team leadership, significantly enhancing operational efficiency. Proven track record in improving stakeholder engagement and implementing various strategic plans, showcasing strong problem-solving and interpersonal communication skills.
Overview
27
27
years of professional experience
Work History
Special Assistant to the President & CEO
BRC
New York, NY
05.2023 - 12.2024
- Support the CEO and Executive Management team with orchestrating strategic meetings, including agenda setting and tracking of priority issues for follow-up.
- Manage and support the Board of Directors, coordinate board meetings, committee meetings, create board books, prepare materials for board meetings, create presentations, and set up facilities for events.
- Take meeting minutes for all board meetings and executive management meetings.
- Attend meetings with and on behalf of the CEO and Executive Management team, and maintain post-meeting debriefs, notes, and confirm follow-up on critical issues, including communicating with relevant and impacted leaders to ensure affected program areas are informed and take action as needed on issues raised.
- Manage the agenda for Executive Management team meetings to bring together executive leadership to optimize coordination and considered decision-making, and note critical decisions and action items.
- Support relationships cross-functionally to troubleshoot bottlenecks, improve teamwork, and enhance cross-team collaboration and communication across the organization.
- Build and develop relationships with teams and employees for increased efficiency, engagement, and effective responsiveness in existing operations.
- Maintain confidentiality and sensitive information discussed by the CEO, Executive Management Team, and Board of Directors.
- Plan and execute the development and implementation of the DEI strategy for the organization, including supporting the staff-led DEI Committee leadership.
- Perform other duties as assigned.
Director, Administrative Services
Columbia University, Manhattanville Development Group
New York, NY
12.2006 - 05.2023
- Develop internal office policies and procedures, and manage a group of Administrative Coordinators, fielding office telephone calls and following up on all aspects of ongoing projects, including conversations with clients, contractors, vendors, and government agencies.
- Manage the department's operating budget and various project budgets by developing and analyzing spend-tracking spreadsheets, and monitoring expenses.
- Interface and work closely with the Finance and Administration group to manage the department's financial resources.
- Spearhead the hiring process for the Manhattanville team; work with Finance and Administration regarding salaries and compensation, staffing plan, timing, outside contractors, vendors, etc.
- Review and analyze real estate documents, vendor contracts, and internal reports, etc.
- Manage, review, and oversee the Real Estate/Facilities document management program.
- Draft presentations, disseminate information to staff, organize departmental meetings, and execute special projects and/or duties as assigned, working closely with the Vice President and the Manhattanville Executive Team.
- Manage client relationships to ensure a smooth transition for the client during the fit-out, move, and occupancy process.
- Support clients by managing building operations.
- Develop and implement standard business practices for client transition.
- Assist in achieving the University's minority, women and local business and workforce goals
- Assist the Vice President and Manhattanville Executive Team in daily activities, managing a fast-paced office of 35 staff in a professional, sophisticated, and efficient manner.
- Create and develop a yearlong internship program for graduate and undergraduate students, supervising 7 to 10 interns each year.
- Serve as a member of the University Sustainability Committee, responsible for decreasing the University's paper usage by 20%, and developing other programs to increase the goals of recycling and reusing.
Facilities Associate
Time Warner
New York, NY
08.2001 - 12.2006
- Company Overview: Corporate Real Estate and Facilities Department.
- Reviewed vendor contracts to manage the Time Warner Food Service and Conference Center, to ensure compliance with all terms of the agreement.
- Analyzed real estate documents, such as contracts, term sheets, and invoices, for pricing accuracy.
- Developed a plan to ensure that all pantries are stocked, and billed accurately.
- Oversee the Real Estate and Facilities document management program.
- Respond to all building inquiries from outside of the Time Warner Center.
- Monitored the ongoing service agreement with vendors for repairs of equipment located at One Time Warner Center.
- Track repetitive repairs, and make recommendations for replacement when necessary to ensure client satisfaction.
- Managed administrative staff, oversaw and tracked all vacation, personal, and sick time for the Real Estate/Facilities Department, and coordinated coverage, managing an office of 25 staff members.
- Managed departments' meeting room space and workrooms, as well as served as liaison with various vendor representatives regarding purchases, repairs, and maintenance agreements.
- Switch out equipment between departments as needed to keep business operations running smoothly.
Department Coordinator/Senior Executive Assistant
Time Warner
New York, NY
08.2001 - 12.2006
- Company Overview: Corporate Real Estate and Facilities Department.
- Maintained the schedule and managed the calendar for department leadership; scheduled meetings and booked conference rooms.
- Prepared correspondences, reports, and presentations; prepared and processed expense reports; maintained files.
- Created and maintained all travel itineraries for the Vice Presidents, as requested, as well as for other senior executives and members of the project team, as required.
- Maintained telephone, photocopy machine, fax machine, computer, printer, and other equipment used by the team.
- Managed department activities: staff meetings, off-site retreats, team-building retreats, etc.
- Stayed informed of all company-related administrative policies, and served as a liaison to the team on necessary policy issues, providing information on these policies to the department.
- Processed department bills in accordance with company policies.
- Stocked and ordered on a timely basis, appropriate office supplies.
- Handled sensitive information with prudent judgment and discretion; prioritized emails and notified senior executives of any items requiring immediate attention.
- Maintained open lines of communication with members of the team, including Vice Presidents, Directors, division heads, consultants, and vendors.
Executive Assistant
Xceed Inc.
New York, NY
06.2000 - 08.2001
- Company Overview: Business Development.
- Served as assistant to the Chief Executive Officer, Chief Financial Officer, Chief Legal Officer, and Executive Vice President.
- Assisted in shareholder relations.
- Coordinated board meetings and conferences.
- Served as a key liaison between clients and the company, fielding questions and responding to inquiries.
- Reviewed vendor invoices and initiated payment.
- Managed travel, calendar, and expense reports for chief executives, as well as preparing correspondences, reports, and presentations for external activities.
Administrative Assistant
CBS Corporation
New York, NY
07.1999 - 06.2000
- Company Overview: CBS Internet Group.
- Served as assistant to the President, Vice President/General Manager, and other department leadership of CBS Internet Group.
- Reviewed potential clients' websites, content information, contracts, and proposals.
- Responsibilities included scheduling meetings and activities (such as offsite retreats and seminars); scheduling appointments, conferences, and video/teleconferences; preparing reports and presentations; drafting correspondence; developing travel itineraries; making travel arrangements; initiating and processing expense reports; processing weekly payroll; maintaining files; interacting with internal and external contacts; welcoming and greeting guests; managing mail; and contributing to team effort.
Research Assistant
University of Nebraska-Lincoln
01.1998 - 05.1999
- Company Overview: Law, Psychology.
- Research responsibilities included participating in and overseeing database entry and maintenance, field calculations, and data interpretation.
- Completed research as part of a large, federally funded project entitled 'Daubert: Courtroom Usage of Scientific Evidence.'
Education
Master of Science - Negotiations and Conflict Resolution
Columbia University
12.2026
Bachelor of Arts - Psychology
University of Nebraska-Lincoln
05.1999
Skills
- Administrative support specialist
- Proficient in Microsoft Suite: Word, PowerPoint, Outlook, Excel, Visio, and Microsoft Project
- Schedule and calendar planning, and management
- Videoconference preparation
- Travel arrangements
- Project planning and oversight
- Extensive experience with a variety of research
- Presentation development
- Interpersonal communication skills, excellent customer service skills, and strong problem-solving abilities
- Staff management and policy enforcement
- Expense reporting
References
References available upon request.
Timeline
Special Assistant to the President & CEO
BRC
05.2023 - 12.2024
Director, Administrative Services
Columbia University, Manhattanville Development Group
12.2006 - 05.2023
Facilities Associate
Time Warner
08.2001 - 12.2006
Department Coordinator/Senior Executive Assistant
Time Warner
08.2001 - 12.2006
Executive Assistant
Xceed Inc.
06.2000 - 08.2001
Administrative Assistant
CBS Corporation
07.1999 - 06.2000
Research Assistant
University of Nebraska-Lincoln
01.1998 - 05.1999
Master of Science - Negotiations and Conflict Resolution
Columbia University
Bachelor of Arts - Psychology
University of Nebraska-Lincoln
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