Summary
Overview
Work History
Education
Skills
Certification
Timeline
Generic

Rachel Simon

Coram,NY

Summary

Driven and resourceful administrative professional with 13 years of broad-ranging experience providing executive support across healthcare, construction, automotive, and engineering industries. Highly organized and detail-oriented, with proven ability to manage business office functions, provide executive-level support, and facilitate smooth operations and successful project deliverables. Successfully manages high-volume workloads in rapidly changing environments. Expert in calendar management, event planning, and schedule coordination. Seeking an opportunity to contribute to the success of Cisive as a Executive Assistant and contribute to the smooth functioning of a fast-paced organization.

Overview

13
13
years of professional experience
1
1
Certification

Work History

Executive Assistant

Upward Health
04.2022 - 07.2023
  • Provided full range of professional support to 8 C-suite executives and senior staff that included complex calendar management, coordinating all aspects of domestic/international travel arrangements, as well as expense management and processing.
  • Developed and implemented new system for managing executive calendars, resulting in 25% reduction in scheduling conflicts and 15% increase in meeting efficiency.
  • Oversaw coordination of complex logistics for international travel, corresponding with vendors, transportation partners, and other external associates to resolve discrepancies and ensure efficient travel.
  • Facilitated communication between executives and team of 200+ employees, leading to 20% improvement in team collaboration and 15% increase in project completion rates.
  • Managed and coordinated executive-level meetings, including preparing agendas, editing slide decks, taking notes, and following up on action items, resulting in 20% increase in meeting productivity.
  • Demonstrated ability to make high-level decisions independently and to handle complex and sensitive information with appropriate discretion and confidentiality.
  • Prepared departmental meetings, video conferences, and presentations using effective strategies that decreased meeting times from 2 hours to 45 minutes.
  • Planned and coordinated successful events, including annual retreats, BOD meetings, and conferences, resulting in 20% increase in attendance and positive feedback.
  • Improved office efficiency by implementing new filing systems and document management processes.
  • Implemented tracking system of office supplies that reduced overhead costs by $3,800+ through a recycle-and-reuse database.
  • Developed and implemented an efficient filing system, reducing document retrieval time by 30% and improving overall organization.
  • Responded to 75+ average internal and customer inquiries per day via email, phone, and in-person visits.

Executive Assistant

JC Broderick And Associates
03.2019 - 12.2020
  • Provided high-level administrative support to senior executive team members, managing calendars across multiple time zones, prioritizing tasks, and handling confidential information.
  • Acted as primary point of contact for internal and external stakeholders, demonstrating strong interpersonal skills and professionalism.
  • Prepared and edited correspondence, presentations, and reports for executive-level meetings; achieved 53% improvement in document quality and overall presentation.
  • Optimized CRM software to manage and report CEO's contacts and communications, increasing networking efficiency by 25%.
  • Assisted HR in recruitment process by sourcing candidates, conducting initial screenings, and coordinating interviews.
  • Managed executive budgets and reconciled corporate credit card statements, resulting in 10% reduction in expenses and improved financial accuracy.
  • Prepared and proofread confidential documents, such as contracts and agreements, ensuring accuracy and compliance with legal requirements.
  • Arranged planning and execution of company-wide events, coordinating logistics, guest invitations/accommodations, and promotion materials.

Executive Assistant/Project Manager

Elecnor Hawkeye
11.2018 - 03.2019
  • Managed complex calendars and coordinated meetings and appointments for 10 C-level executives, resulting in 95% on-time attendance rate for all scheduled meetings.
  • Oversaw CRM database, including troubleshooting, maintenance, updates, and report generation, reducing errors by 15%.
  • Coordinated logistics for corporate events and conferences, including venue selection, vendor negotiations, and attendee management.
  • Drafted and edited reports, presentations, and correspondence, ensuring clarity, grammar accuracy, and adherence to corporate guidelines.
  • Facilitated related complex travel itineraries including flights, accommodations, and ground transportation, optimizing cost efficiency.
  • Assisted in preparation and monitoring of budgets, expense reports, and financial documentation, resulting in cost savings and improved financial management.
  • Acted as primary point of contact for senior leadership team members, handling inquiries and requests with tact, diplomacy, discretion, and confidentiality.
  • Collaborated with cross-functional teams to facilitate project coordination and ensure timely completion of deliverables in fast-paced environment.

Executive Assistant/Front Office Manager

Nationwide Haul
01.2011 - 07.2018
  • Optimized CEO's time by reading, researching, and routing all email correspondence, drafting letters, creating presentations and documentation, collecting and analyzing information, and initiating telecommunications.
  • Supported CEO and senior staff with calendar management, including scheduling meetings, coordinating events, and balancing shifting priorities.
  • Served as CEO's administrative liaison to Board of Directors and managed Board activities such as semi-annual Board meetings, dinners staff lunches/receptions/new Board member orientations and arranging hotel accommodations for out-of-town Board members.
  • Assisted Human Resources in onboarding processes for new full-time employees, decreasing time-to-productivity by 24%.
  • Saved $30K by renegotiating contract with vendor who supplies costly executive-requested items.
  • Worked with CEO and Executive Team to devise strategy to achieve established goals while effectively communicating goals and objectives across company.
  • Streamlined records management system, leading to 15% boost in retrieval and access to information.

Education

Master of Science - Criminology

Florida State University
Tallahassee, FL

Certificate - Paralegal

SUNY Stony Brook
Stony Brook, NY

Bachelor of Science - Criminology

Florida State University
Tallahassee, FL

Bachelor of Science - Sociology

Florida State University
Tallahassee, FL

Skills

SKILLS & COMPETENCIES

  • Microsoft Office Suite
  • Google Workspace
  • OSX
  • Slack
  • Salesforce
  • Concur
  • JazzHR
  • Notion
  • QuickBooks
  • Microsoft Teams
  • Calendaring and Scheduling
  • Travel Planning and Coordination
  • Event Planning
  • Presentation Creation and Editing
  • Meeting Agenda Preparation and Transcribing
  • Project Coordination and Management
  • Financial Reporting
  • Multitasking
  • Confidentiality and Discretion
  • Problem-Solving and Decision-Making
  • Adaptability
  • Strong Written and Verbal Communication
  • Attention to Detail

Certification


  • Certified Paralegal
  • Notary

Timeline

Executive Assistant

Upward Health
04.2022 - 07.2023

Executive Assistant

JC Broderick And Associates
03.2019 - 12.2020

Executive Assistant/Project Manager

Elecnor Hawkeye
11.2018 - 03.2019

Executive Assistant/Front Office Manager

Nationwide Haul
01.2011 - 07.2018

Master of Science - Criminology

Florida State University

Certificate - Paralegal

SUNY Stony Brook

Bachelor of Science - Criminology

Florida State University

Bachelor of Science - Sociology

Florida State University

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