Renee Offei
New York,NY
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Assists executive team using exceptional communication and organizational skills.
Overview
5
5
years of professional experience
Work History
Executive Assistant
Bories & Shearron Architecture DPC
09.2023 - Current
- Ensure Principals remain organized and on-schedule through proactive consistent communication throughout the day
- Maintain professional calendars, including reservations and appointments
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Track Principal’s daily resource allocations, project, and office-related activities and assist them with timesheets
- Coordinate materials/product samples and associated literature
- Improved office efficiency by implementing new cloud systems and document management processes.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Scheduling support in managing the firm’s day-to-day calendar, including booking meetings and preventing conflicts in Outlook, Zoom, or MS Teams
- Served as a liaison between Junior Architects and Project Managers to facilitate effective communication throughout the company and its clients.
- Collaborated on special projects to improve overall business operations within the firm efficiently.
Meeting Coordinator
BlackRock
05.2023 - 09.2023
- Enhanced attendee satisfaction by meticulously planning and coordinating meeting logistics.
- Exceptional client service skills to exceed BlackRock expectations
- Streamlined registration processes to increased efficiency and improved client experience.
- Collaborated with Global Administrations teams to successfully execute large-scale events.
- Managed meeting budgets and negotiated contracts, resulting in cost savings and optimized resources.
- Developed strong relationships with vendors, ensuring timely delivery of food services and products.
- Facilitated smooth transitions between different sections of meetings or conferences by effectively managing time schedules according to agendas set forth beforehand.
- Managed event logistics and operations.
Administrative Assistant to the Director
Citi Group
11.2022 - 05.2023
- Coordinate C-Suite executive meetings and events globally. Work with external partners in catering, audio visual and facilities to meet GEM team expectations. Meet and greet each Board of Directors daily to provide personalized relationships and support
- Adhere to standards of operations established for GEMs team
- Handle day to day challenges by providing administrative support to C-Suite, GEM Director and VP of GEMs team
- Strong communicator that is able to manage correspondence between planning team and reservation holders throughout the booking process while providing an outstanding customer service experience
- Prioritize new meetings by outlining preliminary budget, update transportations and event manifest, through Cvent and T&E
- Enhanced communication between departments through proactive coordination of meetings and events.
- Prepare Concur monthly accruals.
- Ensure T&E accuracy and compliance with Citi Group policies.
- Process and record all accounts payable transactions with proper account coding, authorization, exceptional approvals and event invoices.
- Reviewing, approving and ensuring accurate purchasing channels are being used.
- Vendor Setup- Ensuring that accurate information is provided, vendor creation and confirmation.
- Serve as a collaborator and partner with C-Suite Administration and Corporate stakeholders.
- Assist in event account closure and audits to ensure accurate financial reporting.
- Performs other duties as requested by Director.
- Maintain accuracy and organized financial records and documents
- Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
Executive Assistant to the Chief Executive Officer
Diperna Associates
09.2021 - 11.2022
- Streamlined executive communication by managing emails, phone calls, and scheduling client appointments.
- Maintained confidentiality by handling sensitive information with discretion and professionalism.
- Organized and coordinated daily meetings to relay company updates and debriefs.
- Manage both CEO and CPA calendars accordingly by applying 30-minute increments per meeting.
- Form Monthly Client Write-Up Packets for 132 clients by providing detailed bank statements, deposits, and other forms of documented notes provided by Bookkeepers and CPAs.
- Support all client business and corporations accounts through Signature Bank online systems, assisting with activating client Debt/Credit cards as needed.
- Batch monthly commission checks,payroll, deposits, and other forms payment with proper account knowledge given from Bookkeepers.
- Contributed on special projects which include sourcing unclaimed funds program and updating personal client ID’s and Passport information through Podio
- Following up with all Bookkeepers, Tax Team, and client request by creating Pending Excel spreadsheet of outstanding and existing task
- Updated all office payment systems to auto-pay, managing payments and bills for all company supplies.
Office Manager
Industrial Color
08.2020 - 08.2021
- Screening all incoming calls, transferring calls to the proper departments working internal and remote
- Responding to all voicemails, forwarding emails to team members working remote
- Collecting and sorting mail/packages, accordingly, manage all expenses through SAP Concur
- Ensure guest safety and operation protocols by asking all parties to complete our On Task Covid-19 questionnaire
- Maintain all Covid-19 check-ins throughout the days each guest arrives
- Upkeep all lobby/lounging seating areas within the studio space
- Actively responding through Slack/Google Hangouts as well as email throughout the day
- Assist with all inventory orders weekly while working closely with Operations Manager on budgeting strategies
- Greeting and welcoming guests as they arrive in polish and professional demeanor
- Prepare onboarding materials for new employee’s by providing IC Welcome packets, activating access ID Keycard’s with the help of the I.T
- Department
- Acting as a Talent Acquisition when setting up potential interviews and meetings per Team VP’s request
- Assist with printing/scanning, mailing, and sending out the necessary documentation as needed per Accountant Team’s request
- Sorting and sending out checks to the proper accounts with the guidance of the Compliance Team
- Assist CFO on marketing strategies for Covid-19 compliance within the office space, creating and posting signs in visible areas, placing down floor stickers for social distant purposes as well as adding sanitary stations to each floor
- Scheduling and booking conference rooms through Google calendar for CEO/CFO for weekly business meetings
- Creating inventory spreadsheets through excel for CFO and Operations Manager for all events items and in house use of food and beverages
- Responsive to all Studio requests by updating IC Studio schedules to reflect on usage of each set and availability
- Familiar with adding guests and visitors into our Navigo building pre-check-in system
- Ensure all studio spaces are Covid-19 compliant by providing the proper PPE items
- Creating proper signage for studio space by collaborating with the Marketing Team
- Respond promptly to all studio emails/Slack and any special request within the day
- Assist Studio Staff with the proper support on shoot days/open availability for overtime as needed
- Assist Studio VP on creating studio spreadsheets, supply proper documentation for all vendor COIs, while tracking all incoming/outgoing equipment from Smashbox Studios.
Executive Assistant to the Chief Financial Officer
Guidepoint
01.2020 - 06.2020
- Managed multiple calendars and business management accounts/passwords for office ordering and accounting
- Arrange domestic & international travel for CFO and Compliance VP's throughout global Guidepoint offices in London, San Francisco, Singapore, Seoul
- Ability to liaise within other departments, assist Talent Acquisition in screening canidates for daily interview process
- Announced all clients and visitors by collecting personal information for each host
- Acted as a gatekeeper when screening incoming calls, reply to corresponding emails while applying correct meeting entries both the CFO and Sales Team VP's
- Managed all conference room calendar invites on Microsoft Office for Sale Teams, VPs, and CFO
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Conducted all hourly conference checks and conference room availability for re-booking
- Experience when using Microsoft Teams for all internal communication with employees
- Sort all employee assignment information, grievances, and service ticket delays into our help desk portal throughout office day
- Organized and coordinated internal transfers of employee technology, updating seating charts in floor plans while providing further updates for office coordinator when moving and relocating teams.
Education
Associate of Arts - Architectural Drafting Technology
City College of New York
New York, NY06.2013
Skills
- Collaborator, focused on building relationships
- Professional demeanor, strong organizational and interpersonal skills
- Expense Reporting
- Executive Management
- Schedule and Calendar Planning
- Report Analyze
- Processes and Procedures
- Proficient in Microsoft Outlook & Microsoft Teams, Adobe Acrobat, Google Suite, and Excel Spreadsheets
Timeline
Executive Assistant
Bories & Shearron Architecture DPC
09.2023 - Current
Meeting Coordinator
BlackRock
05.2023 - 09.2023
Administrative Assistant to the Director
Citi Group
11.2022 - 05.2023
Executive Assistant to the Chief Executive Officer
Diperna Associates
09.2021 - 11.2022
Office Manager
Industrial Color
08.2020 - 08.2021
Executive Assistant to the Chief Financial Officer
Guidepoint
01.2020 - 06.2020
Associate of Arts - Architectural Drafting Technology
City College of New York
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