Ruba Mansouri
Rego Park,NY
Summary
Results-driven individual. Natural leader with exceptional skills in detailed-oriented organization, administration and scheduling along with helping clients maintain their budget with organized and resourceful approaches.
Overview
21
21
years of professional experience
Work History
Project Coordinator
Entrepreneurs & Conventions
01.2017 - Current
- Adhere to budget requirements of 30K with excellent planning and consistent expense monitoring
- Acquire and review all documentation & contracts needed and distribute them accordingly
- Location scouting and budget negotiating ($500/day) to secure each site
- Responsible for all logistics to ensure each event is successfully executed
- Act as COVID compliance officer and request and collect either proof of vaccination or 72-hr (-) covid test results
- Strategize with various departments such as wardrobe, choreography, venue representatives, & catering and maintain open communication to ensure all needs are met
- Handle invitations, guest lists, as well as high profile VIPs
- Research and secure vendors as needed
- Acquiring insurance when needed
- Bring in & manage about 20+ volunteers and assign them to specific department
- Assist with venue setup (tables, gift bags, etc.)
- Gathered requirements for ongoing projects and organized details for management use
- Collaborated with project leaders to comply with accounting needs for project maintenance requirements
Executive Personal Assistant
Self-Employed
03.2012 - Current
- Provide multifaceted services to branding entrepreneurs, songwriters and producers, CEOs of E-commerce companies, & consultants by running errands, managing email inboxes and scheduling appointments on their behalf
- Update executives on changing business needs by thoroughly documenting and transcription of internal and external meetings
- Use QuickBooks/Quicken to produce monthly invoices and track monthly expenses
- Display absolute discretion at handling confidential information
- Manage residential properties by coordinating improvement projects with handymen, contractors for floor replacement, pool set up, painters, plumbers & electricians
- Create filing systems for organizational purposed for home and business offices (I need help here
- I literally reorganized whole filing systems for clients
- Bought binders and dividers and created labels
- I have created whole systems for clients so they can find everything: legal paperwork, vendors they use regularly, so much more) I have even created spreadsheets for their expensive jewelry and kept track of their personal inventory and their insurance for each piece
- I’ve done a lot for clients over the years
- Their families, friends, and business associates (holidays, birthdays, anniversaries, wedding gifts, and corporate gifting)
- Produce accurate office files, update spreadsheets and craft presentations to support executives and boost team productivity
- Arrange domestic and international travel plans, register clients for Global Entry, setting up appointments for rush passport renewals, create full vacation itineraries for both personal and business travel, and assist clients with travel budgeting and expense tracking
- Manage sensitive email correspondence on behalf of CEO
- Manage phone screening, order fulfillment, and bill payments to optimize the client’s time and establish a work-life balance
- Work with clients to effectively plan and coordinate logistics for special projects and events such as the filming of a musical pilot, holiday parties, and home renovations
- Arrange school as well as social activities for clients' children
Executive Assistant to CEO
FSA Store, INC
New York, NY
08.2014 - 08.2019
- Heavy calendar management of internal, external, and personal meetings on behalf of the CEO
- Worked closely with (5) C-level executives during a year+-long, firm acquisition initiative
- Tracked, documented, and reconciled the CEO’s monthly business and travel expenses; generated expense budgets and expense reports for the accounting department
- Arranged travel, lodging, transportation, dining, and secured off-site meeting locations during business trips
- Assisted with organizing office with the administrative team as we moved into a new space: helped with communication, hiring temp workers, & setting up new office space as well as working to set up the CEOs new office space
- Assisted with all communication and meeting setup for CEO with investors during the acquisition of the company
- Handled logistics for monthly meetings which included: catering, agendas and travel arrangements for CEO, Board of Directors, and executives
- Worked directly with the administrative team to set up all office events such as end of year office parties, social office events, team building activities, and off-site office meetings
- Duties included: catering/menu supervision, researched and booked venues and collected contracts from all vendors, handled deposits and payment for venues and vendors, coordinate transportation for team and send out all information to company employees
- Distributed company-wide announcements, reserved conference rooms, and coordinated catering for annual staff development forum
- Filed paperwork: NDAs, TPA contracts, conference packets, legal paperwork pertaining to the business, banking/account paperwork
- Regularly updated CEOs business address book in an excel file
- Answered high-volume of phone calls and email inquiries
- Established and oversaw a team of (3) to assist with a $50,000 budget for holiday gifting along side with the accounting department
Administrative Assistant
American Center for the Alexander Technique
New York, NY
11.2010 - 05.2011
- Oversaw all office and administrative duties: handling emails and calls to keep track of student attendance, office organization and inventory tracking of office supplies, daily studio clean up and prep for each class
- Created invoices and billed students, tracked payments that were submitted, and paid any open invoices that the was overdue
- Registered current and returning 50+ students for their prospective terms during their enrollment in the certification program using Google calendar
- Edited monthly e-newsletters that the CEO would draft and send it out staff, students, teachers, & community members of the Alexander Center
- Purchased office supplies for a team of 15 staff & teachers
- Regularly updated student data that included their contact information as well as their current semester and payment information using filemaker pro
- Regularly updated filemakerpro’s contact information for staff, students, & community members
Education
Bachelor of Arts - Ethnic Studies
University of Colorado
Skills
Cross-departmental collaboration, event management, contract management, fluent Arabic speaker, writer, transcriber, translator, and interpreter, type 60 WPM outstanding research & organizational skills, & strong leadership skills
Applications
Proficient in: iWork Mac Suite & Microsoft Office Suite, Google Suite, Dropbox, Acuity, Facebook, Twitter, Instagram & LinkedIn, Wix website design, ClickUp, StudioBinder, iMovie, Audacity, Zoom, Skype, TripIt, Teams, Last Pass, 1 Password, Able E-Commerce, iPhone and iPad savvy! Know my way around: Quicken, Quick Books, Evernote, Notion, Harvest, Canva,& Expensify.
Timeline
Project Coordinator
Entrepreneurs & Conventions
01.2017 - Current
Executive Assistant to CEO
FSA Store, INC
08.2014 - 08.2019
Executive Personal Assistant
Self-Employed
03.2012 - Current
Administrative Assistant
American Center for the Alexander Technique
11.2010 - 05.2011
Bachelor of Arts - Ethnic Studies
University of Colorado