Selena Conca
Summary
Highly organized and proactive Executive Assistant with 8+ years of experience supporting senior leadership in dynamic, fast-paced environments. Skilled in managing complex calendars, coordinating high-level meetings, and optimizing administrative workflows to improve operational efficiency. Adept at building strong relationships across all levels of an organization, with a focus on delivering exceptional service and strategic support to C-suite executives.
Overview
9
9
years of professional experience
Work History
Executive Assistant to the Chief Financial Officer
Freeman
Dallas, TX, Global Events Company (~$3B Revenues)
05.2022 - Current
- Provide comprehensive administrative support to the CFO, COO, and CAO, managing complex calendars, coordinating travel, and handling executive correspondence.
- Act as a key liaison for scheduling and logistics, ensuring seamless coordination of meetings and events across multiple time zones, including all-hands meetings, team offsites, and company-wide events.
- Oversee the onboarding and offboarding processes for the Finance Department, ensuring smooth transitions for new and departing team members.
- Assist in the preparation of financial presentations for key stakeholders, including Board members, the Finance, and Audit Committees, providing support in data gathering and document creation.
- Play an integral role in supporting special projects, including recent integrations, by maintaining alignment on project goals, timelines, and progress with cross-functional teams.
- Process and track all department invoices through Coupa, ensuring accuracy and timely submission.
Executive Assistant to Chief Marketing Officer
Neighborly
Irving, TX
05.2021 - 05.2022
- Provided high-level administrative support to the Chief Strategy and Marketing Officer and his six direct reports, managing complex calendars, travel logistics, and meeting coordination.
- Coordinated both domestic and international travel arrangements for the executive team, including travel for conferences, meetings, site visits, and personal trips.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Led office operations for the Marketing Department, overseeing tasks such as office relocations, equipment upgrades, inventory management, and supply replenishment for the Irving and Waco locations.
- Collaborated closely with Human Resources and the internal administrative team to plan and execute company-wide events and team-building activities.
- Traveled as needed to provide on-site support, and ensure seamless execution of team initiatives and projects.
Executive Assistant to Chief Investment Officer
Arnel & Affiliates
Costa Mesa, CA
08.2019 - 05.2021
- Provided high-level administrative support to the CIO and Director of Investments, managing complex calendars, coordinating domestic and international travel, and ensuring seamless day-to-day operations.
- Maintained accurate data entry for private equity cash flows within the investment management software, supporting the team’s financial analysis and reporting.
- Assisted in the preparation of monthly and quarterly performance reports for senior management and the Investment Committee, ensuring timely and accurate delivery of key metrics.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Provided coverage for the Executive Assistants to the CFO and Chairman, stepping in as needed to ensure continuous support across the leadership team.
- Prepared and processed domestic and international wire transfers to multiple banks, ensuring accuracy and compliance with company procedures.
Administrative Assistant/Office Manager
Douglas Elliman
Newport Beach, CA
08.2018 - 08.2019
- Assist the Senior Executive Director of Sales, and executives, in organizing meetings and company events.
- Updated online listings regularly using MLS software programs such as Realtor.com or Zillow.
- Facilitated communication between clients, lenders, attorneys, title companies and other parties related to a transaction.
- Prepared and updated office records, spreadsheets, and presentations to support executive needs and enhance office efficiency.
- Oversee office staff, and ensure office policies are implemented.
- Monitored office inventory to maintain adequate supply levels, and order products.
Administrative Assistant
Vector Group Ltd
New York, NY
07.2016 - 07.2018
- Provided backup support to the executives, their administrative teams, the property manager, and visiting executives.
- Opened, sorted, and responded to routine correspondence on behalf of executives to facilitate communication and streamline processes.
- Performed various accounting and clerical tasks, organized, and prepared the CEO's private jet flight log and mail log.
- Maintained attendance records, taking note of staff vacation time, sick days, and personal days.
- Assisted our administrative team as needed in travel arrangements, including flights, transportation, and accommodation.
- Ran errands to help with daily tasks, enabling employer to focus on more pressing duties.
Security Administrative Assistant
G4S Solutions-Bank of America, Cadillac HQ
New York, NY
07.2015 - 07.2016
- Managed more than 15 security officers for Bank of America corporate buildings.
- Provided coverage for the Assistant of the Executive Director of General Motors, as needed.
- Managed staff schedule due to call-outs for all shifts, minimize overtime costs, and ensure all sites are covered.
- Patrolled work areas, managed building access, and supplied key cards to employees and visitors.
- Maintained records of visitors, contractors, employees, vehicles and other assets.
- Created incident reports when necessary and submitted them to appropriate personnel.
Skills
- Calendar and Meeting Management
- Executive Travel Coordination
- Proficient in Microsoft Office and G Suite
- Attention to Detail & Accuracy
- Document & Presentation Preparation
- Strong Communication & Interpersonal Skills
- Project & Process Management
- Invoicing & Billing (Coupa, Concur)
- Smartsheet and other collaboration tools
Additional Information
- References available upon request
- Bilingual-fluent in Spanish
Timeline
Executive Assistant to the Chief Financial Officer
Freeman
05.2022 - Current
Executive Assistant to Chief Marketing Officer
Neighborly
05.2021 - 05.2022
Executive Assistant to Chief Investment Officer
Arnel & Affiliates
08.2019 - 05.2021
Administrative Assistant/Office Manager
Douglas Elliman
08.2018 - 08.2019
Administrative Assistant
Vector Group Ltd
07.2016 - 07.2018
Security Administrative Assistant
G4S Solutions-Bank of America, Cadillac HQ
07.2015 - 07.2016
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