Summary
Overview
Work History
Education
Skills
Affiliations
Languages
Work Availability
Quote
Timeline
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Sylvia Levin

Sylvia Levin

Executive Assistant
Brooklyn,NY

Summary

Persistent leader eager to lead and grow organizations. Skilled in strategic planning, problem-solving, and communication with good understanding of business principles, project management and team leadership. Collaborative with relentless work ethic.

Overview

17
17
years of professional experience

Work History

Contract Executive Assistant

Apollo
  • Extensive administrative knowledge of various software operating systems
  • Concur knowledge with over 6 years' experience using the SAP SaaS solution hardware
  • Calendar management along with meeting scheduling using zoom and teams
  • Collaborative admin willing to help any team at any time to alleviate workload for the team
  • Resolute and unswerving admin.

Executive Assistant to the Financial Services CEO

Capgemini
07.2022 - 05.2023
  • Administrator for international and domestic calendar alignment meetings; operating under various time zones
  • Expense processing via concur for international and domestic travel
  • Drafted PowerPoint presentations and oversaw the slides created by our intern for company summits and ryder cup meetings
  • Traveled to Chicago, Vietnam, and Singapore to oversee events and to provide administrative support for the team
  • Partnered with the chief of staff in scheduling meetings with key stakeholders, updating org charts, distribution lists and developing quarterly travel for the CEO
  • Planned, prepared, and scheduled off-sites events, staff meetings, team lunches, galas and in house events
  • Scheduled in-house meetings, town hall assembly meetings, sponsorship, and summit meetings
  • Orchestrated international and domestic client meetings with Chubb, Hartford, Morgan Stanley, and Barclays
  • Coordinator for international events; executed visa documents, passports, flights, hotels, rail, and taxi reservations
  • Connected with the international and domestic executive assistants to schedule meetings and events
  • Organized holiday events, team building, and board meetings
  • Entered purchase orders for payment submissions.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Handled confidential and sensitive information with discretion and tact.
  • Organized and coordinated conferences and monthly meetings.

Contract Executive Assistant to the Chief Financial Officer

Medidata
01.2022 - 07.2022
  • Supported the chief financial officer with all administrative needs
  • Worked in both EST and GMT +1 (Germany) time zones
  • Monthly travel and hotel booking coordinator from Germany to New York
  • Seamless and prompt expense entry via concur
  • Proprietor of the calendar, scheduled and prioritized meetings
  • Flag, checked and followed up on emails to ensure calendar accuracy
  • Orchestrated team lunches (105 employees), excursions and event planning
  • Integrated and created monthly team power point presentations
  • Connected with human resource to update new hire spreadsheets, collect encore awards, and organize people update website
  • Used Google Suite for scheduling meetings, send and create documents to the team, edit spreadsheets, documents, and presentations.

Executive Assistant to the Managing Director

Barclays Investment Bank, Cards & Payment Division
04.2019 - 01.2021
  • Gatekeeper for the chief executive officer and managing director, point of contact for cards and payment division in New York, Barclays Bank Delaware, and London
  • Proactively set up meetings and resources while working in GMT and EST time zones (London and New York)
  • Entered expenses in Concur along with booking all domestic and international travel requests, rail, air, hotel, and ground
  • Access to the managing directors' email; flagged or replied on his behalf when necessary
  • Privy to chief executive officers calendar as back up to meeting and calendar organizer
  • Responsible for daily schedule management; prepared necessary background meeting materials, printed documents delivered and placed in the conference room ahead of meetings, emailed documents to the team before the meeting commenced
  • Routinely worked with London to discuss meetings and discussed required follow ups for each client meeting
  • Monitored line manager's emails, flagged anything urgent as well as responded on his behalf if necessary
  • Conducted weekly calendar spreadsheets meetings to review with direct reports of upcoming meetings that required preps
  • Worked with Human Resources for new hire onboarding processes.

Executive Assistant to the Deputy General Counsel

PwC (Price Water House Coopers)
02.2015 - 03.2018
  • Gatekeeper to the litigation deputy counsel
  • Used goggle suite for all calendar communication, creating and distributions documents
  • Created detailed itineraries and obtained all the necessary visas and other travel documentation as needed
  • Entered all eight (8) direct reports time and expenses, as well as processed all expenses and reimbursements
  • Maintained continuing education legal education database to ensure the attorneys were compliant in each state law practiced
  • Prepared board meetings documents/packets, sent board meetings calendar invites followed up with reminders
  • Event planner for off-site and in-house events, planned dinner event menu, seating place cards at the restaurants, ordered gifts for all attorneys, and added guests to the security list.

Executive Assistant to Vice President of Sales and Marketing & CEO

Jacob K. Javits Convention Center
02.2006 - 10.2014
  • Prepared and submitted travel and expense reports, reconciled American Express statements
  • Composed all business and personal correspondence including memos, letters, and email blasts
  • Worked with show managers with updating and generating license agreements
  • Maintained daily venue reports, pre and post shows license agreements
  • Worked with the design team in creating the logo for Javits Center
  • Walked through our convention center to show space to vendors and show managers
  • Collaborated with attorneys and union companies in allocating conference rooms for their meetings
  • Point of contact for show managers.

Education

Tourism And Travel Management

Kingsborough Community College of The City University of New York
Brooklyn, NY

Skills

  • Fluent in Spanish
  • Microsoft Office Suite
  • Google Suite
  • Outlook Office
  • Concur
  • SAP
  • Workday
  • Salesforce
  • Box
  • Amex GBT
  • DocuSign
  • Dealcloud
  • Star Compliance
  • Oracle JD Edwards
  • Net suite
  • CRM
  • AS400
  • Meeting Minutes
  • Zoom
  • Microsoft teams
  • WebEx
  • Slack
  • NATE
  • Event Planning Strategy
  • MAC
  • Diligent
  • Gatekeeper
  • Mentor
  • Train new employees
  • Pivot & strategy
  • Staff Management
  • Media Relations
  • Stakeholder Management
  • Meeting Coordination
  • Sorting and Labeling
  • Meeting Leadership
  • Meeting Agendas and Minutes
  • Accuracy Improvements
  • Conflict Management
  • Project Planning
  • Onsite Visits
  • Customer Needs Assessments
  • Business Correspondence
  • Advanced MS Office Suite Proficiency
  • Excel Spreadsheets
  • Employee Training
  • Interpersonal Communications
  • Administrative Support Specialist
  • Executive Presentation Development
  • Problem Resolution
  • Customer Support
  • Customer Inquiries
  • Information Updates
  • Travel Accommodations
  • Technical Support
  • Office Administration
  • Customer Satisfaction
  • Business Process
  • Schedule Management
  • Legal Administrative Support
  • Performance Improvement
  • Project Management
  • Self Starter
  • Information Confidentiality
  • Service Quality
  • Strong Problem Solver
  • Business Operations
  • Executive Support
  • Process Improvement
  • Purchase Orders
  • Logistics and Schedule Management
  • Grammar Understanding
  • Schedule Planning
  • Appointment Setting
  • Social Perception
  • Travel Administration
  • Performance Review Management
  • Training Schedule Setup
  • Board of Directors Support
  • Oracle E-Business Suite Financials
  • Executive Travel
  • Congregational Care
  • Special Event Projects
  • Document Filing and Retrieval
  • Reimbursement Management
  • Prepare Correspondence
  • Answer Multi-Line Phone Systems
  • Meeting Agenda Preparation
  • Confidentiality and Discretion
  • Developing Agendas
  • AS/400
  • Proofreading

Affiliations

  • Rotary International
  • International Association of Administrative Professionals

Languages

Spanish
Full Professional

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote

Fact explains nothing. On the contrary, it is fact that requires explanation.
Marilynne Robinson

Timeline

Executive Assistant to the Financial Services CEO

Capgemini
07.2022 - 05.2023

Contract Executive Assistant to the Chief Financial Officer

Medidata
01.2022 - 07.2022

Executive Assistant to the Managing Director

Barclays Investment Bank, Cards & Payment Division
04.2019 - 01.2021

Executive Assistant to the Deputy General Counsel

PwC (Price Water House Coopers)
02.2015 - 03.2018

Executive Assistant to Vice President of Sales and Marketing & CEO

Jacob K. Javits Convention Center
02.2006 - 10.2014

Contract Executive Assistant

Apollo

Tourism And Travel Management

Kingsborough Community College of The City University of New York

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Sylvia LevinExecutive Assistant