Summary
Overview
Work History
Skills
Timeline
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Vicky Hurst

Irvine,CA

Summary

Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.

Overview

18
18
years of professional experience

Work History

Executive Assistant, Team Lead

PIMCO
07.2018 - Current
  • Managed all communication channels, including emails, phone calls, reports, and internal correspondence, to ensure clarity and efficiency
  • Acted as a gatekeeper for internal and external contacts, fostering professional interactions with vendors, colleagues, and clients
  • Provided top-tier administrative support to executives, handling sensitive information with confidentiality and discretion
  • Coordinated multiple executive calendars, managing schedules and communications across global time zones
  • Led and managed special projects, conducting research, preparing presentations, and proofreading drafts for client communications
  • Addressed daily challenges proactively, resolving issues independently or consulting with executives as needed
  • Analyzed situations, identified root causes, and devised creative solutions to improve processes and solve problems
  • Organized and facilitated various meetings, including client meetings, team discussions, interviews, offsite events, and management sessions across time zones
  • Tracked and managed executive expenses, ensuring accuracy and timely reporting
  • Processed and reviewed expense reports, maintaining compliance and accuracy in line with company policies
  • Coordinated domestic and international travel arrangements, optimizing travel itineraries across time zones
  • Planned and executed quarterly offsite team events to promote collaboration, team-building, and organizational cohesion
  • Led and mentored junior staff, overseeing workload distribution and supporting the execution of special projects
  • Maintained and optimized the administrative support team’s structure and workflow to ensure efficiency and productivity
  • Reviewed and approved expense reports, ensuring precision and adherence to company policies and guidelines

Executive Assistant to President & CEO

Novare National Settlement Service
06.2017 - 03.2018
  • Acted as the main liaison between the President & CEO and internal/external clients, ensuring effective communication and coordination
  • Managed executive inboxes, prioritizing and responding to messages, including emails, faxes, and letters
  • Maintained the executive's calendar, scheduling meetings and conference calls, and providing necessary background information
  • Coordinated domestic and international travel arrangements, including air, ground, and hotel bookings, ensuring comprehensive itineraries
  • Prepared, submitted, and reconciled travel and general expense reports, maintaining accuracy and compliance
  • Approved expense reports, maintaining financial oversight and accuracy
  • Monitored project deadlines and provided status updates on ongoing initiatives
  • Managed team work and vacation hours, overseeing overtime and maintaining accurate records
  • Provided guidance on corporate policies and procedures, ensuring compliance across teams
  • Organized team-building events, company-wide holiday parties, and social functions for the executive team
  • Developed and edited executive presentations, including PowerPoint materials for internal and external stakeholders
  • Took and distributed meeting notes, preparing and disseminating agendas, notices, and minutes
  • Coordinated board meetings, including scheduling, venue confirmation, AV setup, and catering arrangements
  • Managed competing priorities and complex tasks independently, ensuring efficient operations
  • Routed contracts and invoices for payment, and reconciled expenses and budgets
  • Oversaw onsite vendor management to ensure smooth office operations
  • Handled office management duties, including ordering supplies, coordinating with landlords, and managing space improvements across multiple locations

Executive Assistant to CMO

The Word & Brown Companies
03.2007 - 02.2017
  • Maintained executive schedules and managed travel-related arrangements
  • Assisted with executive email inboxes, prioritizing and helping with responses
  • Prepared, submitted, and reconciled travel and general expense reports
  • Handled proprietary information with strict confidentiality
  • Managed relationships with external vendors
  • Developed and edited executive presentations, creating PowerPoint presentations for internal and external business partners
  • Scheduled on-site meetings and conference calls, managing meeting logistics, and sending materials for review prior to meetings
  • Took and distributed meeting notes, and prepared and disseminated records such as agendas, notices, and minutes
  • Organized on and off-site meetings, coordinating catering, attendee schedules, conference rooms, and technical needs, as well as managing other logistics
  • Planned team-building events
  • Managed team work hours and vacation calendars
  • Provided data and information on corporate policies and procedures, travel policy, human resources issues, hiring, facilities, and new employee orientation
  • Monitored project progress, deadlines, and communicated progress in real-time
  • Reconciled expenses and budget
  • Analyzed budget and prepared reports of year-to-date versus projections
  • Created purchase orders, coded invoices, routed contracts for approval, and submitted for payment

Skills

  • Microsoft Office
  • Smartsheet
  • Concur
  • QuickBooks
  • Salesforce
  • Skype
  • Google Suite
  • Navan
  • Slack
  • Microsoft CRM

Timeline

Executive Assistant, Team Lead

PIMCO
07.2018 - Current

Executive Assistant to President & CEO

Novare National Settlement Service
06.2017 - 03.2018

Executive Assistant to CMO

The Word & Brown Companies
03.2007 - 02.2017

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Vicky Hurst