VIVIAN V. NIEVES
Hackensack,NJ
Summary
Talented professional considered knowledgeable leader and dedicated problem solver. Brings 20+ years of valuable expertise to forward company objectives. Attentive to detail with experience in coordinating projects, programs and improvements.
Overview
21
21
years of professional experience
Work History
Administrative Assistant III
TJX Companies
New York, NY
02.2024 - Current
- Provides administrative support to the GMM of Merchandising and team of 7 VP, Marketing Managers, including scheduling meetings and managing heavy calendars.
- Organized and managed travel arrangements for the General Managing Director, including flights, hotels and transportation.
- Maintained calendar of appointments, meetings, events and tradeshows for Managing Director.
- Developed relationships with other departments within the organization in order to ensure smooth flow of communication between departments.
- Served as liaison between executive staff members and other departments and divisions within the organization.
- Attended weekly meetings with executive staff members; recorded meeting minutes accurately.
- Assisted with the planning of special events by arranging catering services, securing restaurants and ordering promotional materials.
- Composed reports, weekly team updates, emails, presentations and other written correspondence as required by management staff.
Coordinator, Diversity, Equity, & Inclusion
Major League Baseball
New York, NY
12.2020 - 09.2023
- Provided administrative support to the Vice President in areas such as preparing presentations, heavy calendar, travel, expenses and event contracts.
- Managed correspondence with 31 Major League Baseball Ballparks as well as external contacts.
- Ensure reasonable prioritization of projects and initiatives workflow is in line with the department’s overall strategic and financial objectives
- Plan and execute onsite and offsite meetings for DEI Team
- Represent senior management in meetings as necessary and prepare meeting summaries
- Prepare materials summarizing relevant information for senior management
- Establish and manage external partnerships and consultant relationships for project and program development
- Work closely with 9 Employee Resource Groups to plan and execute events, panels and run of show.
- Work with Diverse Business Partners to ensure the department was organized with promotional goods.
- Provide support, enhancing career development, and contributing to personal development in the work environment.
- Develop project plans including dependent tasks, timeline and resource needs, and to define implementation date(s) and phases
Executive Administrative Assistant
Major League Baseball
NEW YORK, NY
07.2009 - 12.2020
- Supported President and CEO of Tickets.com
- Experience with heavy calendar management, interaction with both internal and external executives and assistants and coordination of executive meetings
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Organized and coordinated conferences and monthly meetings in NY/CA
- Conserve executive’s time by reading, researching, and routing correspondence; drafting letters and documents and collecting information
- Maintain customer confidence and protect operations by keeping information confidential
- Manage finances and expenses
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Work closely with Finance Department in creating and maintaining an organized spreadsheet for all purchase order’s entered into the JDE system
- Organized envelopes, postage and mail correspondence for staff.
- Contribute in helping other departments with concur expenses and daily duties around the office.
- Prepared presentations, materials and documentation for use executives in meetings and engagements.
Executive Assistant, VP
REVLON
New York, NY
01.2009 - 04.2009
- Supported the SVP of Ad Sales, VP of Media & Communications, and VP of Public Relations
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Prepared monthly reports for Executive meetings and events.
- Managed all aspects of catering needs for special events hosted by the organization.
- Answered telephone calls from customers or clients providing assistance where necessary.
- Coordinated meeting and work schedules for staff teams and executives.
- Maintained confidential records and files related to executive operations.
Executive Assistant
HALLMARK CHANNEL
New York, NY
04.2008 - 07.2008
- Supported the EVP & SVP, of Advertising Sales
- Managed calendar, travel, expenses, meetings, presentations and all outgoing documents
- Live answering for all internal and external calls for EVP and SVP
- Responsible for running and creating Nielsen Overnight rating reports with daily distribution
- Organized and filed all competitive media for use of weekly Sales meetings
- Highly involved with Marketing group and special events.
- Created promotional materials including brochures, flyers, and emails to drive sales growth.
Administrative Assistant, Administrative Marketing Assistant
TURNER BROADCASTING, INC, TBS/TNT
NEW YORK, NY
12.2006 - 04.2008
- Supported the SVP, Marketing & Promotions
- Worked closely with market research and sales dept.
- Managed heavy calendar, travel, expenses, meetings, presentations and all outgoing documents
- Created and edited visual presentations in PowerPoint
- Acted as liaison with outside vendors and internal departments
- Assisted in special projects as needed
- Answered and directed incoming calls to appropriate party promptly and efficiently
- Provide back up support for other executive assistants., Managed Calendar and Travel– schedule, plan, and coordinate meetings
- Managed department supplies, gifts, and other routine items
- Administered PTO calendar, and prepared expense reports
- Helped coordinate both development and execution teams with daily duties
- Monitored and updated competitive reports in advertising and sales
- Acquired, gathered, and managed logistics of materials as needed for advertising, promotions, and product content, etc.
Team Assistant
TURNER BROADCASTING, INC
NEW YORK, NY
08.2004 - 12.2006
- Provided support to VP of Sales and Account Executive Team and Sales Planners
- Managed heavy calendar, travel, expenses, meetings, presentations and all outgoing documents
- Created and maintained an organized filing system for sales documents.
- Gathered data from customers regarding their needs and preferences.
- Answered and directed incoming calls to appropriate party promptly and efficiently
- Provide back up support for other executive assistants., Managed Calendar and Travel– schedule, plan, and coordinate meetings
- Monitored and updated competitive reports in advertising and sales
- Assisted in special projects as needed
Classifieds Manager
INSPIRE YOUR WORLD MAGAZINE
MILLBURN, NJ
01.2003 - 01.2005
- Assisted editor of Inspire Your World, first consumer magazine on volunteering & philanthropy with a circulation of 85,000+
- Schedule appointments and updated daily electronic calendar
- Researched & produced ads for bi-monthly national magazine
- Independently planned and directed advertising programs for ad sales team
- Interviewed and prepared assigned stories in layout form
- Gathered & organized media kits for potential clients
- Supported with special projects and advertisement displays for events.
Education
Bachelor of Arts - Communications/Advertising
Saint Peter’s University
Jersey City, NJ2002
Skills
- Coordination of Administrative Activities
- Office Supplies and Inventory
- Travel Arrangement Coordination
- Meeting Agenda Preparation
- Budgeting and Expense Reports
- Coordination of Administrative Activities
- Special Event Projects
Accomplishments
- Planned and executed monthly events with all 9 Employee Resource Groups (ERG's) to showcase and attract employee members.
- Created flyers and put together a project plan to ensure social media and internal communication strategy was in place for events.
Languages
Spanish
Professional
Timeline
Administrative Assistant III
TJX Companies
02.2024 - Current
Coordinator, Diversity, Equity, & Inclusion
Major League Baseball
12.2020 - 09.2023
Executive Administrative Assistant
Major League Baseball
07.2009 - 12.2020
Executive Assistant, VP
REVLON
01.2009 - 04.2009
Executive Assistant
HALLMARK CHANNEL
04.2008 - 07.2008
Administrative Assistant, Administrative Marketing Assistant
TURNER BROADCASTING, INC, TBS/TNT
12.2006 - 04.2008
Team Assistant
TURNER BROADCASTING, INC
08.2004 - 12.2006
Classifieds Manager
INSPIRE YOUR WORLD MAGAZINE
01.2003 - 01.2005
Bachelor of Arts - Communications/Advertising
Saint Peter’s University
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