Gwenn Pietrantoni Email & Phone Number

White Plains, Ny, Us

Armonk, New York

White Plains, New York

White Plains, Ny

• Effectively support Executive Vice President and COO’s day to day activities by managing calendar, drafting correspondence, making travel arrangements and handling incoming calls, prioritizing issues that need the COO’s attention, thereby freeing COO to focus on non-administrative priorities. Quickly established key relationships to ensure smooth running of COO office.• Coordinate and set up high-level conference calls and management meetings and take minutes. Successfully organize all aspects of larger meetings with internal and external attendees. Work closely with Meeting Planning to secure venue and accommodations where necessary. Arrange all ground transportation and meals. Obtain required material from each attendee and organize into a presentation.• Provide back-up administrative support to the President. Handle logistics for the quarterly Board of Trustees meeting. Manage Trustee and staff travel and assure each has needed hotel accommodations and ground transportation. Attend the meeting to help ensure smooth running. • Point of contact for Board of Trustees, handling inquiries or directing appropriately. Complete board members’ expense reports for March of Dimes related travel. Quickly mastered the Customer Relations Management System (CRM) to keep trustee information current. Revamped various staff lists, such as the Board of Trustee contact list to a more useful format and distribute as needed.

Enthusiastic, dedicated and highly organized professional administrative assistant with 14 years providing outstanding support to senior executives. Effective at partnering with all job levels to achieve common goals. Skilled at Microsoft Office and SAP. Proven track record of successfully handling special projects and proactive follow-through.

White Plains, Ny

• Managed VP calendar, set up international meetings, video conferences and WebEx’s with multiple participants in various time zones.• Managed T&E for VP and 10 person team in an efficient and timely manner.• Monitored spending of T&E budget. Created Excel spreadsheet with up to date expense tracking information that kept VP informed of budget balance. Provided T&E budget information to executive for year end budget planning.• Designated T&E “super user.” Trained other administrative assistants on internal T&E and purchasing system, SAP.• Handled domestic and international travel for executive who averaged 15 domestic and international trips per year, as well as for three direct reports.• Served as initial point of contact with internal management team, deflecting volume of calls and questions directed to VP.• Created and maintained numerous PowerPoint presentations for global management use.• Partnered with Global Editorial Director and Executive Editor to assist with product approval process by ensuring product submissions and contracted grant of rights were consistent.• Teamed with legal to approve one-off third party rights requests.• Procured, organized and distributed office supplies and business cards. Tracked spending.

South Salem, Ny

• Managed calendar and made travel arrangements for busy VP level executive. • Prepared and submitted Field Sales Manager’s expense reports in a timely fashion.• Assisted in planning internal and external meetings. Coordinated calendars, located venues, communicated room set up, planned menus, created handouts and coordinated transportation. • Ran sales reports as needed using in house Data Warehouse system and Excel.• Special projects including mass mailings of letters, sales kits and customer gifts with multiple components.

Mt.Kisco, Ny

• Managed calendar, made travel arrangements, and coordinated itineraries for Zone VP.• Planned semi-annual zone meeting – located venue, arranged room set up and meals, obtained presentation materials, created handouts and arranged ground transportation for attendees.• Processed and approved T&E’s on behalf of VP for approximately 15 direct reports.• Ensured accurate and timely completion of numerous sales reports.• Served as point person for all field assignments, gathered information and ensured timely completion of projects.• Responsible for overall management of office. Coordinated office move: located office space, arranged for movers, office build out and installation of phone/computer equipment.

Elmsford, Ny

Interface between outside sales reps and managers and corporate headquarters. Interacted across multiple levels of management on a daily basis; set up meetings, managed travel arrangements and prepared presentations as needed. • Provided administrative support to National Sales Manager. Handled special projects for CEO, Executive Vice President and Senior Vice President.• Established and administered new hire procedure for all sales reps and sales managers including inter-departmental notification, offer letters, sending out new hire packages, ordering samples, computer equipment, phone lines and registration for in-house training. Administration of all sales personnel changes including salary, position and termination.• Coordinated training classes – booked instructors, prepared agenda, arranged meeting rooms, warehouse tours, travel for attendees and food for classes.• Planned off-site meetings – arranged for meeting facilities, meeting room equipment, room set-up, food, and worked with product department to secure necessary presentation materials.• Trade shows – secured hotel accommodations and coordinated with marketing to provide necessary product and catalogs at show.•Prepared monthly sales reports using Impromptu and Excel.