Executive Administrator

Dictation and transcribe. Manage external contacts for CEO, track of periodic communication needed for priority contacts. Develop and maintain an internal client filing system. Coordinate client visits, company special events and other functions. Frequently use word processing, spreadsheet, database and presentation software. Locate and attach appropriate files to incoming correspondence requiring replies.Process travel expenses and reimbursements. Conduct research to prepare, gather materials, agendas and decks for all meetings.

Main point of contact between client’s owner & speech therapists ensuring they both receive the highest-standard level of customer service. Manage wide variety of customer service & administrative tasks to resolve client’s questions quickly.Make and receive phone calls addressing client’s inquiries, solving problems and providing them with detailed information.Handle daily heavy flow of paperwork for clients and therapists including emails and calendar. Work closely with speech therapists to manage their calendars. Keep detailed records of client’s inquiries, comments or complaints. Follow up & interact with clients on a daily basis to ensure they are completely satisfied.

Managed busy calendars, independently schedule appointments, review invitees, collect materials and prepared executives for meetings.Followed-up on action items with direct reports on behalf of Executives.Acted as a liaison with internal and external contacts globally.Provided support and direction to other clerical and administrative support staff.Answered telephones and questions of internal partners, or redirect them to the appropriate persons.Arranged complex and detailed travel plans and itineraries, compile documents for travel-related meetings, prepare and track expense reports.Composed and prepare confidential correspondence, reports, and other complex documentsAssisted in planning of non-profit sponsorship events which include all logistics, handouts, budget, presentations and packaging materials.Ordered supplies, and maintain equipment needs for over 500 employees in Human Resources.Assisted with sorting, prioritization and disposition of incoming calls and correspondence (email and postal mail), responding independently.Arranged programs, events, conferences by arranging for facilities and caterer, issuing information or invitations, coordinate speakers, and control event budget.Handled and maintain files and other confidential information with sensitivity and discretion.Assisted with Executives personal matters.Worked diligently with Chief of staff on office moves, budgets and other projects.

Managed payroll and benefits for employees. Facilities management. Managed the CEO\'s complex and frequently changing travel arrangements Coordinated dealer visitations, company special events and other employee morale functions. Developed and maintained an internal client filing system. Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forums. Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination. Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings. Handled all CEO\'s personal matters. (vacations, gift buying, properties, banking).

Responsible for Administrative and Personal assistant function as well as Human Resources & financial activities Interacted with high end investors while President traveled frequentlyEfficiently managed confidential business and personal files for President and CEO Supervised administrative staff & monitored work flowMonitored inventory, ordered office supplies and managed all shipping and receiving Planned and executed all meetings and corporate eventsCoordinated international and domestic travel arrangements & processed travel expense reports for President Direct bank and budget activities which included and were not limited to the handling of all deposits, withdrawals, wires, transfers and monthly reconciliations both personal and business maintained in QuickBooks System, processed daily payments of vendor invoices with electronic check writing Prepared and processed employee payroll Interacted and negotiated with local service providers and attorneys to coordinate communications, legal needs and all office contracts Performed a variety of human resource duties including but not limited to administration of employee medical, dental, life, disability, 401K benefits and processing of new hires and termination paperwork Assisted with wide range of President’s personal scheduling i.e. medical appointments, children’s appointments and errands i.e. shopping as needed Screened, interviewed and supervised President’s household staff Negotiated with designers/decorators and builders to coordinate President’s numerous properties Coordinated personal family events i.e. vacations, scheduled yachts, jets and propertiesHandled all personal and confidential matters for President