Maria Medina Email and Phone Number

An independent self-taught Makeup Artist whose love for the craft shows in every completed project and face. Handle Makeup Artistry with expertise; also collaborate with clients, photographers, models and brides in a truly professional manner.

Provide administrative and office support to the Media & Public Relations team.

• Manage Outlook calendar and handle all scheduling matters. Coordinate, update and communicate any meeting request changes/conflicts that occur on a daily basis.• Organize daily flow. Prepare and manage any correspondence, reports, presentations and files. Maintain an efficient filing system.• Provide the needed administrative support to ensure effective and efficient meetings. Prepare agendas. Gather and organize meeting materials in advance.• Arrange detailed executive domestic travel in the U.S.• Support team on all launches, media relations, editorial meetings and high call volume into the Public Affairs main line.• Maintain contract/agreements and purchase order requisitions for all outside vendors and consultants.• Interact with Procurement and A/P to submit all invoices for approvals/payments in SciQuest. • Organize, maintain and manage cost center budgets for the entire department. Generate monthly expense summary and quarterly variance reports in Financial Reporting System: COGNOS.• Process payroll for 48 staff members through MSK’s Intranet Time System.• Generate and manage employee and position transactions in CONNECT including transfers, job title and rank changes, creating new positions, recruiting requisitions and processing job eliminations.• Responsible for new and current FTE’s, temps and in-house consultants office maintenance, moves, tech requirements and troubleshooting (PC, MAC, Blackberry, iPhone, laptops and printers), new and current phone line installations/moves.• Handle all office and facilities inquiries, projects, renovations (construction and furniture) and general office maintenance.

Provide a wide range of high level, confidential executive support to the CEO/SVP, two VPs and one AVP.Coordinate budget for the executive cost centers and oversee all expense reports before approval.Manage and organize all preparation for HEIS executive meetings, strategic reviews and communications.Arrange detailed executive domestic travel in the U.S. and internationally in Latin America.Responsible for extensive high-profile client, internal team meetings, coordinate all internal/external logistics.Maintain attendance records contracts for vendors and consultants, and extensive executive files.Uphold a daily calendar of events/ Schedule weekly appointments and meetings.

Provide an intense level of support to the SVP of ALO along with his direct reports, two VP’s, 3 AVP’s and Chief of Staff.Appointed Security Liaison for entire department (300+ employees); approved access for various confidential systems, ordered all pc/tech/BlackBerry equipment and handled related tech issues.Responsible for Visa Purchasing Card and all office supplier management via ARIBA procurement.Handled all logistic for on boarding new and internal employees, office moves and paperwork for job eliminations.Coordinated all internal departmental promotions; celebratory gifts and communications.Managed all internal/external logistics for corporate and investment committee meetings.Organize special events, i.e., luncheons, celebrations, interviews and off-site meetings.Supervise administrative operations for office; handle human resource issues, including interviewing, employee problems and resolutions.Submit budget accruals for the department on a monthly basis.Process an extensive amount of invoices, related office expenses and travel expense reporting via SAP.Track and review incoming and outgoing correspondence and reports. Route appropriately; draft responses where necessary.Coordinate a wide range of itineraries for all domestic and international travel via NYL Travel and Virtually There.Make frequent hotel and private car reservations with numerous last minute changes.

Coordinate instructor-led diversity training for Officers and Directors—logistics, materials, reminders, communications, and follow-ups.Track and update diversity training participants on an Excel spreadsheet. Transcribe written feedback forms onto a Word template.Coordinate collection of diversity metrics from HR MIS, Retail, Corporate Staffing, Employee Relations and compile summary review.Analyze and revise diversity survey and focus group results.Manage Executive Leadership Council (ELC) Annual Dinner & Gala with 20 participants.Coordinate special events with the Women’s Bond Club (WBC), NESC, MAN Inc., Jackie Robinson Foundation, & Alvin Ailey.Organize special events, i.e., luncheons, celebrations, interviews and off-site meetings.Maintain daily calendar of events/ Schedule daily appointments and meetings, payment of invoices and related office expenses via Lotus Notes Disbursement Warrants databaseSubmit budget accruals for the department on a monthly basis.Track incoming and outgoing correspondence and reports. Review and route as appropriate; draft responses where necessary. Coordinate itineraries for domestic and international travel.Make frequent hotel and private car reservations.Process and track expense reports, reimbursements, personnel records, attendance, salary actions and performance evaluations,

Supported two Account Operations Manager and two Supervisors.Maintained daily calendar of events/ Scheduled appointments and meetings.Prepared expense reports and tracked reimbursements.Processed Accounts Payable invoices.Produced client mailings using Microsoft Word mail merge tool.Coordinated itineraries for domestic and international travel.Made hotel and private car reservations when necessary.Communicated with internal and external clients via e-mail, voicemail, fax and telephone on all issues of production.Presentation Specialist – formatting and troubleshooting of all PowerPoint, Excel and Word presentations for production.Served as the first line, client service interface and as the initial problem solver for client issues.Knew all aspects of financial printing, production techniques, and terminology.Made management aware of supply inventory, machine and human resource requirements for large projects.Troubleshoot and answer general questions regarding Goldman Sachs client presentations.Proven competence in leadership, problem-solving and conflict resolution through effective staff training, coaching and motivation.Performed receptionist duties and answered a high volume of telephone calls for two Account Managers and a Director.