Sonya P. Email and Phone Number

HR Coordinator & Executive Assistant to CEO, CFO, Chief HR Officer, SVP, Quality & Food Safety & EVP of Manufacturing & Technology & General CounselFacilitating expense reconciliation and overseeing intricate travel arrangements on a global scale.Playing a pivotal role in the onboarding process for new hires, including scheduling interviews, coordinating workplace preparation sessions, and assembling new hire packages with up-to-date HR documentation.Coordinating all aspects of board meetings, including travel arrangements, presentations, and maintenance of board materials.Providing meticulous organization and time management support for multiple executives, ensuring seamless coordination of schedules and commitments.Producing and submitting comprehensive reports on HR activities to facilitate informed decision-making.Managing simultaneous Town Hall meetings across three locations, ensuring flawless execution and seamless communication.Supporting orientation and onboarding programs to foster a welcoming and productive work environment for new employees.Serving as a liaison for Pennsylvania & Ennis, TX plants, facilitating effective communication and collaboration between departments.Overseeing office layout seating arrangements and changes to optimize efficiency and collaboration.Coordinating volunteer event programs and organizing team-building events to promote staff engagement and morale.Undertaking various ad hoc projects and providing general administrative support as needed. In this multifaceted role, I am committed to upholding the highest standards of professionalism and efficiency while supporting the strategic objectives of the executive team and the organization as a whole.

Meticulous calendar management for the Chief Operating Officer, ensuring efficient scheduling and coordination of commitments.Facilitating complex global travel arrangements, demonstrating keen attention to detail and logistical expertise.Conducting thorough expense reconciliations to ensure accuracy and compliance with company policies.Spearheading event planning initiatives, overseeing logistics, and ensuring seamless execution to uphold the organization's standards of excellence.Managing donation request fulfillments and coordinating sponsorship meetings, fostering positive relationships with stakeholders.Providing invaluable support for ChristKindlMart setup and display arrangements, contributing to the success of the event.Representing the organization at non-profit events by manning various AQ tables, effectively communicating its mission and objectives.Capturing comprehensive meeting minutes and disseminating them promptly, contributing to effective communication and decision-making processes.Serving as a liaison for celebrity sponsorships and requests, maintaining a database of sponsors, and managing related correspondence with professionalism and discretion.

Initiated Capital Projects: Developed new capital projects for expenditure requests related to electricity distribution and transmission.Enhanced Cost Tracking: Established new cost collecting numbers through efficient operations and maintenance practices.Project Funding Optimization: Updated and managed various expenditure projects to secure funding for Pennsylvania state initiatives.Streamlined Processes: Facilitated 1219 processing and provided support for miscellaneous billing activities using MS Excel and BMI.Field Work Coordination: Modified and updated field work orders via Asset Suite.Effective Communication: Corresponded daily with executives at different levels within PPL regarding accounting requests.Organized Documentation: Created and maintained a filing system, ensuring accurate project records.Budget Management: Developed and managed Cost Collecting Numbers (CCNs) for various budgets.Project Identification: Generated project IDs using the Business Management Information System (BMI).Expenditure Approval: Reviewed and approved various expenditure requests and projects via SharePoint.Ad Hoc Billing Support: Addressed billing-related requests promptly and efficiently.

Calendar Management: Skillfully maintained the calendars of both executives using MS Outlook, coordinating meetings, appointments, and travel schedules.Global Travel Coordination: Orchestrated extensive international and domestic travel arrangements for the executives, meticulously handling logistics, securing travel visas, and ensuring smooth itineraries.Expense Management: Received, processed, and meticulously filed expense reports across various currencies using Concur, maintaining accuracy and compliance.Contract Administration: Edited, proofread, and distributed essential documents such as Non-Disclosure Agreements (NDAs), Memorandums of Understanding (MoU’s), and press releases for our esteemed global clientele.Logistics and Event Coordination:Coordinated in-house and client meetings, including conference room setup, technical equipment, and supplies. Secured catering arrangements for various events, ensuring seamless execution.Managed groundbreaking events for the new MBUSA location, leaving a lasting impression.Personal Support and Office Management:Provided discreet personal support to both executives, handling sensitive matters with utmost confidentiality.Prepared client correspondence and executed general administrative duties.Stakeholder Engagement and Media Relations:Worked closely with high-level clients, journalists, celebrities, and politicians.Managed confidential issues and orchestrated events with various media outlets.Created and distributed weekly reports for departmental review.Internal Communication and Diversity Initiatives:Produced a daily newsletter for all MBUSA employees, fostering engagement and transparency.Assisted in promoting diversity, equity, and inclusion standards within the PR function.Collaborated with Atlanta organizations to establish partnerships, sponsorships, and corporate giveback initiatives. Volunteered with local organizations, contributing to community well-being.

Executive Assistant to CEO, North America, Chief Strategy Officer, North America, Executive Director, Verbal Identity & Executive Director, Global Brand Engineer, StrategyCalendar Management & Travel Coordination:Skillfully maintained executives’ calendars via MS Outlook, orchestrating meetings, appointments, and travel schedules.Expertly booked extensive international & domestic travel, including securing travel visas, optimizing itineraries, & ensuring smooth logistics.Expense Management & Office Efficiency:Received, meticulously processed, & filed travel expenses & additional office-related costs.Coordinated catering for various client meetings, meticulously handling conference room setup, technical equipment, & other logistics.Billing Accuracy & Time Tracking:Maintained coded time sheets for all executives, ensuring precise and timely billing for clients.Conducted thorough research on potential clients, new hires, C-Level Executives, & acquisitions, providing valuable insights.Strategic Collaboration and Event Coordination:Actively participated in brainstorming pitch sessions for potential clients, contributing to business development.Served as the Event Planning Coordinator for guest speakers, holiday parties, and in-house staff events, ensuring seamless execution.Prepared meticulously for guest speakers and new hire orientations, leaving a lasting impression.Personal Support & Confidentiality:Provided discreet personal support to all executives, handling diverse tasks like errands, catering, childcare reimbursements, and insurance claims.Ensured confidentiality and professionalism in all interactions.Effective Communication and Document Management:Prepared, proofread, & edited client correspondence, including announcements, press releases, & event-related materials.Maintained impeccable records and facilitated seamless communication.Backup Support & Adaptability:Offered backup assistance to other EA's demonstrating flexibility & teamwork.

Executive Assistant to CMO, EVP, Brand Marketing, President / Global Sales & VP, Corporate CommunicationsProvided high level administrative support to CMO, President of Global Sales, VP, Corporate Communications & EVP, Brand Marketing and their teams, provided backup support to Office Manager; assisted with office relocation, researched cost efficient movers, supply companies and additional vendors, scheduling packing dates with least amount of disruption for employees, transition from shared space to sole office space, leased new office equipment & was primary liaison with new building staff, facilities manager etc.; maintained several Outlook calendars for all executives as well conference room calendars; arranged heavy global travel bookings via Concur; proficient with XM Expense Reporting System; provided catering for various client meetings; worked closely with celebrity clients; coordinated all weekly team work sessions and off-site meetings including reservations for lunch and additional support at various locations; assisted with brainstorming for advertising and new launches; conducted extensive internet research on competitors and acquisitions, reported findings to CMO weekly; acted as a liaison and maintained open lines of communication between EVP and other senior and C level executives

Executive Assistant to Chief Creative Officer and Chief Strategy OfficerProvided high level administrative support to both executives and maintained busy calendar scheduling for both; coordinated all client and internal meetings; served as the second assistant to CEO of New York office; Proficient in GERS Expensing system; organized all weekly staff meetings, creative department meetings, planning department meetings and more; arranged catering and off-site set-up of various events (department outings, company events and holiday parties); coordinated extensive global/domestic travel for both executives; prepared PPT slides for various pitches and client presentations; provided research for Lenovo pitch and other client projects: JC Penny, Frye Boots and Olay; assisted with company-wide health fair and spa day two years in a row

Executive Assistant to Executive GroupProvided high level support for eight members of the Executive Group; maintained calendars for all members; coordinated client and internal meetings for all members: Chief Client Services Officer, Chief Growth Officer, Chief Operating Officer, Chief Experience Officer, SVP Corporate Communications, SVP Production, EVP Strategic Services & Chief Technology Officer; second Executive Assistant to Robert Greenberg, Chairman & CEO of RGA; coordinated extensive travel arrangements for all E. G. members (Domestic and International); prepared all expense reports for Executive Group members and other senior level executives for a total of 19 people via Concur travel; performed annual budget analysis research for EVP of Strategic Services and Director of Research; performed extensive research for global pitches which included companies but was not limited to. Nokia Global, MasterCard and Saudi Bank; point person for organizing annual off-site and annual holiday party for entire agency four years in a row; coordinated weekly meetings for Corporate Communication, Production, Client Services and Strategic Services departments (booked presenters, topic research, catering etc.); coordinated all video conferences between US and UK offices weekly

Office Manager/Executive AssistantProvided support to six-members of the executive staff in a very fast-paced environment; coordinated client and staff meetings; heavy calendar management for the President/Partner of the New York office; logistical arrangements and necessary support on an as-needed basis; maintained all daily office operations including but not limited to management of the facility, furnishing and office equipment; coordinated and supervised security planning for vendor/contractor jobs on company property with the expectation that the highest level of security be provided; managed some Human Capital benefits which included completing all new enrollments, changes, updates, hiring and terminations; responsible for review of monthly invoices from all benefit carries and process all invoices for payment; research venues, vendors and organize holiday events for the NY office; performed general administrative duties for two senior level executives

Executive Assistant to Director of Academic Affairs & Investigational Pharmacology & Director of Clinical Research, Data Coordinating & Analysis Center (Interventional Cardiologists) Set up and maintained electronic calendar for both DirectorsBooked extensive worldwide travel arrangements, hotel rooms, car rentals and personal activitiesRoutinely maintained invoices/honoraria for all speeches, lectures, symposiums, conferences & presentations.Managed confidential patient informationArranged some domestic travel for Transcatheter Therapeutic Annual ConferenceCommunicated with Medical Assistants from hospital to coordinate schedules for both doctorsGeneral office duties