Stephanie Stephan Email & Phone Number

Walnut Creek

Orinda, Ca

Support an office of 32 employees to ensure efficient daily functioning, including but not limited to, managing office assets, maintaining schedules for high level meetings, organizing daily employee meals, manage supply inventories, maintain relations with office vendors and maintenance. Aid with highly sensitive and confidential materials for CFO and Compliance Department. Plan and orchestrate Corporate gatherings, parties and weekend excursions.

Provide advanced Administrative Support to a team of Research Analysts. Manages projects requiring independent judgment,initiative and confidentiality. Demonstrates strong oral and written communication skills with an ability to effectively communicate atall levels of management. Main contact between San Francisco Office and New York Office overseeing facility, employees, local business accounts, facility asset organization, and all special project requests. Prepare invoices, documents, reports, spreadsheets, presentations, and compose letters/memos for Senior Analysts. Conduct extensive research and compose critical data for Senior Analysts in preparation for client meetings. Monitor and facilitate the distribution of Senior Analysts research notes. Manage the updates on multiple client's databases, distribution lists, and sensitive proprietary information. Maintain daily and monthly schedules of Senior Analysts which include complex travel arrangements, accommodations, meetings, impromptu changes, and arrange for all marketing material to reach destination where presentations are conducted. Audit and process expense reimbursement reports, perform calculations for reports and reconcile Barclays Visa statements each month. Facilitate the boarding process of all new hires within department.

Provided administrative support to Investment Bankers. Activities and duties required a high level of organization, expertise andexperience in planning and prioritizing tasks in addition to providing direct support for bankers. Demonstrated a positive,professional attitude and strong work ethic. Performed general office duties such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. Filed and retrieved corporate documents, records, and reports; researched and managed client database. Organized and coordinated client meetings, corporate travel (both domestic and internationally), and expense reimbursement reports. Maintained relations between the San Francisco Technology Group and the New York and London technology groups, as well as liaised between new business propositions and clients. Facilitated corporate gifts disbursement and organized and managed corporate events both internally and externally. Initiated and monitored production of temporary employees and developed and implemented interview process of new hires.

Assisted Regional Sales Director and team with the coordination of insurance policies. Responsible for, policy and operation entryand in-house employees and client education. Acted as connection between end users and technical employees. Initiated, reviewed, and maintained new accounts, input data for quote production, as well as established and maintained relationships with insurance brokers, underwriters and clients. Coordinated office outings, as well as organized and scheduled travel arrangements for the staff. Consistently maintained a high level of work accuracy in a dynamic and unpredictable work environment. Prepared insurance claim forms or related documents and reviewed for accuracy and completeness. Reviewed insurance policies to determine coverage.