Theresa Thomas Email & Phone Number

Greater New York City Area

• Provide administrative support to two Senior Vice Presidents and a team of 6• Heavy calendar management, which include coordinating and scheduling meeting invites, working across 3 time zones.• Work as a team with internal and external executive assistants, scheduling and coordinating meetings for senior level management.• Coordinate domestic and international travel, and prepare all related travel expenses via People Soft.• Prepare materials, and attach documents to the meeting invite.• Security set up for visitor pre-registration• Coordinate and schedule luncheons, meetings, appointments; office space and conference rooms.• Interacted with all levels of management on a daily basis; established a warm professional environment for clients, vendors, and employees.• Screen and direct all incoming calls.• Meet, greet and escorted clients to the appropriate person, department, meeting or luncheon.• Treat all information with respect and complete confidentiality.• Bind presentation booklets for all meetings.

Greater New York City Area

• Heavy calendar management, requiring interaction with internal/external assistants to Coordinate, and schedule complex meetings;• Prepare email response, and send meeting invites via Outlook.• Arrange travel arrangements - including hotel accommodations, airline reservations, and rental cars.• Schedule conference rooms for small and large meetings, and order lunch.• Answered, and screened all in-coming calls; pre-register guests, and meet and greet guests and escort them to their destination.• Coordinate travel and ground transportation, and related expense reports.• Tracked attendance for over 75 employees and respond to questions.• Responds to regularly occurring requests for information.• Perform related duties as required

New York, Ny

Heavy calendar management, reading and responding to emails, sending out invites via Outlook. Schedule and coordinate video conference calls and in house meetings between NY and Albany. Coordinate backup support with the executive assistants in Albany. Answer and screen all incoming calls, and direct to the the proper individuals. Organize travel and related expense reports. Organize and maintain filing system. Maintain liaisons with State Official and Legislative personnel. Perform all related duties as required.

New York, Ny

Oversee the day to day responsibilities to ensure the office runs smoothly. • Reported to the President, 2 Vice Presidents, Director of Compliance, and 6 Managing Directors.• Prepared materials for meetings and conferences; reports, etc• Security set up for visitor pre-registration • Coordinated and scheduled luncheons, meetings, appointments; office space and conference rooms• Interacted with all levels of management on a daily basis; establish a warm professional environment for clients, vendors, and employees.• Screened and directed all incoming calls.• Meet, greet and escort clients to the appropriate person, department, meeting or luncheon.• Treated all information with respect and complete confidentiality.• Bind presentation booklets for all meetings.• Prepared and entered all expense reports using Concur

Reporting to the managing Director and Vice Presidents in the Global Procurement & African East Divisions.• Multi-tasking a host of personal, confidential and administrative duties for 2 Vice Presidents, Managing Director and a staff of 10.• A team player coordinating conferences, conventions with other Administrative Assistant in Florida, London, Paris and South Africa.• Responsible for heavy calls and calendar scheduling, and presentations.• Scheduled in-house and external interviews for various departments.• Bind presentation books for all meetings.• Planned and coordinated video-conference rooms, luncheons for meetings, conventions, and presentations.• Used Ariba for employees comparing product for other companies like product comparison.• General office responsibilities including filing, faxing, photocopying, scanning, processing mail, messenger and express packages.• Reputation for dependability, honesty, dedication and enthusiasm.• Provided premium service to both internal and external customers.• Greeted callers, visitors, vendors; and suppliers; handle inquiries and direct individuals to the appropriate person or department.• Prepared T&E reports, travel arrangements, and luncheons, and meetings using Concur.• Arranged and coordinated hotel accommodations, transportation, and emailed itineraries to employees traveling to NY from abroad.

Scheduled and coordinated appointments for consultants; reserved conference rooms for meetings and luncheons.• Provided customer service support to the domestic and international employees via telephone, memo, or email.• Entered employee's confidential profiles into the database.• Responsible for calling the in-house travel department for domestic and international price quotes on a daily basis.• Assigned new case numbers for employees; charged incoming invoices to the appropriate department charge code for billing purposes.• Maintained payroll and tracking systems for employee's relocation checks; prepared and tracked expenses for T&E reports.• Attended weekly staff meetings to monitor current employee caseload, and to discuss office procedures and policies.