Executive Assistant

Posted on: 2009-05-22

PROFESSIONAL EXPERIENCE Temporary assignments booked through Career Group and Pacific Placement, San Francisco, CA Mar 2008 – Present WILLIAMS SONOMA, Executive Assistant to VP Catalog & Internet Merchandising • Calendaring, retrieving retail and sales reports from WS database; Managed expense reports. VECTOR CAPITAL, Executive Assistant to Partner, Principal and COO • Handled complex travel/ appointment schedules, international conference calls. Updated client fund database. • Organized MBA student interviews with Harvard, Stanford and Wharton. Prepared PowerPoint presentations. PIXAR ANIMATION FILMS, Management Assistant to Senior Producer on Toy Story 3 • Performed complex administrative duties in a fast-paced environment with conflicting priorities: calendaring, travel, expenses. URS CORPORATION, Executive Assistant to CFO/ CEO • Managed calendar and travel on corporate jet. Prepared documents for quarterly board meetings. STONE YAMASHITA PARTNERS, INC., San Francisco, CA Mar 2006 – Mar 2007 Executive Assistant to Chairman • Drafted/ proofread written responses, handled correspondence not requiring personal attention of the executive. • Maintained calendar and complex travel schedule/ expense reports. Kept the Chairman on track. • Prepared and tracked materials: graphics, exercises and documents for client summits/ speaking engagements. • Managed New York corporate apartment: coordinated renovations, magazine/ press layouts. Booking of guests. CHRISTIE\'S, New York, NY Dec 2004 – Feb 2006 Executive Assistant to Deputy Chairman, Asia and Americas • Managed extensive worldwide travel and heavy calendar. Expense reports. • Assisted consignors and buyers in navigating sale process: including inbound & outbound shipping: paperwork follow through and payment, for bi-annual Chinese Works of Art sales in NY/ London/ Hong Kong. • Managed client accounts. Supported business-getting efforts by following up on consignments & appraisals. Majority of clients being Pri 1 out of 4, i.e., the highest grade based on activity and value. • Managed client files: schedules (estimates, reserves, terms) contracts; Private Treaty agreements. CONDÉ NAST PUBLICATIONS, New York, NY Jan 2000 – Jun 2004 Promoted to Manager of SHOP.STYLE.COM at Condé Nast 02/04 – 06/04 • Wrote and edited Merchant Vendor Help Guide for upcoming launch of new fashion shopping website. • Created Merchant Agreement/ template document. Created and maintained master calendar of rotating shop schedule. • Negotiated and drafted comprehensive merchant payment gateway contract for the acceptance of on-line credit card transactions; facilitated & tracked vendor’s approval throughout process. Generated all correspondence and liaison between all parties. • Managed and followed through with vendor’s store in preparation, for timely delivery of graphics & copy for upcoming deadlines. • Created and executed building on-line version of merchant stores. Promoted to Executive Assistant to the President of Condé Nast Digital - Internet unit of Condé Nast 04/00 – 06/04 • Coordinated and scheduled : executive meetings, complex travel itineries, conference calls, business meals. Organized off-site company events: national sales meeting/ holiday parties. • Gathered Internet research & data for internal/ external meetings. Maintained confidentiality of sensitive documents/ correspondence. • Epicurious.com: Researched and wrote chef biographies published on-line, developed hed & deks (headlines). Edited content from Bon Appétit and Gourmet magazines for on-line site. Monitored forums. • Swoon.com: Produced top rated on-line relationship website. Edited/ proofread reformatted content. Responded to inbound email. • Managed copyeditor and astrologist. Trouble-shot production issues - knowledge of HTML. Executive Assistant to the Publisher of Details Magazine - Condé Nast 01/00 – 03/00 • Scheduled and maintained full calendar, produced travel itineraries and expense reports. • Created PowerPoint sales and marketing presentations. • Liaison between Publisher, Condé Nast corporate officers, Editor-in-Chief & national Advertising Sales staff. * The magazine was shut down that March and relaunched a few months later under another division. COMPUTER SKILLS PC and Mac proficient. Microsoft Word, Excel, PowerPoint. Outlook, Lotus Notes, Internet Explorer EDUCATION B.A., Simmons College, Boston - Major: Management VOLUNTEER WORK San Francisco: Little Brothers Friends of the Elderly, New York Cares