Executive Assistant Office Manager

XINHUA GABRIEL C-Level Administrative Professional with PM experience

Email:ad8k46@r.postjobfree.com Mobile: 203-***-**** ESSENTIAL SKILLS

*High emotional intelligence quotient *Cultural catalyst *Tech-savvy

*Relationship-builder *Eagerness to learn *Exceptional organizational skills

*Collegial rapport *Outstanding collaborative skills *Highly adaptable

*Excellent communication skills *Calm demeanor/work well under pressure PROFESSIONAL EXPERIENCE

Executive Assistant to CEO & C-Level Executive Team February 2023 - April 2024 Protos Security Norwalk, CT

Assisted executives at this M&A-focused firm by managing diverse tasks across 15+ entities, collaborating with Investment Bankers, and supporting management in making informed and timely decisions to ensure smooth operations and strong leadership. Key responsibilities included:

● Provided comprehensive administrative support by efficiently handling expenses reporting, procuring office supplies, and managing ad-hoc duties until an Office Manager was hired. This ensured streamlined executive and office workflows.

● Expertly coordinated managed dynamic calendars for CEO and Executive Team. Scheduled professional and personal appointments, meetings, and events while deftly prioritizing conflicting demands to align schedules with the company’s strategic objectives.

● Oversaw all corporate communications including emails, announcements, and correspondence. Ensured priority messages were delivered promptly and efficiently across the organization.

● Facilitated seamless travel logistics for executives by meticulously planning multi-leg flights, accommodations, ground transportation, and detailed calendared itineraries. Carefully considered time zones, travel preferences, and potential schedule conflicts.

● Thoroughly prepared for meetings by compiling materials, drafting agendas, and creating presentations. Attended meetings to take comprehensive minutes, track action items, and ensure follow-up on key decisions within the Executive Team. Curated catering with a balanced mix of healthy and traditional food options with elegant presentation.

● Organized maintained confidential information, documents, and files using secure digital tools and systems for efficient retrieval and robust data protection.

● Provided project management support for executive-led initiatives by coordinating tasks, tracking progress, conducting in-depth research, and serving as a liaison with stakeholders to ensure deadlines were met and objectives achieved.

● Cultivated and maintained positive relationships with internal and external stakeholders, including board members, clients, vendors, and other executives. Represented the organization with utmost professionalism and discretion.

● Demonstrated expertise in event planning and execution by successfully directing and coordinating two events - a post-acquisition celebration in Manhattan and an annual holiday party in Norwalk, CT. Collaborated seamlessly with the CFO and various vendors to oversee all aspects of the events, including venue, catering, entertainment, audio/visual requirement, decor, and crafting an exceptional guest experience. Managed logistics efficiently while ensuring adherence to budgetary constraints and maintaining company branding standards throughout the events.

● Proactively identified solutions, troubleshoot problems, and mitigated risks to support the executive’s goals and objectives. Anticipated potential challenges and addressed issues effectively to enable seamless operations. Project Manager (Part Time) February 2021 - Present UHNW Family at Confidential Greenwich, CT

● Conducte analytics, business research, vendor management, deal finalization, and new vendor cultivation for an ultra-high-net-worth family. Manage strategic projects including global healthcare product development. Coordinate external meetings, marketing campaigns, and report directly to the Founder. Executive Assistant / Project Manager August 2021 - December 2021 Maestro Financial Solutions Stamford, CT

● Provided daily administrative support to the Co-Founder, Partners, and backup coverage for Reception at Maestro, a firm serving high-net-worth individuals, families, new entrepreneurs, and owners of closely-held businesses by providing expert, bespoke financial and personalized wealth administration services. Managed ad-hoc projects, Board meetings, firm retreats, and created standardized Board meeting procedures/agendas. Conducted analytics, business research, troubleshooting, and resolved IV vendor issues. Set up new clients accounts, obtained confidential files, and prepared client billing.

Executive Assistant to Managing Directors January 2020 – January 2021 CBC Group Private Equity New York, NY

● Supported 3 Managing Directors at Asia’s largest healthcare-focused asset management firm, increasing productivity by 80% after resolving IT issues. Implemented COVID-19 return plan. Provided administrative/operational support with 24/7 availability. Scheduled complex meetings across time international time zones and coordinated logistically/financially sensible travel. Tracked expense reports and LP database. Assisted back-office operations and policy establishment during pandemic. Organized major healthcare conferences global fundraising road shows. Collaborated with global executive assistants to coordinate investor meetings worldwide.

Executive Assistant to Chief Executive Officer May 2018 – December 2019 StructureTech New York, Inc. New York, NY

● Provided comprehensive administrative and personal support to the CEO with 24/7 availability, at this prominent construction company in the luxury residential and commercial sectors of NY and NJ for completing projects efficiently, cost-effectively, and ahead of industry timelines. Acted as a gatekeeper, prioritizing requests and managing calendars. Arranged charity events, donations, and participated fundraising galas on behalf of the CEO/company. Coordinated complex international and domestic travel, preparing detailed itineraries. Liaised with prospects, clients, and senior staff to arrange meetings and calls. Processed expense reports and consulted with financial stakeholders. Excelled at self-directed work, meeting deadlines while handling multiple assignments.

Executive Assistant to Firm’s Partners November 2015 – May 2018 Robert A.M. Stern Architects New York, NY

● Provided comprehensive C-level administrative support to multiple Partners at the most prestigious architecture empire, serving as the primary liaison. Managed complex calendars, scheduled meetings, and seamlessly coordinated multi-leg international travel arrangements monthly. Processed expense reports, accounts receivable, and translated documents between Chinese and English for various purposes. Prepared confidential contracts, reports, and presentations. Organized Asia-based projects, managed client CRM, and conducted marketing research. Liaised with property management for project tours. Planned and executed a smooth office relocation, oversaw purging and packing efforts.

Office Assistant / Broker Assistant / Market Developer / Realtor April 2012 - October 2015 Real Living, Halstead, Advantage Realty Greenwich, CT

● Supported office operations, prepared marketing materials, and managed databases for listings, clients, and vendors. Developed markets, hosted open houses, and guided buyers/sellers through transactions from start to close, including preparing key documents. Maintained relationships with industry professionals across the country for referrals and collaborations.

EDUCATION, SKILLS & CERTIFICATIONS

New York Institute of Technology New York, NY – Master of Business Administration & Management Heilongjiang University Heilongjiang, China – Bachelor of Science, Accounting

● MS Office (Word, Excel, PowerPoint, Outlook, Teams, OneNote, Dynamics), Egencia, Expensify, Google Workspace, Deltek, AMEX Concur, nuTravel, OnBase, QuickBooks, Oracle, XCM, Practice CS, Zoom, Slack

● Fluent Mandarin; Notary Public - State of New York

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