Nathalie Mancebo

Detail-oriented Administrative Assistant with 7+ years of experience optimizing executive support and driving operational efficiency. Proven ability to manage complex calendars, coordinate high-stakes projects, and implement process improvements. Skilled in streamlining administrative operations, managing communication channels, and utilizing CRM systems.

Eager to leverage extensive experience in executive coordination and project management to enhance operational workflows and support client communications at VASL.

Administrative Assistant/Project Coordinator - Healthfirst - New York

(2017-01)

• Managed and prioritized VP calendars, optimizing meeting schedules and streamlining daily operations for enhanced efficiency.
• Developed comprehensive job aids and process documentation, improving team communication and ensuring clarity across departmental procedures.
• Monitored task progress and analyzed performance data to optimize outcomes and drive continuous improvement.
• Streamlined administrative operations by implementing digital tracking systems for VPs' calendars, departmental tasks, and employee records, enhancing operational efficiency.
• Led multiple corporate renovation projects, managing space planning, coordinating with stakeholders, and maintaining project documentation within budget constraints.
• Developed comprehensive IT service recovery plans and standardized incident management procedures, strengthening departmental resilience and response protocols.
• Created and maintained detailed process documentation, job aids, and formal communications, ensuring consistent departmental operations and knowledge transfer.
• Partnered with IT teams to establish project milestones, track resource allocation, and generate performance reports for leadership decision-making.
• Spearheaded cross-functional process optimization initiatives, identifying bottlenecks and implementing digital solutions to enhance departmental workflow efficiency.

Executive Coordinator - eCaring - New York

(2016-07 - 2017-01)

• Managed executive calendars, facilitated new employee onboarding, coordinated travel arrangements, processed expense reports, and handled invoice payments.
• Reviewed incoming correspondence, initiated actions for appropriate follow-up, and monitored issues to ensure timely resolution.
• Organized office and building relocations, coordinating logistics and managing the onboarding process for new staff.
• Orchestrated internal events for up to 150 attendees, encompassing planning, scheduling, invitations, and budget management.
• Supported group administration by maintaining organizational charts, updating distribution lists, and scheduling organization-wide meetings, including town halls and webcasts.
• Managed multiple complex issues and projects concurrently under strict time constraints.
• Ensured supervisor productivity and adherence to deadlines by maintaining organization and focus, while providing support to other leadership team members as needed.

Executive Assistant - Continental Stock Transfer & Trust Company - New York

(2015-06 - 2016-06)

• Presided over a complex and dynamic calendar, adeptly prioritizing and rescheduling appointments as required.
• Executed seamless coordination of corporate and client events of varying scales, managing invitation lists, RSVPs, catering, and on-site presence.
• Administered event ticketing and client ticket allocations for sporting events and musicals, overseeing the invitation process, ticket distribution, and attendance tracking.
• Processed all executive and direct report expenses and reimbursements using Concur, and arranged detailed travel itineraries for client visits and roadshows.
• Served as the primary point of contact for all matters pertaining to the Executive.
• Represented the Executive in conference calls to optimize his time and advance objectives.
• Addressed approximately 40% of personal matters for the Executive and his family, including insurance filings, visa applications, bill payments, and travel reservations.
• Initiated, coordinated, and successfully tested a departmental emergency call tree for approximately 200 employees.

Executive Assistant to Onsite Manager - International Business Center - New York

(2011-05 - 2012-05)

• Screened and prioritized all incoming correspondence and telephone calls for the Deputy CFO, determining appropriate action.
• Authored draft responses and provided replies to inquiries.
• Managed the Deputy CFO's calendar, ensuring all regular meetings, appointments, and conferences were scheduled and that necessary briefing materials were provided.
• Delivered comprehensive administrative support, including taking meeting minutes, handling mail, preparing spreadsheets and presentations, proofreading documents, and processing invoices.
• Scheduled a high volume of meetings across global time zones with senior executives and clients, making independent decisions to reschedule, postpone, or relocate meetings as needed.
• Coordinated complex international travel arrangements, meticulously considering preferences, budgets, time constraints, and time zone differences.
• Proactively organized meeting room logistics, equipment arrangements, catering, and material distribution for scheduled events.
• Monitored action plans, coordinated project activities, and alerted project managers to impending deadlines.
• Executed routine administrative approvals on behalf of the Deputy CFO, including Fieldglass, Concur, Arriba, and certifications.
• Provided guidance and direction to six (6) direct reporting assistants and assisted with assigned special projects.