Executive Assistant

• A highly organized and detail-oriented Executive Assistant with over 20 years' experience providing thorough and skillful administrative support to senior executives.
• Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals.
• Proficient with MS Office - Word, Excel, PowerPoint, MS Access, Concur, Oracle for expenses, QuickBooks, SharePoint, Skype for Business.

Executive Assistant to (5) VP's - VP Of Eng - Marketing, GVP, Product, VP Of Eng Commerce, VP Of Tech Planning
• Heavy calendaring
• Fast paced environment
• Working with different time zones across the East Coast
• Coordinate all travel logistics
• Coordinate all Town Hall Meetings.
• Coordinate internal and external meetings
• Input expense reports into oracle

• Supported CFO.
• Supported Sr. VP Investor Relations
• Maintained all travel expenses into concur.
• Coordinated internal and external meetings.

• Supported the Regional Managing Director.
• Coordinated and set up high-level conference calls, and management meetings, special events.
• Coordinated on boarding for all new hires.
• Coordinated all High Net worth client events.
• Meeting and Travel Support.
• Prepared weekly agendas, monthly agendas for meetings.

• Supported the Executive Office
• Facilitated meetings between Management and Suppliers/Internal Customers.
• Responsible for creating Purchase Requisition's and Purchase Orders.
• Handled and organized Leadership's calendar.
• Prepared monthly expense reports and sent to accounts payable for processing.
• Drafted letters, agendas and took meeting minutes.
• Created presentations for staff meetings.
• Managed conference room availability and bookings.
• Trained new administrative staff in departmental procedures.

• Supported the Managing Director.
• Handled heavy Calendaring and utilized Concur for expense reports.
• Client Relationship (CRM).
• Coordinated Internal and External meetings.

• Supported the Managing Director, Senior Associates
• Heavy calendaring, coordinated internal and external meetings
• Coordinated internal and external lunches, and dinners.
• Concur expense reporting consisting of hotel booking, car services, etc.
• Client Relationship Management (CRM)

• Supported the Assistant Controller
• Handled expense reporting using Concur.
• Set-up WebEx; set-up internal and external meetings.
• Provided executive support, department administration including procurement, facilities issues and events.

• Executive support to Public Affairs Officer, Communications Manager, and Government Affairs Director.
• Created MS PowerPoint presentations and MS Excel reports.
• Maintained Executive Office calendar.
• Handled all aspects of Board meetings set-up and coordination
• Coordinated WebEx meetings.
• Screened and answered calls, emails, and correspondence with professionalism and in a timely manner.
• As Office Manager oversaw facilities, vendor relations, office moves
• Planned and coordinated departmental events (parties, volunteer activities, dinners and off-site meetings).
• Provided AP support; ensured timely payment of invoices, credit cards
• Maintained PTO calendar for team.
• Created travel authorizations for team.
• In charge of expense reporting and petty cash reimbursement.
• Maintained budget for the team.  People soft experience.

• Provided executive support to 3 SVPs, and Co-Chairman.
• Heavy calendaring, meetings, conferences, and travel arrangements (Outlook).
• Prepared and processed expense reports in Expense wire.
• Coordinated WebEx, teleconferences.
• Coordinated heavy travel arrangements.
• Prepared agenda items for monthly board meetings.
• Maintained document management filesite.
• Organizing all Board packets, agenda items, action items.
• Utilized SharePoint.

Executive Assistant to Co-Chairman

Executive Assistant to (Regional Director)
Client: PG&E Executive Assistant to (PMO Officer with 300 direct reports)
Client: Kaiser Permanente - Executive Assistant to (Director of Patient Safety Risk Management)
Client: Protelux Biotech - Executive Assistant to (Chief Medical Officer)
Client: Athens Plumbing & Heating- Office Manager
• Managed all executive level administrative tasks that includes conference calls, meetings and arrangement of travel.
• Provided information to incoming calls and respond to internal requests on timely manner.
• Helped in development of reports and presentations of executive levels.
• Utilized Concur for Expense Reporting.
• Utilized QuickBooks to maintained company's financials.
• Ran Payroll, QuickBooks, ADP, Workers Compensation duties.
• Managed office facilities, performed general clerical tasks and administrative duties.
• Maintained monthly reports and distributed them on a regular schedule.
• Always maintained a high degree of confidentiality.
• Built and maintained relationships with vendors.

• EA to CEO, CFO, and Director of IT&T Telecom Business Unit; Personal Assistant to CEO
• Handled all aspects of board meetings set-up and coordination.
• Handled a variety of Human Resources functions.
• Provided support for CEO, CFO, Senior Management and their teams
• Managed extensive international travel calendars and coordinated meetings with international staff.
• Coordinated calendar management across multiple time zones.
• Reconciled credit card statements for 10 Associates; prepared and submitted expense reports.
• Coordinated events - supervised all aspects of the events: selected the site, negotiated terms of event, selected speakers, refreshments and made all special arrangements.
• Coordinated domestic and international travel arrangements, including passports, visas
• On-boarded new hires and set-up orientation. Coordinated with the IT Department for new PCs email help desk requests.

Executive Assistant/Personal Assistant

Find out detailed information about Irene Kostakis, Executive Assistant 

Irene Kostakis: Executive Assistant

Irene Kostakis

Macy's Systems & Technology

Aimmune Therapeutics

Wells Fargo Bank - The Private Bank

Bank of the West

Morgan Stanley

Blackstone Group

UCSF - Controller's Office

Samtrans

The Segal Company

General Electric

Athens International Airport