Gabriele Pietz-Vogel - Project Manager / Fractional Chief of Staff, Stonebirds Enterprises

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Work Background

Stonebirds EnterprisesExecutive Assistant / Project Manager

Feb. 2022Hawthorne, New Jersey, United StatesProvide project support to HNWI and oversee the cataloging, organization, and strategic expansion of their art collection, estate planning and succession strategies ensuring a smooth transition of assets to beneficiaries in due time. Implemented a digital tracking system, enhancing accessibility and providing real-time valuation updates for the art portfolio and other assets. Orchestrate a comprehensive lifestyle management project, handling personal and professional aspects to optimize HNWI’s daily life and realize a 25% improvement in time utilization and overall satisfaction with personalized services and support. Identify travel needs and curate personal and business travel to meet requirements with precision upholding 100% customer satisfaction rate.

Minaris Regenerative MedicineExecutive Assistant (Contract)

Sep. 2022 - Mar. 2023Allendale, New Jersey, United StatesProvided high-level Executive Support to the Chief Operating, Officer, Global Quality Head, and Site Leadership Team. Managed schedules, catering, and expenses Anticipated the executives' needs and proactively assembled the appropriate people and resources to solve problems. Fielded incoming requests, exercised strong judgment and discretion with highly confidential information Worked cross-functionally to ensure communication was efficient and clear between teams. Organized, prioritized, and coordinated multiple work activities with demonstrated ability to meet deadlines. Communicated with customers and vendors positively with particular attention to problem resolution. Oversaw office operations for organization by processing vital documentation, obtaining insurance verification and authorization for services.

Honeyfund.com, Inc.Sr. Executive Assistant to the CEO / Chief of Staff

May. 2022 - Aug. 2022WorldwideManaged CEO's personal, professional, and managerial schedule. Ensured project and planning schedules ran smoothly for the executive team so the company goals could be achieved. Created and implemented processes and systems for the leadership team, suggested process improvements, developed analytics, presentations and reporting. Proposed creation of new systems and processes to streamline operations. Clarified and managed communication of issues and decisions to stakeholders Liaised and collaborated with HR to onboard new employees and oversee office events, parties and team meetings. Managed the board and shareholders and associated meetings process. Attended meetings to make informed business decisions, provide administrative support and evaluate progress toward goals and objectives. Supervised staff and participated in hiring, training and performance evaluations to establish and enforce policies and procedures for business functions. Improved office operations by automating client correspondence, record tracking and data communications.

International Flavors & FragrancesExecutive Assistant To Chief Financial Officer

Mar. 2020 - Jan. 2022New York, United StatesProvided high-level operational and administrative support to Chief Financial Officer in preparation for and during major merger. Managed communication platforms and other logistics to ensure the global teams stayed connected while working remotely. Heavy and flawless calendar management and accurate expense reporting. Assisted with projects as assigned (e.g., achieved 100% of compliance two years in a row), Successfully collaborated with colleagues and peers across global time zones. Organized and coordinated conferences and monthly meetings. Created expense reports, budgets and filing systems for management team.

Paramount GroupExecutive Management Assistant

May. 2017 - Oct. 2019New York CityProvided high-level operational and administrative duties to Asset Management and Business Development leadership in a complex and ever-changing environment ensuring smooth day-to-day office operation. Managed outside relationships with well-known individuals and external vendors. Coordinated domestic and international travel, including private jet bookings. Managed Investor Relations databases, such as Sales Force, and BD Corporate to track investor activities. Created Board and Advisory Board Books using Diligent. Screened calls and emails and initiated actions to respond or direct messages for managers. Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.

OctapharmaExecutive Assistant to the President / Advisory Board Support Manager

Dec. 2014 - Apr. 2017Hoboken, NJProvided high-level Executive Assistant support to the President and Senior Management. Managed daily operational activities for the national account sales team. Coordinated logistics for sales meetings and advisory boards. Managed special projects as assigned, e.g., oversaw office kitchen renovation. Standardized office structures and processes to promote collaboration and increased performance. Interpreted management directives to define and document administrative staff processes. Researched, proposed and implemented vendor agreements to decrease costs and improve services.

UBS Wealth ManagementExecutive Assistant to the CFO

Oct. 2013 - Nov. 2014New York City & Weehawken NJSuccessfully supported the Group Managing Director, CFO, and CRO of Wealth Management Americas. Managed calendars across global time zones and organized global travel arrangements. Built regional and global networks by collaborating with the CFO, CRO, and CEO offices and regional and global team members. Volunteered to help with special projects of varying degrees of complexity. Upheld strict timetables by maintaining accurate, balanced calendars.

BlackRockTemporary Executive Assistant

Jul. 2013 - Oct. 2013Greater New York City AreaExplored the vast opportunities at BlackRock while temping at Retail & iShares, Global Digital Marketing, and the Alternative Investments - Special Opportunities Group.

Allianz Global Corporate & Specialty (AGCS)Executive / Personal Assistant to Global CIO

May. 2012 - Jun. 2013New York CityCoordinated internal and external meetings and compiled minutes at Management Meetings. Served as Executive's liaison between Headquarters and US subsidiaries and facilitated communication. Tracked expenses and budgets and ensured budget goals and cost reduction requirements were met. Trained junior office staff in correct procedures and reporting requirements. Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.

Bayer HealthCareExecutive Assistant / HR Associate Global Leadership Development

Jan. 2010 - Dec. 2011Montville & Wayne, New JerseyManaged office and supported Head of BHC Global Leadership Development on projects related to Talent Management, Mentoring and Training. Assisted HR Business Partner in day-to-day position management procedures, policies, and guidelines.

BayerExecutive Assistant to Member of the Board of Directors

May. 2007 - Dec. 2009Montville, NJ & Berlin, GermanyProvided high-level administrative support and acted as liaison to executives within and outside of the company.

BayerExecutive Assistant to VP Global Human Resources

Feb. 2007 - Apr. 2007Montville, NJFacilitated integration of EVP into merged company and new HR team.

BayerExecutive Assistant & Coordinator Int. Transfers to President//EVP HR & Corporate Development

Oct. 2000 - Feb. 2007Monvtille & Wayne, NJManaged international and national travel, organized meetings and functions, completed ad-hoc projects and served as Executive’s right hand.

German Embassy Buenos AiresExecutive Assistant to the Ambassador

Aug. 1996 - Sep. 2000Buenos Aires, ArgentinaPerformed complex clerical, administrative and general office duties of a responsible and confidential nature. Highest representative of Germany in Argentina.

German Foreign OfficeExecutive/Personal/Administrative Assistant

Jul. 1988 - Sep. 2000Argentina, United States, Russia, GermanyHeld positions of increasing responsibility in various C-level Executive Assistant assignments in four different countries with the German Foreign Service.

German Foreign OfficeExecutive Assistant Political Section, Special Services

Aug. 1991 - Jul. 1996New York, NYProvided general administrative support including the coordination of annual state visits on the occasion of the Opening of the General Assembly and Germany’s representation at various Committees at the United Nations.

German EmbassySenior Administrative Assistant Protocol Section, Ambassador's Office

Oct. 1989 - Jun. 1991Moscow, Soviet Union• Assisted with state visits that resulted in the German Re-Unification (Nov. 89). • Drafted correspondence for accreditation of new Ambassador after quickly adapting to new work environment and maximizing available resources. • Organized and coordinated social functions and liaised with Protocol Department of Foreign Office by learning and using Russian.

German Foreign Office HeadquartersAdministrative Assistant Public Relations and Parliament Division

Jul. 1988 - Sep. 1989Bonn, Germany• Helped organize annual Open House of the German Foreign Service. • Drafted memos and letters in response to inquiries and requests of the German public. • Liaised with members of the German Parliament and Deputies. • Screened correspondence and phone calls for the Head of the Parliament Division.