Summary
Overview
Work History
Education
Skills
Languages
Timeline
Generic

Madhvi Owen

San Ramon

Summary

Dynamic Chief of Staff with outstanding project management and analytical expertise, skilled in spearheading strategic initiatives and streamlining processes.

Overview

21
21
years of professional experience

Work History

Chief of Staff, Chief Executive Officer

Diplomabot
San Ramon
02.2024 - Current
  • Successful thought partner and advisor to the CEO, helping prioritize, execute, and track key initiatives across the entire Diplomabot organization.
  • Expert at start-up, collaborative environments, working independently or collaboratively. Thrive with every leadership and work style.
  • Managing special initiatives and tasks as directed by the CEO, while adapting to changing priorities and needs. Available for extended hours, providing exceptional executive support at all times.
  • Gathering and analyzing data, assessing market trends, and providing insights and recommendations to inform key decision-making processes.
  • Ensuring that the CEO is effective in the allocation of time by focusing on high-impact activities, and maintaining proactive follow-up with key internal and external stakeholders to strengthen relationships and drive progress.
  • Supporting the CEO in building and elevating their public profile, including thought leadership, media presence, speaking engagements, and industry visibility.
  • Crafting compelling external presentations and communications, and leading strategic projects outside the core business to help shape CEO communications and strategy.
  • Managing the CEO's corporate and social media profile, including speaking preparation and conferences.
  • Driving complex projects and critical initiatives, defining objectives, establishing timelines, coordinating stakeholders, and monitoring progress to ensure successful outcomes.
  • Implementing process improvements to optimize operational effectiveness.
  • Establishing protocols for handling confidential information related to decision-making processes in the executive office.
  • Representing the CEO at public functions or meetings with external stakeholders.
  • Reviewing contracts and other legal documents prior to signing off by the CEO.

Senior Executive Assistant, CMO

Bank of the West, BNP Paribas
San Francisco
04.2009 - 07.2017
  • Provided 24/7 administrative support to a fast-paced executive team, managed calendars, scheduled meetings, and personal appointments.
  • Coordinated travel arrangements, including visas, passports, step-by-step itineraries, flights, hotels, meals, and transportation.
  • Managed multiple projects simultaneously while ensuring deadlines were met without compromising quality standards.
  • Supervised junior staff members including assigning tasks and monitoring progress throughout completion.
  • Developed processes for streamlining workflow among various departments within the organization by establishing effective communication channels between teams.
  • Organized four-day team retreats, client meetings, and company-wide events ranging from 20 to 250 people.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Created monthly expense reports for senior executives with complex billing, utilizing accounting software programs.
  • Wrote and distributed board meeting agendas and minutes to department heads and C-suite executives.
  • Designed Google Slides presentations for monthly divisional meetings with top-level executives, and prepared briefing materials and presentations for executive meetings and conferences.

Senior Executive Assistant, Principal Partner

Korn Ferry
03.2007 - 04.2009
  • Organized and managed a complex calendar of appointments, interviews, meetings, and travel arrangements for the Principal Partner, Associates, and candidates.
  • Resolved issues promptly and independently, applying sound judgment, political acumen, and discretion in managing sensitive and high-priority matters.
  • Allocated resources strategically and collaborated across teams to ensure seamless executive and administrative support.
  • Ensured the accuracy, timeliness, and relevance of communication and information flow, including oversight of briefing materials, agendas, talking points, and formal correspondence.
  • Managed 24/7 candidate communication throughout the recruitment process, while maintaining the applicant tracking system to ensure data accuracy.
  • Provided outstanding support during the recruitment process, including preparing offer letters, conducting background checks, and references.
  • Entered candidate information and updates in the database system to track leads, interactions, relationships, and propel sales opportunities.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and client events.

Executive Assistant, Portfolio Manager

Pequot Capital Management
San Francisco
01.2005 - 04.2007
  • Managed a highly complex, fast-moving calendar, and proactively anticipated the executive team’s needs to minimize scheduling conflicts.
  • Expert at supporting multiple executives with different leadership styles.
  • Handled travel arrangements, including flights, hotels, transportation, passports, visas, and step-by-step itineraries.
  • Coordinated extensive domestic and international travel, including last-minute changes, and detailed itineraries.
  • Served as a gatekeeper and primary point of contact, ensuring timely communication, and immediate responsiveness.
  • Prepared and edited correspondence, presentations, and confidential documents with the highest degree of accuracy.
  • Facilitated logistics for meetings, small- and large-scale events of 500+ people, and special projects while collaborating closely with internal teams and external partners.
  • Maintained strict confidentiality and discretion at all times, and supported a high-profile team.
  • Available for extended hours, weekends, holidays and remote responsiveness as needed, demonstrated level-headedness, flexibility and a thick-skinned, professional demeanor.

Education

Bachelor of Arts -

University of Florida
Gainesville, FL

Skills

  • Exceptional program, project management skills, broad business acumen, and the ability to align teams across functions to drive results
  • Skilled at crafting compelling narratives in decks, memos, and presentations for internal and external audiences, including investors and board members
  • Demonstrated ability to lead multiple strategic initiatives and projects in a cross-functional environment on tight deadlines
  • Comfortable moving between ambiguity and structure, able to both set strategy and execute with precision
  • Adept at driving alignment across executive leaders, and ensuring accountability on critical initiatives
  • Exercise excellent judgment, handle confidential information with care, and build credibility quickly
  • Thrive in fast-moving, ambiguous environments with a bias for action, and high emotional intelligence

Languages

Gujurati
Limited

Timeline

Chief of Staff, Chief Executive Officer

Diplomabot
02.2024 - Current

Senior Executive Assistant, CMO

Bank of the West, BNP Paribas
04.2009 - 07.2017

Senior Executive Assistant, Principal Partner

Korn Ferry
03.2007 - 04.2009

Executive Assistant, Portfolio Manager

Pequot Capital Management
01.2005 - 04.2007

Bachelor of Arts -

University of Florida

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Madhvi Owen