SUMMARY:

A highly motivated, qualified experienced Administrative Assistant, having provided professional administrative and front office support for the Corporate, Financial, Real Estate, Technology and the Education organizations. Currently working in an Accounting Firm and flexible to work for your organization.

SKILLS:

Detailed: Typing and Data Entry, MS Word; Excel; Outlook; PowerPoint; Access; Medical Transcriptionist; Quicklooks Medical Research; Quicklooks Scheduling and Accounting Database; Internet Research. Complete comfort with Multi Line Consoles or Switchboards; One Facility Building Database; Shortpath Building Security Database; Datatel Database; Agilquest Database; Any Company processes and database programs; Dictaphone; CardScan.

Languages: Proficient in English and French.

PROFESSIONAL EXPERIENCE:

Confidential

Executive Administrative Assistant/ Receptionist

Responsibilities:

• Provide administrative support to three company partners and company accountants.
• Daily electronic deposits, and external bank deposits.
• Outlook email/calendar management procedures.
• Conference room set up and management.
• Create Excel sheets for expense reports and other detailed projects. Payment of company invoices.
• Assist with travel arrangements, proof - read documents.
• Prepare/update and organize company files and set up for archiving, pick up of boxes, as well as retrieval of documents.
• Notarize documents, as needed.
• Maintain all office equipment, supply closets, kitchen supplies, and order all office/ kitchen supplies.
• Welcome guests/clients, while directing each to their respective appointment. Clear all visitors with building security.
• Excellent follow- through skills with all tasks, and projects. Advanced MS Office skills.

Confidential, NY

Administrative Assistant

Responsibilities:

• Assisted the Archival and Records specialists in the digitalizing of highly sensitive and confidential projects.
• Communicating with contacts to integrate into project.
• Organizing, Sorting, Labeling, Scanning, Verifying, photocopying.

Confidential, NY

Assistant

Responsibilities:

• Invoiced and billed doctor visits; of medical records; of medical reviews to companies and other billable records.
• Accounts receivables; daily entries, distribution of checks, billing record keeping, research on database. Create monthly spreadsheets to each company, and all companies for payments. Followed up with companies for payment, as required.
• Daily use of database to provide quotes to companies.
• Ascertained that Court testimony billing; deposition billing and other services provided by doctor(s) were processed for payment.
• Notary Public: Was one of the acting Notary Public for company. Notarized medical documents, reports, affidavits, other.
• Daily calendar management, scheduled, copied, scanned and faxed, filed. Researched claims and updated records.
• Answered/Screened all calls, detailed message taking; otherwise handled all doctor and caller requests directly.
• Provided detailed assistance in the scheduling of appointments for patient via medical companies with specialized Quicklooks scheduling and records database.
• Daily procedures, as well as research projects for department, as required.
• Coordinated special notes and translator needs with our charts department.
• Performed medical transcription reports and peer reviews for a wide range of doctors, including transcription of medical documents. Submitted reports to doctor(s) and insurance companies daily. Daily: Outlook, Word, Excel and scheduling procedures & records upkeep.

Confidential, NY

Scheduling Administrative Assistan

Responsibilities:

• Organized/coordinated with doctors and company’ Notary Public; Affidavits/Affirmations for depositions, for insurance companies; for doctor/court needs, private, other to meet the highly sensitive time constraints.
• Scheduled and booked all court testimony appointments for an extensive list of doctors. Alerted/reminded each doctor via email and phone of cancellations and/or changes on a daily basis.
• Maintained and provided monthly spreadsheets of scheduling, monthly bookings and other. Provided medical records support for specified doctors and upon request.
• Carried out research projects; generating specific information from database and organized these details for senior executive(s). Daily: Word, Excel, Outlook scheduling and email procedures, doctor requests and records upkeep.

Confidential, New York, NY

Administrative Assistant/Assistant to Human Resources Manager

Responsibilities:

• Furnished administrative support to four company Financial Analysts and Director of Leasing; including preparation of materials.
• Daily email procedures.
• Advanced follow through skills, daily calls, conference calls, organized data and entries, typed and proof-read documents, daily calendar management, created and prepared correspondence. Up kept client rapports.
• Prepared domestic and international travel itineraries, reservations, car service, and reconciled bills.
• Completed and updated all records to reflect daily transactions.
• Cleared security to all visitors through Short path Building Security Database. Notified all work orders and secured vendors with building maintenance office, filing of forms for new companies.
• Announced and received each guest with refreshments and facilitated the purpose of each visit.
• Assisted Office Manager with various projects and organizing of files. Collected and prepared expense reports.
• Assisted bookkeeping officer with varied tasks. Follow through with vendors/clients and maintained inventory on database.
• Set up/Retrieved all back up documents for office and worked with vendors. Created Directory’, and organized instructions for staff members for safeguarding all files on company database. Updated our company directory, company contact lists and personal contact lists.
• Organized/ researched company essential files/ documents for executive professional(s).
• Set up conference call(s). Set up conference rooms including audiovisuals, documents need for meeting and food orders for all conference arrangements. Worked on various research projects, as required.
• Worked with Investor Relations Department on a quarterly basis. Frequently managed PowerPoint presentation(s) from Executive(s), and to set-up with A.V. equipment in conference room(s).
• Received/ distributed all incoming and outgoing messenger packages, regular mail and inter-office mail, scanning (PDF), photocopying, facsimile messages and binding of documents. In charge of all photocopier machines, scheduled repairs, ordered all office/kitchen supplies. Operated/Maintained postage machine, added postage, ordered supplies.

Confidential, New York, NY

Administrative Assistant/Executive Receptionist

Responsibilities:

• Cleared/secured all visitors with building security. Logged/coordinated all incoming/outgoing courier services.
• Greeted/accommodated each guest and directed each to their respective professional, and location within four floors.
• Relieved main switchboard operator daily, as well as my own switchboard console. Logged in daily maintenance orders and conference room set ups and travel itineraries received.
• Guided all visiting Professional Associates with Agilquest Database at making their daily seating appointments.
• Coordinated the weekly scheduling of office space for domestic and/or international visiting professionals.
• Charted/Notified and confirmed weekly schedule of office space appointment(s) with assistant of each open professional.

Confidential, New York, NY

Executive Receptionist

Responsibilities:

• Welcomed visitor(s) and facilitated the purpose of each visit. Answered/Screened callers to appropriate groups/specialties with Datatel Instant Messaging Tool. Provided detailed handwritten messages for all executives.
• Cleared all visitors with One Facility guest security database. Daily attendance record keeping. Internet research.

Confidential, New York, NY

Administrative Assistant/Executive Receptionist

Responsibilities:

• Facilitated/Accommodated the needs of all in-house staff professionals and domestic and international locations.
• Welcomed and announced each visitor. Sorted and distributed all mail daily. Set up each candidate with application process.
• Operated paging system, relayed in-house announcements and privately called individuals to phone, as needed.
• Scheduled appointments, booked/set up conference room(s), arranged restaurant and travel reservations/itineraries.
• Ordered conference calls, faxing, and scanning, photocopying, binding of documents. Maintained all office equipment, rdered all office/ kitchen supplies. Prepared and mailed materials for all new employee contracts.
• Daily Outlook E-mail procedures, created correspondence, typed documents, posted jobs to job boards, formatted resumes, coordinated attendance, and submitted spreadsheet reports regularly, reconciliation of billsregular varied bank transactions.
• Up kept filing of company benefits, 401K program (s). Assisted with coordinating mailings and mailing lists for company.
• Performed V- Staff entries (Access Database), managed all courier service requests, scheduled meetings, conference rooms, ordered food. Controlled petty cash for all office needs.
• During Office Manger’s absence, fulfilled principal responsibilities as my own.