Objective: To obtain a challenging diversified position in a dynamic company.
1/08 - 9/10 Confidential, Morristown, NJ Administrative Assistant: I was responsible for department program budgets, payroll, invoicing, and general administrative support for the Outreach department, Communications Officer and Marketing Manager. I arrange ground transportation, flights and hotel for a monthly 3 day seminar where 7 to 14 orientation and mobility graduate students are flown in from around the country to be educated on our organization. I also arranged ground transportation, flights and hotel for 3 day seminar where visually impaired high school age kids are flown in from around the US and Canada to learn about our organization and how receiving a Seeing Eye dog can positively affect their lives. I was responsible for scheduling local and national outreach visits to educate the public and colleagues about our organization. I also sent out a Graduate Survey monthly. I created and processed between 6 and 11 expense reports monthly. I ordered Public Relations Awards for volunteers and graduates who met milestones in their relationship with the organization. I assisted in the scheduling and presentation of bi-weekly tours of campus. I managed 2 In-boxes and 4 calendars using Outlook and provided daily back up for the switchboard.
Special Projects/Accomplishments: I learned to burn DVDs and CDs using a program and burner that was inoperable prior to my taking over the responsibility. After trouble shooting with the manufacturer, I was able to successfully burn media. I then improved the DVD/CD (Media Production) SOP so it could be reassigned. I then trained the visually impaired employee who took over the responsibility. I registered 300 graduates to attend the Graduate Reunion. I burned 350 CDs in one day for the Graduate Reunion when the CD's from the vendor were discovered to be defective at the last minute. I was responsible for receiving, cataloging and shipping approximately 300 on-line auction donations/items. I single handedly packaged and shipped 300 auction items in 3-days at the close of the auction. Auction and Reunion took place during the same months and were in addition to my normal work load.
10/06 - 1/08 Various Temporary positions
4/05 - 10/06 Confidential, Berkeley Heights, NJ Executive Assistant: I was the assistant to six partners and the Director of Operations of a $50 million boutique pharmaceutical marketing company. I managed nine calendars using Outlook, coordinated all professional and personal travel for senior management as well as provided general administrative support for the HR Manager, Controller, Finance department, Sales force and west coast partner on an as needed basis. I coordinated charity contributions and events for partners. I was the Receptionist's manager and was also responsible for kitchen and office supplies. I coordinated all corporate lunches, and special events. I was also the Editor of the company Newsletter and worked with IT manager on purchasing and keeping inventories of all cell phones/wireless devices, and computer equipment
11/03 - 2/05 Confidential, Morristown, NJ Administrative Assistant: I supported the Managing Director and Principal of a financial advisory firm. Responsible for expense reports Expensables software. Managed calendar of Managing Director and Principal using ACT! Assisted Marketing Associate with coordination of seminars and creation of marketing materials. Proof read proposals and PowerPoint presentations for accuracy. I also coordinated all travel, created all invoices, and maintained client contact date using ACT! In addition to administrative duties, I created balance sheets in Excel using prospective client's annual financial statements for the purpose of evaluating the feasibility of setting up an ESOP (Employee Stock Ownership Plan.)
5/01 - 10/02 Confidential, West Caldwell, NJ Executive Assistant: Provided administrative support including travel and expenses for the President, Controller and the Director of Sales & Marketing of a global manufacturer of water purification systems. I was responsible for all Workman's Compensation claim filings, Federal and State (OSHA & EPA) compliance and filings. Assisted the marketing department with trade show coordination. Acted as US liaison for all overseas executives traveling to the US facilities. I also supported the sales force and coordinated relocation of the Vermont facility to North Carolina.
7/99 - 5/01 Confidential, New York, NY Office Manager: Responsible for overseeing the daily operations of an interior design studio including maintaining files, payroll, receivables and payables I tracked supplies and material, monitored shipping and receiving Scheduled meetings and measurement appointments in addition to the coordination of installations. Tracked owner's expenses and travel.
11/97 - 5/99 Confidential, Parsippany, NJ Senior Sales Secretary: Responsible for correspondence, expenses, travel, presentations, daily and monthly sales reports for the Northeast Division Sales Manager. I was also responsible for general office management for the Northeast Division Sales Office. I created all PowerPoint presentations for Division Sales Manager, re-organized office and files that were in disarray due to frequent administrative turnover. I created and implemented a perpetual inventory for office supplies reducing wasted money on unnecessary supplies. Part of this inventory procedure was to create a budget tracking system in Excel enabling the division office to stay well below budget. I also negotiated with a variety of construction companies and vendors for office upgrade where the conference room was converted into two offices, the computer and phone systems were updated delivering the project 33% ($1,000) under budget
12/95 - 5/97 Confidential, Cedar Knolls, NJ Latin American Sales/Traffic Coordinator: Prepared quotations commercial invoices, packing lists, airway bills, ocean bills of lading and bank drafts as required by letters of credit for global high voltage electrical equipment sales/export company. I quickly learned the sales side of the business to enable the Sales Engineer to extend Latin American travel resulting in increased business and client contacts. In the Engineer's absences I also acted as translator. In one case I diffused volatile situation using my bilingual skills to conduct a conference call between a Colombian client and a Canadian manufacturer resolving a situation where three linemen were burned due to faulty equipment.
5/92 - 11/95 Confidential, Livingston, NJ Executive/Sales Assistant: After temping for approximately two months, I was hired as assistant to the President of the Investment Banking division . My duties in this position were general clerical duties, assist in an administrative capacity on bank mergers and acquisitions in addition to expenses and departmental bookkeeping. After approximately a year I was selected to be Sales Assistant for the second highest producing broker and major shareholder of company. My duties as a sales assistant consisted of supporting the broker administratively as well as being the contact person/customer service for clients
Education: BA, Communications, Graduated May 1991
Skills: Fluent in Spanish, proficient in MS Word, Excel, Outlook, Internet, ACT!, Expensables, Duxbury, PowerPoint, QuickBooks.