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Executive Administrative Assistant II Resume Example

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EXECUTIVE ADMINISTRATIVE ASSISTANT II
Highlights
: *Outstanding administrative and regulatory compliance qualifications including the ability to supervise, train, motivate, and develop team members. Microsoft Office, Filemaker 11, WBRS internet database, FAMIS internet database, FAME internet database, Brio internet database, E- reports & E-requistion (internet purchasing database) Marietta System (HVAC database)
Experience
Executive Administrative Assistant II
December 2005 to CurrentNew York University － New York, NY
  • Provide high-level administrative support for department/director by managing details of multi-party conference calls, in-house and off-site meetings and luncheons, travel arrangements, calendars, itineraries, agendas and preparation of expense reports.
  • Conduct research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence for department/director.
  • Compare invoices with the actual expenditures and investigate and resolve discrepancies with the accounts payable department to ensure invoices are paid on time.
  • Establish, maintain, and update files, databases, records and other documents; develop and perform routine analysis and calculations in the processing of data for internal reports.
  • Review resumes, conducts interviews and train new employees regarding policies, regulations and procedures.
  • Compose and edit correspondence and memoranda from verbal direction, and from knowledge of established department/division policies; prepare, transcribe, compose, type edit and distribute agendas and minutes of meetings.
  • Assisted with implementation of RPM Database used to track, financial accounting, and animal protocols for research purposes.
  • Inspect facilities and investigators laboratories to assure high-quality oversight of all research and teaching activities involving the use of animals to ensure compliance with federal regulations nationally accepted standards and NYU policies.
  • Assisted with the development of NYU drug discarded policy and emergency disaster plan for Assessment and Accreditation of Laboratory Animal Care.
  • Current non-voting member on University Animal Welfare Research Committee that monitors the care and use of animals used in research also provide back-up support to the Institutional Care and Use Committee Administrator.
  • Coordinator for the Annual Tri-branch Symposium from 2008 and 2011, which is one of the largest gatherings of laboratory animal professionals in the United States.
President
December 2012 to CurrentBelmont Avenue HDFC － Bronx, NY
  • Preside at meetings of the Board of Directors/Shareholders and set meeting agendas.
  • Keep records of meeting minutes, resolutions, signed proprietary leases for all shareholders, stock certificate book, and corporate policy and maintenance agreements.
  • Ensure that the HDFC's property management maintains and keep accurate financial records, remains in compliance with bylaws and purchase supplies needed for building operations.
  • Organize and maintain the HDFC's financial records, legal documents, interview potential shareholders, and speak to lawyer regarding cooperative sales.
Site Director/Administrative Assistant
March 2001 to December 2005Research Foundation of CUNY － Brooklyn, NY
  • Created NYC Teaching Fellows member profiles, enrollment forms, monthly time logs, exit forms and address changes on AmeriCorps web-based reporting system.
  • Assigned and delegated duties and tasks to clerical staff.
  • Prepared mailing, created timesheets, and approved timesheets for the AmeriCorps program.
  • Created and maintained a filing system using Excel and Access for office operations.
  • Monitored attendance, annual and sick leave usage and approved overtime worked.
  • Conducted staff meetings to review work progress and discuss and implement new procedures.
  • Reviewed the work of clerical staff to ensure accuracy of data being entered into internet database.
  • Developed job descriptions to assist Director to create new positions within the department.
  • Interview and train new hires on procedures, policies and duties.
  • Responded to general inquiries about the AmeriCorps program via telephone, email and walk in applicants.
  • Performed general office management responsibilities, including maintaining material and supply inventories to be replaced/replenished.
  • Prepared and submit bi-monthly NYC Teaching Fellows Selector payroll for processing Maintained records of NYC Teaching Fellows reimbursements in Access database.
  • Prepared and process checks for NYC Department of Ed.
  • Staff and NYC Teaching Fellows in web-based reporting system regarding reimbursements.
  • Maintained an access database to verify attendance of NYC Teaching Fellows in CUNY colleges.
  • Assisted Program Managers with teacher reimbursements and certification programs.
  • Answered phone calls, took messages, dealt with general inquiries and directed calls to correct parties.
  • Prepared, reviewed and approved purchase orders, invoices, vouchers and billing forms in order to submit to vendors.
  • Performed general office tasks which included faxing, filing and photocopying.
Education
Bachelor of Science : January 2016College of New Rochelle
Work History
NYC Department of Education
Skills
accounts payable, administrative, administrative support, back-up, billing, book, Brio, bi, clerical, databases, Database, direction, edit, email, expense reports, FAME, faxing, Filemaker, filing, financial, financial accounting, forms, general office, HVAC, Inspect, regulatory compliance, legal documents, Director, mailing, managing, meetings, Access, Access database, Excel, Microsoft Office, office, monitors, payroll, policies, progress, property management, protocols, purchasing, quality, update files, reporting, Research, sales, Symposium, teacher, Teaching, telephone, phone, travel arrangements, type
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Resume Overview

Companies Worked For:

  • New York University
  • Belmont Avenue HDFC
  • Research Foundation of CUNY
  • NYC Department of Education

School Attended

  • College of New Rochelle

Job Titles Held:

  • Executive Administrative Assistant II
  • President
  • Site Director/Administrative Assistant

Degrees

  • Bachelor of Science : January 2016

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