Skillful and dedicated Executive Assistant with extensive experience in coordination, planning and support of daily operational and administrative functions in healthcare organization. Multidisciplinary professional exhibiting essential techniques in policy, procedure and process improvement initiatives to minimize labor, increase productivity and maintain quality in all aspects of administrative support. Accustomed to working in highly confidential environment. Dedicated to maintaining open lines of communications among C-Level Executives, Sr. Management and Vice Presidents of Operations.
Skills
Events Planning
Contract negotiations and administration
MS Office
Bilingual - Fluent in Spanish
Customer service-oriented
Team building
Meticulous attention to detail
Self-starter
Education and Training
Robert Morris University - IllinoisChicago, ILExpected in 1985 ā āDiploma: Executive Assistant: - GPA:
Baptist Hospital of MiamiMiami, FL, Expected in 1996 ā āCertified: Process Management And Improvement: - GPA:
ExecutrainMiami, FL, Expected in 1996 ā āCertified: Microsoft Office Suite: - GPA:
Experience
Biogen Idec - Executive Assistant to the President and CFO New Orleans, LA, 02/2003 - Current
Complete a broad variety of administrative tasks for the President and CFO including; managing an extremely active calendar of appointment; preparing travel itineraries, agendas and preparation of meeting handouts for travel related meetings
Communicate and Collaborate directly, and on behalf of the President and CFO, with Senior Executives and Administrative Team members of the Legal, Information Technology, Human Resources, Risk Management, Marketing, HME, Finance, Customer Service, National Accounts, and Payroll departments demonstrating leadership and maintaining credibility, trust and support with senior management staff
Coordinate and Manage logistics of offsite conferences for Senior Executivesā, including Quarterly Town Hall meetings, Corporate Services Annual Retreats and Corporate Services Team meetings including; preparation of contracts and site visits for selection of venues, selection of event themes, meals, entertainment, group outings, arranged domestic and international travel, ground transportation, and awards for employeesā recognition
Prepare contracts and reserve private charter planes for C-Level Executives
Managed confidential information with discretion while providing administrative support to C-Level Executives during the Company's acquisition
Screen and intercept incoming calls escalated to the office of the President with sensitive challenges by delegating action to the Senior Vice Presidents of Operations, for immediate responsiveness
Develop and Manage departmental organizational charts, company's policies and procedures and company directories
Managed and Coordinated the companyās Employee Rewards & Recognition Program (R&R).
Manage and process corporate employees' Transportation and Parking benefits thru Miami-Dade and Broward Counties Transportation and Crocker Partners Management and SunTrust/Lanier Parking Garages.
Process and tracked financial documents including contracts, invoices and expense reports.
Create and maintain electronic and paper-based filing and organization system to support executive needs and enhanced office efficiency.
Maintain office supplies inventory by checking stock and ordering new supplies as needed.
Provided administrative assistance to the Facilities department during the Company's corporate move, ensuring a smooth and seamless transition.
Banco Popular North America - Executive Assistant City, STATE, 01/2002 - 12/2002
Provided assistance simultaneously and efficiently in a fast-paced environment to three key members of the BPNA Executive team: Executive Vice President of Commercial Banking; Senior Vice President of Credit Risk Management and Chief Credit Officer; and Senior Vice President of Compliance
Provided back-up support and coverage to the office of the President of the Bank
Major responsibilities and administrative duties included; organized the each officersā daily workflow by management of their schedule, open and sort routine correspondence, to reduce time on administration tasks and allow Executives to focus on strategic issues
Screened phone calls and intercepted sensitive challenges by delegating action to departmental senior management, for timely responsiveness
Scheduled and coordinated logistics for conferences and meetings, including venue reservations, coordinating meals for meeting participants, preparation of meeting agenda and handout material, and travel arrangements
Developed and managed departmental organizational charts and directories
Developed an intricate filing and process system for each line of business, enabling efficient and timely access to time-sensitive tasks
Credit Risk: Directly involved with the reporting of new commercial business prospects
Compliance: Managed and maintained a log of Federal/State Examinations performed nationwide within the corporation and worked closely with auditors during review process, providing clerical support and completing assigned tasks
Community Banking: Prepared and distributed all highly confidential memorandums, reports and meeting minutes
Prepared and reconciled Executives' expense reports
Allstate Life Insurance/Financial Services - Administrative Assistant to the Vice President City, STATE, 09/2000 - 01/2002
Managed and screened incoming calls and electronic correspondence, on behalf of the President of Finance, providing informative answers to questions and/or delegated to appropriate department senior management to service the clientsā needs, reducing dropped communications and enabling faster responses to key requests
Created confidential assignments including; preparation of administrative reports, power point presentations, letters, memorandums, organizational charts.
Managed VP's day-to-day schedule including; coordinating meetings and calendars of high-level decision-makers, direct report staff meetings, and prepared agenda and handouts for said meetings.
Coordinated meetings with other department managers and served as main liaison between department heads and Vice President.
Arranged domestic and international travel, hotel and transportation needs for VP and Management staff.
Received and distributed incoming correspondence and disseminated to applicable department or staff member.
Organized and maintained filing and document management systems, by coordinating archiving and purging aligned with company document policies.
Participated in coordination of the companyās Corporate move, ensuring a smooth and seamless transition.
Processed financial documents including contracts, expense reports and invoices.
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