Executive Assistant

Walida-Simone Bailey

Contact Phone: 516-***-****

E-mail: ********@*********.***

Qualifications/Skills Summary:

Accomplished executive assistant with strong analytical skills, offering 20 years of administrative experience reporting to the President and other top executives. With management of 72 employees.

Serve as an effective gatekeeper; prepare well-researched and accurate documents; manage busy calendars; efficiently handle sensitive information, process development, and daily office tasks.

Strong analytical and interpersonal skills, conflict resolution, and attention to detail.

MS Office Suite, QuickBooks, Google CRM, Contracts, Tessitura, Customer Service, Photoshop, Authorize.net, FreeAgent, HP Pact 3000, Doc Star, Timberline Accounting Software (SAGE 300 CRE) AB, AR, CN, BL, JC, and PJ modules, TOTAL, and EZ Cap. Typing at 55 WPM

Education: I hold a Bachelor of Science degree in Psychology, having a G.P.A. of 3.39 upon completion. Currently, I am in the process of choosing a specialty for my Master's program.

Professional Experience:

United Postal Service, Uniondale, NY. 11/16 to 12/16

Executive Assistant/Helper Coordinator (Contract Assignment)

Responsible for reviewing the daily helper needs provided by the operations and coordinate the daily staffing of helpers.

Responsible for reviewing helper hours for accurate recording of time and assignments.

Works closely with the operation, communicating helper performance and administration of uniforms and tracking helper performance.

Creation and distribution of daily reports to Division Manager and Center Manager.

Daily preparation for meetings with division manager to ensure all questions that may arise can be answered.

Liaison between helpers, management, and human resource departments.

Troubleshooting of various issues between various departments.

Accurately respond to helper inquiries regarding their position via phone and/or email.

Following up with helpers regarding proposals/schedules and availability.

Review of all helper accounts to ensure all information has been updated and free of error.

All-Ways Elevator, Inc., Hauppauge, NY. 01/16 to 10/16

Service Department Administrative Assistant (Contract Assignment)

Provides administrative services to the President, Director of Operations, and Service Manager of the firm.

Creating new customer folders and updating existing customer folders, this includes but is not limited to ordering necessary documentation from external contacts.

Preparing Maintenance contracts for potential customers, and negotiating its terms.

Drafting repair proposals for existing equipment.

Submission of contracts and proposals to customers via fax, email, uploading, and mail.

Submission of bids received by contractors, school districts, government agencies, and private corporations.

Accurately respond to customers’ inquiries regarding contracts/proposals via phone and/or email.

Following up with customers regarding proposals/contracts that have been sent out and processing any signed documents received.

Coordination of client insurance certificates and specific requirements.

Receiving and processing service, repair, maintenance, and follow up tickets submitted by the technicians.

Review of all customer folders to ensure all information has been updated and free of error.

PM Construction Services, Farmingdale, NY. 05/15 to 1/16

Project Accounting Administrative Assistant (Contract Assignment)

Provides administrative services to the President and Executive Manager of the firm.

Creation of manual and network files for new projects.

Maintenance of client address book, correspondence log, Capital improvement, CEPC, and calendar management.

Run reports for reconciliation accounts and Accounts Receivable End of Month reporting.

Maintenance and weekly reconciliation of service and project invoice logs.

Assistant with audits and financials.

Processing of purchase orders, coordination of client insurance certificates.

Maintainable of change estimates and change orders.

Creation of AIA and regular billing drafts, invoice creation, and assistance with project account receivables.

Cedar Realty Trust, Port Washington, NY 11/14 to 2/15

Executive Assistant (Contract Assignment)

Provided administrative support to the President/CEO and CFO of the firm.

Coordinated extensive domestic and international travel arrangements, including air, hotel, car, road shows and meeting locations.

Maintained detailed calendars of appointment schedules for business meetings, conferences, and travel arrangements for special events such as Board Meetings and dinners.

Created, processed, and follow-up of expense reports for President/CEO and CFO.

Supported all department heads when necessary.

Maintenance of insurance and liability claims.

Tracking and monitoring of confidential correspondence and financial information.

Healthcare Partners, Garden City, NY 09/14 to 11/14

Contracting Representative (Contract Assignment)

Provides administrative support to the Director of the firm.

Performs extensive research when necessary.

Scans and retrieve documents during the credentialing process or as needed.

Ensures providers and members comply with the terms of their agreements and health insurance benefits.

Assists providers with medical claims, authorizations, and reeducation of contract terms.

Completes the execution of agreements and ensures providers receive a copy in a timely manner.

Troubleshoots member and provider complaints, concerns, and questions.

Media Dynasty, Incorporated, New York, NY 09/12 to 07/14

Executive Assistant

Provided executive support to the President of the company.

Oversaw the management of the printing, legal referral service, and media aspect of the firm.

Maintained the president’s calendar, confirmed and scheduled his appointments and conference calls and prepared travel arrangements.

Worked with clients, vendors and other service providers to negotiate terms and conditions for doing business or other related business services.

Supervision of the marketing and design team while also acting as client liaison should the President be unavailable.

Handling of all corporate accounts and assisted with collection efforts as needed.

Donovan Media, Incorporated, Rockville Centre, NY 04/08 to 07/12

Executive Assistant

Provided executive level support to the President of one of Long Island’s largest marketing firms and supported other members of the executive management team.

Maintained company calendar, planned and scheduled meetings and teleconferences and arranged travel.

Negotiated favorable terms and pricing agreements with clients, vendors, and other providers for service at the firm saving over $80K annually.

Provided reporting support via excel for management.

Handled accounts payable and receivable, prepared bank deposits, controlled inventory, and maintained equipment and technology.

Improved office efficiency by implementing bi-weekly meetings and introducing additional time-saving measures.

Enhanced communication between the Production and Design departments and executive team, fostering a sense of teamwork and collaboration.

Brooklyn Academy of Music, Brooklyn, NY 01/01 to 12/04

Administrative Coordinator

Performed all administrative and clerical duties for Patron Services Manager, which included maintaining and updating of mailing lists for upcoming events and functions via Tessitura software.

Assisted Managers, Coordinators and Directors with all events including galas, cinematic premiers and small dinners by providing data on ticket fulfillments.

Served as the department liaison with Finance by providing daily reconciliation of box office ticket inventory and income, and periodic reconciliations.

Interacted with all levels of major fund donors to identify and assess any fund-raising prospects for the patron base, then made recommendations to the Vice President for a course of action during weekly meetings. Position also included interaction with celebrities and major fund donors, requiring tact and excellent written and verbal communication skills.

Previous experience includes administrative assignments for U.S. Government Census Bureau (1999 to 2000) Yaloz Mold & Die Co. (1996-1998) and Marcus Montgomery, P.C. (1995 to 1996)

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