Administrative Assistant Office
Resume:
*******@*****.*** Noel Marie Boccia C: 347-***-****
Professional Experience
Ascend Learning Charter School (Contractor) 8/2016 – 6/2017
Executive Administrative Assistant
Work in finance department of two charter schools, Bushwick Middle School and Bushwick Lower School
Reporting to two directors of operations.
Create weekly and monthly finance track sheets using excel.
Scan and upload documents to share file.
Convert and process daily invoices utilizing Intacct.
Open and distribute mail to appropriate departments.
Resolve discrepancies with open invoices.
Reach out to vendors for all reasons, example change of address.
Daily calendar management for direct report.
Arrange all travel for direct report (rental car, air, and hotel)
Prepare itinerary for all final travel.
Prepare and process expense reports.
Handle projects as necessary, example mailings, stuffing goodie bags for kids.
Prepare and distribute end of week email to finance department and director of operations using Outlook.
Arrange and attend monthly and weekly finance meetings.
Order and arrange lunch.
Respond to calls and emails.
IAVI International AIDS Vaccine Initiative (Contractor) 5/2016 – 7/2016
Executive Administrative Assistant
Work reception desk, reporting to two scientists.
Answer phones, direct calls to appropriate party, take messages.
Make sure reception area is welcoming, act as a host to visitors.
Have visitors sign in using an iPad.
Order car service for anyone requiring car service.
Issue badges to new hires daily.
Code and process invoices.
Order and set up lunch meetings.
Order office supplies for approximately 50 people.
Set up WebEx meetings daily.
Update forms with new hire information.
Sort and process mail, accept deliveries, and distribute deliveries.
Make sure kitchen area is clean and fully stocked with coffee etc.
NYU (Contractor)
Executive Administrative Assistant to two Senior Directors 4/2014 – 4/2016
Book extensive travel (rental car, air domestic and international, and hotel).
Prepare and distribute itinerary for all final travel.
Heavy calendar management using Google calendar.
Arrange and attend all meetings example, MOM meetings, All Hands meetings.
Take and distribute minutes for all meetings.
Process all expense reports.
Code and process invoices.
Order office supplies for approximately 120 people.
Process all new hire on-boarding, arrange for computer / phone set up / business cards / name plates.
Field phone calls to the appropriate department.
Respond to calls and emails.
Order and arrange lunch.
Participate in planning events, holiday party, and retirement party.
Create filing system
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Forest Laboratories
Administrative Assistant Senior Director & Two Managers 3/2010 – 3/2014
Schedule and maintain all appointments on Outlook for Director of Marketing.
Book extensive travel utilizing the on-line Carlson Travel System via SAP.
Prepare and process expense reports using SAP.
Arrange for catering for in house lunches.
Direct and forward messages to appropriate parties.
Prepare, distribute mail as well as prepare UPS deliveries utilizing UPS systems.
Order office supplies using Staples on line systems.
Post and keep updated attendance records.
Prepare, code, and process job requests and invoices using SAP system.
Enter visitors into the Work Speed system giving them access to the building.
Handle all administrative projects using Word, Excel, PowerPoint, and Outlook.
Interevco, Inc. 10/2008-3/2010
Executive Administrative Assistant to CEO
Maintain all of CEO’s calendar and appointments coordinate scheduled meetings with staff.
Book extensive travel both domestic and international for the CEO.
Maintain and facilitate expense reports for CEO and staff.
Deal with confidential projects and information on a daily basis.
Arrange events (e.g. lunches) both in-house and at off-site locations.
Arrange mail and messenger service.
Maintain daily operation of office, order supplies (toner, paper, basic office supplies, office furnishings)
Heavy phone/fax/email interaction with inter-departmental personnel, redirecting calls to appropriate staff.
Keep updated attendance records for staff.
Act as point person when CEO is out of the office.
Handle all admin projects (mailings etc.)Utilizing Word, Excel, PowerPoint, Access, and Outlook.
BMG Columbia House, New York, NY 2/2005-10/2008
Executive Administrative Assistant to CFO and VP of Integration
VP of Integration reports to the CFO therefore, heavy dealings with internal budget reporting, and financials of contracts from clients. Also, the VP works in conjunction with the Legal and Business Affairs Dept. liaise between these two departments on a daily basis.
Maintain all of the CFO’s calendar and appointments coordinate scheduled meetings with staff.
Book extensive travel both domestic and international mostly Germany and Spain for CFO and VP of Integration also on occasion book travel for the Public Relations Department.
Maintain and facilitate expense reports for CFO and Senior VP of Communications and VP of Integration.
Deal with confidential projects and information on a daily basis.
Arrange events (e.g. lunches) both in-house and at off-site locations, including, in-house baby showers, company sponsored bowling night.
Create and process purchase orders for a variety of computer and office products for company wide use, using SAP.
Managing office traffic including mail and messenger service.
Heavy phone/fax/email interaction with inter-departmental personnel, redirecting calls to appropriate staff.
Run receipts variance reports, coupon reports, and business warehouse reports with use of SAP.
Placing visitors on building management computer generated Work Speed list.
Computer skills: Microsoft Office, Microsoft Word, Microsoft Excel and PowerPoint, Outlook, Google docs, Google Drive, Intacct, Lotus Notes, Intacct, QuattroPro, Adobe Acrobat, Groupwise, SAP Reporting, Access, Work Speed, Track-It, UPS Software, Fed Ex Software, People Soft, ADT Datasource, ADT Select, Sterling Testing.
Education and Training
Murry Bergtraum High School for Business Careers
Professional Associations
Formerly AWNY (Ad Women of New York)
http://www.linkedin.com/in/noelboccia
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