Executive Assistant, Administrative Assistant

Executive Assistant

Qualification Summary

Executive assistant professional with 30 years of experience working in a fast-paced environment demanding strong organizational, technical, and interpersonal skills. Highly trustworthy, ethical, and discreet, loyal, committed to superior customer service. Confident and poised in interactions with individuals at all levels of management. Detail oriented and resourceful in completing projects; able to multi-task effectively.

Experience Highlights

Executive Assistant – 2014 - Present

Macy’s – Herald Square – Ready to Wear – Juniors Department

Prepare and maintain all travel expenses for VP Divisional Merchandise Manager, VP/Divisional Planning Manager, VP/Digital Merchant Communications

Full management access of 3 VP’s schedule, coordinate meetings, contacts, vendor/market appointments

Review incoming/outgoing correspondence mail, answering incoming calls and divide calls to the appropriate parties as needed

Manage daily workflow for the divisional teams including distributing mail(newsletters, memos, store flyers)

Manage divisional conference room reservations & schedule

Worked with and safeguard confidential material, displaying the utmost level of discretion and ethical standards

Operate the Macy’s Inc. Oracle iProcurement application on travel expenses, expense reimbursements, order office/printer supplies

Maintain high level of customer service within & outside the company

Print financial reports that are executed within a timely fashion every Monday morning

Organize divisional events with the department(birthday, anniversary, Christmas)

Work with IT department on the software update on Windows 10 with the entire department on their laptops providing their computer credentials

Maintain office equipment; distribute company newsletters, placing service desk calls to IT department on network printers, copiers issues

Earned excellent marks on performance reviews, with citations for excellence in areas including work volume, accuracy and quality; ability to learn and master new concepts; positive work ethic; and commitment to providing unsurpassed service

Organize office relocation with movers to relocate 350 employees to another office location.

Created a process within the mailroom department for mail correspondence within the departmental floors throughout the company

Maintain vendor contact list between buyers, assistant & associates buyers, executive management and their respective team members

Earned excellent marks on performance reviews, with citations for excellence in areas including work volume, accuracy and quality; ability to learn and master new concepts; positive work ethic; and commitment to providing unsurpassed service

Provide administrative assistants support for back-up when assistants are away on vacation, medical or maternity leaves

Executive Assistant – 1987 – 2012

New York Life Insurance Company

Provided an executive assistant support to the 2 - Vice President of Corporate Technology Department and 15 direct reports with a demonstrated ability to improvise, procedures, and meet demanding deadline

Manage all calendar transaction, schedule meetings as well as the day to day office functions for executives

Coordinate and manage the blackberry enterprise system for 6 vice presidents, 10,000 employees’ within companywide & field offices in the US

Lead manager for the blackberry enterprise project

Process blackberry phone request on upgrades and new users – AT&T

Update software releases on all blackberry devices, desktop, laptops

Handle day-to-day BES and blackberry related technical problem

Solid history of quickly and accurately attending to customer needs, resulting in high levels of customer retention

Provide technical support to over 10,000 blackberry users within the U.S & International

Managed blackberry technical support team of 10 members

Supervised the iPad & iPhone upgrade pilot program company wide

Assign blackberry trouble tickets to appropriate tech support technicians

Updating Blackberry inventory database for all blackberry users

Arrange blackberry phone disposal(old models) thru the disposal vendor – DWC-IT

Keep up to date on mobile contracts, upgrade eligibility, calling plans, order accessories

Arranged for and scheduled appointments for the executive, including interviewing callers and making proper referrals; prepared material and made arrangements for meetings as required

Handle employee records, performance evaluations with the utmost confidentially

Process invoice validation report using Oracle Business Objects software

Created and update vendor contracts using Asset Management Remedy software v7.5

Handled divisional attendance records for 100 employees, process travel expenses & reimbursements, order office supplies, maintain office equipment, distribute company newsletters, manually created for new hires

Direct business relations and distribution of company literature to inform employees of corporate changes

Manage all calendar transaction, schedule meetings as well as the day to day office functions for executives

Coordinated multiple domestic and international events ranging from 10 – 20 attendees

Prepare travel itineraries, expense reports using SAP travel reservation system

Manage daily workflow including email, voicemails, answering phones; distributing mail(personal, newsletters, memos) sending and receiving faxes, copying, and filing

Earned excellent marks on performance reviews, with citations for excellence in areas including work volume, accuracy and quality; ability to learn and master new concepts; positive work ethic; and commitment to providing unsurpassed service

Handle employee records, performance evaluations with the utmost confidentially

Developed comprehensive departmental manuals that enabled faster ramp-up for newly hired staff

Served as backup support for other administrative staff when needed

Handled & process all confidential information requiring high level of discretion

Planned and responsible for all aspects of corporate events including catering, entertainment(music) for annual holiday parties for 1,000 attendees, work anniversaries, organized Take Our Children to work day for over 1,500 attendees(volunteers, parents & children in ages 7 – 12yrs old), contract negotiation, proposals, transportation arrangements, hotel reservations, special meal request

Maintain contact list between clients, management, and their respective team members

Operating Systems

Windows 10, Windows 2000, Windows 7 Professional

Computer Skills

Microsoft Outlook, Microsoft Office Suite - Excel, Word, PowerPoint, Lotus Notes 10, Sametime messaging, Skype, Event Planner, Catering, Front Desk Reception, Travel Coordinator Specialist, Oracle Business Objects, Carlson Wagonlit Travel Reservation Services, IT Help Desk, Vendor Management Relations – AT&T/Blackberry, DWC PC & Blackberry Disposal, Rubi Financial Reports

Training

Certification – What’s my Communication Style for Executive Assistants

Certification - Human Resource Practices

Certification - Customer Service Business Relations

Certification - Diversity & Inclusion Course

Certification - BMC Remedy IT Service Management ver. 7.5, 7.6

Education

New York University, New York, NY – Completed Liberal Arts program – 1994

Languages

Bilingual – Spanish

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