Administrative Assistant Manager

Rachel Ortiz

******.********@*****.*** 347-***-****

The Execu Search Group - New York

Executive Assistant 6/17-9/17

A recruitment firm focused on serving accounting firms, boutique hedge funds, and private equity funds helping over 27,000 companies find talent and connecting over 62,000 with new jobs.

Supported Direct Manager and Vice President in planning business affairs.

Managed and maintained heavy calendar of appointments and travel schedules for both.

Coordinated all logistics for domestic and international travel.

Processed expense requests.

Gate-keeper for calls.

Supported sales, stock analysis and ladder reports.

Booked meetings and conference calls.

Maintained record keeping of monthly sales for the Direct Manager and the Vice President in Planning.

Provided support from administrative staff a cross various departments.

Served as back-up administrative support when other administrative assistants were out of the office.

Organized meals for in house meetings and visiting clients.

Riverside Research Institute - New York

Executive Assistant/Contracts Assistant 12/14-6/17 Riverside Research Institute is a not-for-profit organization chartered to advance scientific research for the benefit of the United States government and the public interest.

Filed primary and sub Government contracts.

Assisted the Contracts Manager with reviewing and editing non-disclosure and task order agreements.

Participated in kick off meetings when government contracts were won.

Assisted the Chief Executive Officer with administrative duties as needed.

Assisted the Procurement Manager through gathering pricing in selecting the best value in purchases.

Gate-keeper of all vendor files.

Sudler & Hennessey - New York

Administrative Assistant Program Coordinator 8/06-11/14

Sudller & Hennessey creatively connects providers, patients, and payers, as well as channels, trends and teams to produce genre-defining work. They offer strategic planning, medical affairs and educations, market access, sales training, digital and social media strategy, consulting, media planning, scientific publications and global thinking and implementation.

Organized all medical speaker programs.

Ensured pharmaceutical representatives remained within budget.

Coordinated and assisted speakers with travel arrangements.

Arranged venue for the speaker programs.

Assisted in contracting medical speakers.

Travelled to assist in local and national speaker training programs.

Greeted and assisted attendees in training sessions

Assistant to Vice President of IntraMed. Extensive scheduling and arranging meetings and travel for high level executive, including but not limited to car service, reservations, internal and external meetings with clients, detailed travel itineraries, as well as personal affairs.

Answered high traffic phone lines, sent and received all correspondence.

Prioritized conflicting needs; handled matters expeditiously, proactively, and followed-through on projects to successful completion, often with deadline pressures.

Assisted in all organization of meetings off site and abroad.

Organize meetings for visiting clients, meals and clients’ special requests.

Alliance Building Services-First Quality Maintenance

Administrative Assistant 2004-2005

Alliance Building Services provides comprehensive facility-related services for over 60 million square feet in the New York tristate area.

Greeted clients and answered phones.

Performed administrative functions that entailed; calendars, letters and filing.

Translator for current and new accounts.

Globe Tax Services

Receptionist 2003-2004

Globe Tax was founded in 1992 in response to a need in the marketplace for a comprehensive withholding tax reclaim processing service to satisfy all global investors.

Distributed to internal departments client status weekly reports

Maintained all confidential patient information in database.

Greeted clients and answered phones.

Performed administrative functions that entailed; calendars, letters and filing.

Children’s Medical Group

Administrative Assistant/Receptionist 2002-2003

Pediatric clinic affiliated with Wycoff Heights Medical Center.

Maintained insurance documentation in database.

Maintained all confidential patient information in database.

Coordinated patient referrals to other medical institutions.

Education

Borough of Manhattan Community College-Associates Degree in Liberal Arts-Sociology.

Competencies

Advanced level in Microsoft Office (Word, Excel, PowerPoint and Outlook). Fluent in Spanish.

TwentyEighty Strategy Execution: Federal Contracting Basics, Operating Practices in Contract Administration, Source Selection: The Best Value Process

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