Executive Assistant Office
Resume:
JULIA GRAFFAGNINO
Kissimmee, FL 34746
****************@*****.***
LANGUAGES
Fluent in both English and Spanish
WORK EXPERIENCE
Las Olas Confections & Snacks Orlando, FL 2017-2018
Administrative Assistant
Provide Administrative Support to Plant, Marketing, and Customer Service Leadership Teams.
Serve as liaison between Company, Customer, Vendors, Service and Guests.
Manage Office, Reception and Phones.
Organize and schedule meetings and conference calls (including lunches & dinners)
Take Meeting Minutes.
Create PowerPoint Presentations, Excel Spreadsheets, Cost Analysis, Correspondences based on content direction from Supervisors.
Book Travel and Process Expense Reports.
Coordinate Trade Show Logistics.
Order Office Supplies.
Participate in Key Projects and Initiatives.
Order Office and Break Room Supplies.
Coordinate Office Functions.
Esterline Landscape Kissimmee, FL 2017-2017
Executive Assistant to CEO
Maintain and organize the CEO’s diaries, filing system and all other relevant areas as necessary.
Make appointments for the CEO, reminding her of appointments and ensuring that she is well briefed for meetings and appointments.
Provide support in her projects, proposals and bids through research, consultation and team management.
Reconcile and manage credit cards for several locations.
Prepare work orders and reconcile accounts payable for management.
Prepare inter-company billing.
Facilitate senior staff meetings and schedule debriefing meetings. Arrange meeting venue, order breakfast, lunch or dinner and take minutes.
Arrange for travel, lodging and transportation.
Prepare all Board papers and ensure they are delivered in a timely fashion for all meetings.
Arrange for meeting venues and events.
PowerWright Technologies N Palm Beach, FL 2016- 2017
Office Coordinator/Assistant Project Control
Organize and facilitate meetings, staff and other special events, as required.
Manage multiple small or special projects at the same time in a fast-paced environment. Handle logistics for trips for executives, various employees, and job candidates such as booking hotels, rental cars, and flights.
Supervise one (1) Assistant Office Coordinator and off-site team (3-5 employees) which may include recommendations for hiring, performance evaluations, training, work allocation, and problem resolution.
Handle needs for the physical building, maintains contacts, and schedules repairs and/or maintenance as needed.
Manage company-approved credit card. Purchase and maintain office supplies for meetings, events and the office.
Rehmann Vero Beach, FL 2013-2016
Executive Assistant/Office Manager
Responsible for maintaining the physical needs of the office and directing/supervising subordinate clerical and administrative staff.
Manage relationships between office and building service providers; negotiate contracts and ensure services are provided as required. Ensure facilities comply with federal, state and
local requirements, and that building and occupancy permits are maintained. Responsible for ensuring safety and security of staff and firm property.
Research and qualify vendors for office equipment and services, consistent with firm policies; provide recommendations to office managing principal, or execute decisions within firm limitations. Oversee maintenance of proper inventory of office supplies and resources.
Facilitate new hire orientation and termination procedures.
Conduct research, gather and analyze data and prepare parts or drafts of forms, documents or reports for the practice. Provide high-level administrative support as required by the practice (e.g., data entry on tax returns, typing financial statements, processing transactions). Contact clients as needed to gather or transmit information.
Arrange for travel and lodging of Executives to include calendar management. Provide high-level administrative assistance to executive level-staff. Review documents or assembled products for accuracy.
Review and submit invoices for processing.
Orlando Health/Healthcare Purchasing Alliance, LLC Orlando, FL 2011-2013
Executive Assistant to COO
Perform advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill, and knowledge of organization policies and practices for COO/Senior Management.
Create, prepare and coordinate presentations, including charts, graphs, etc.
Create and maintain databases and spreadsheets.
Organize meetings including distributing materials and transcribing minutes.
Organize and expedite flow of work through COO/Senior Management offices.
Answer phone calls, route callers, takes messages and resolve routine and some complex inquiries. Screen calls and visitors.
Schedule and maintain very busy calendar of appointments, meetings and travel itineraries and coordinate related arrangements.
Coordinate special events.
Prepare, monitor, or assist with the preparation of various budgets.
Kota Holdings, HGW and Organic Solutions Stuart, FL 2009-2011
Executive Assistant/Office Manager
Supported all Director-level projects and information-management processes.
Compiled and analyze data from monthly reports to prepare Director’s presentations to Executive Management.
Ordered office supplies and kitchen supplies.
Ensured that all office equipment is functional and operational. Place service calls when needed.
Set up Telephone Conferencing.
Created Spreadsheets and Power Point presentations
Processed Payroll and Accounts Payables.
Typed Weekly Meeting Agenda.
SKILLS
Bonded Notary Public State of Florida
Office Management
Teambuilding & Supervision
Staff Development & Training
Report & Document Preparation
Spreadsheet & Database Creation
Accounts Payable/Receivable
Human Resources & Payroll
Records Management
Meeting & Event Planning
Expense Reduction
Arrange and Coordinate Travel
EDUCATION
Indian River Community College, Fort Pierce, FL 08/09-12/09
Major: Liberal Arts in Science
Tidewater Community College, Virginia Beach, VA 08/98-05/99
Major: Liberal Arts in Science
New York City Technical College, Brooklyn, NY 08/92-05/93
Major: Liberal Arts in Science
Bushwick High School, Brooklyn, NY 09/84-06/85
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