Administrative Assistant Executive

Aida L. Pagan 845-***-****

Nanuet, NY ***** *********@***.***

SUMMARY

My experience is in working as Administrative/Executive Assistant in a fast paced office environment; working under pressure while multi-tasking and meeting deadlines. I am Fluent in English and Spanish and enjoy serving the people I work for.

Skills: People Soft, Share Point Site, Concur, Microsoft Office Suite: Outlook, Word, Excel, PowerPoint, & Visio.

EXPERIENCE

Bedford Hills Correctional Facility – Bedford Hills, NY May 2017 – May 2018

HR Assistant – Personnel

Provided administrative support to the department of personnel: answered questions from and provide information to various parties: Correctional Officers, Civilians and other State and Local agencies on activities, transactions and procedures related to time off, benefits, promotions, transfers and reassignments.

Scheduled appointments for interviewees and meetings using various office tools. Entered data and information into and retrieved data from computerized system.

Typed, proofread, reviewed and corrected correspondence, documents, records, and other written materials. (Requests for medical documentation, verification of employment, removing employees off payroll, etc.)

Received, picked up, delivered, opened, appropriately record, time stamp, sort and distribute mail, e-mail, and other forms of correspondence or communication, or goods, materials or stores.

Maintained files, correspondence, documents, records, materials and stored pursuant to guidelines; Maintained basic financial, accounting and statistical records. (FMLA tracking, missing time cards)

Macy’s Department Store – Nanuet, NY Sept. 2016 – Feb 2017

Fine Jewelry Associate

Assisted Macy’s customers in all aspects of service, and qualify customer needs, figure out what’s right for them by using steps of MAGIC & High Touch Selling. Offered customers to put purchases on their Macy’s charge account and purchase insurance for their purchased merchandise.

Maintained a professional attitude with sincerity and enthusiasm that demonstrated Macy’s commitment to our customers. Participated in pre-selling and sales driving events. Performed all aspects of fulfillment process including the ringing up of merchandise.

NYS Mental Health Cook Chill Production Center – Orangeburg, NY Mar. 2016 – Sept. 2016

Administrative Assistant (Temporary)

Provided secretarial administrative support to the Director of Cook Chill, QA & Operations Managers on a daily basis, typing, filing and phone calls.

Formatted and typed the NYS Mental Health Cook Chill Production Employee Handbook, attestation forms, job descriptions, meeting notes and procedures outlines. Work on inventory reports, organizational charts, tables and tally up purchase orders and worked on temporary staff time sheets which included tallying up time and reporting discrepancies. Created policies and guidelines on work responsibilities

Created food production labels with special attention on frozen, salads and vegetable foods on a daily basis. Trained staff on food label process.

Archcare - New York, NY

Executive Assistant Feb. 2014 – Sept. 2015

Provided secretarial and administrative support to the Executive VP of Purchasing & the VP of Nursing Home Care Operations and their direct reports the Supply Chain department and Nursing Home Operations executive staff, with heavy calendar management, scheduled and coordinated meetings, confirmed meetings, coordinated internal or external events, travel plans, take detailed phone messages, and processed expenses.

Aida L. Pagan 845-***-****

New York, NY 10029 *********@***.***

Typed letters and memos; take minutes, created and produced documents and spreadsheets; create and managed all power point slides for monthly operational meetings. Prepared correspondence and communicated effectively by phone, email and in writing; interpreted the operating policies to employees.

Coordinated, and maintained office services – processed purchased orders and invoices, handled some account reconciliations, records management control of projects and budget accounting operations, HMO contracts, maintain records of system pricing, maintenance and service agreements, policies and clinical protocols, physician credentialing, facility operating certifications and employees state licensure documents for the use of company cars, and auto insurance renewal.

Under the supervision of VP of Purchasing, negotiated biding rates and contracts with vendors on pharmacy and medical supplies (ex: medical supplies bed, sheets, tubes, and drugs) other items office machines faxes, copiers and regular office supplies.

Administrative Assistant Dec. 2013 – Feb. 2014

Provided administrative support to the Director of Marketing Operations and the clinical staff. Maintained her calendar and scheduled and coordinated daily, weekly and monthly meetings. Managed her calendar, and travel arrangements; Processed expenses and responded to her telephone calls.

Prepared enrollment reports and graphs, memos, letters and word documents. Created weekly and monthly activity reports in excel. Gathered and collect data information to create graphs and charts and merge the information into a power point presentation. Read and analyzed emails, memos, submission and reports to determine significance and plan their distribution. Performed general office duties-ordering supplies and maintaining records management systems.

Health Insurance Plan (EmblemHealth) – New York, NY March 1983 – June 2013

Administrative Assistant May 2011 – June 2013

Provided secretarial and administrative support to the Senior Director of Marketing Advertising/Brand Management and his direct reports of Directors, Managers and Specialists.

Scheduled and coordinated meetings, interviews, appointments, marketing and advertising events; obtained conference rooms, handled technical support requests, catering, travel and lodging arrangements and reserved handled the business related expenses for the entire staff. Composed agendas, letters, memos, certificate awards, name tags, spreadsheets and word documents such as minutes. Calendar management; planned and scheduled all activities such as photo shoots; company name and other events.

Coordinated with staff on operation support activities of the unit; serve as a liaison between the brand specialist team and the operating units in the resolution of day to day operational problems. Provide supervision to a staff of seven, tracking attendance, punctuality, time off and handle evaluation documents.

Handled all telephone calls for Marketing & Advertising Unit, the Brand Management Unit, the Market Research Unit and Analysis, with accuracy. Managed print jobs, launches and timelines for deliveries (quantities, collateral, samples, and date). Coordinated with purchasing to revise programs and process invoices via PeopleSoft.

Executive Assistant Aug. 2004 – May 2011

Provided administrative support to the VP of Marketing Administration, Communications & Brand Strategy and his direct reports of Directors, Managers and Specialists. Maintained VP and staff’s calendar management, coordinated meetings, calls, and events, conference rooms, and catering. Coordinated travel, processed expenses. Ensured/prioritize adequate access to the VP for internal and external constituents and customers.

Typed, memos, letters, word documents, organizational charts, spreadsheets and gather slides for power point presentations, managed the share Point drive.

Take telephone messages with accuracy, gathered and collected data for marketing meeting presentations.

Aida L. Pagan 845-***-****

New York, NY 10029 *********@***.***

Served as the liaison between external vendors and administration.

Performed and handled HR function of new hires paperwork; organized the office work station and needs.

Administrative Assistant May 1999 – Aug 2004

Served the Commercial & Marketing Implementation departments as a liaison for all marketing sales representatives and the representatives of Standard Forms Inc. on campaign request orders for materials and give away. Followed up on order status, track POD and interacted via email with vendors for benefits set inserts.

Provided website pin # to our Benefits Officer Administrators and Broker Agents to obtain access on the portal website. Scanned documents for new and existing business.

Administrative Assistant Aug 1988 – May 1999

Provided the Marketing Commercial Sales department with detail information on health insurance coverage to members of HIP. Typed letters, memos and comparison of benefits for the department as requested for all Marketing Representatives.

Maintained in stock all marketing forms and materials for inventory. Developed and maintained a summary system of benefits for the department. Interact with high level contractors and other personnel to resolve member issues and complaints; and ensured orders of marketing materials for open enrollment campaigns.

Assisted Sales Representative with on-site presentations for Commercial, City, State and Federal open enrollments. Assigned leads of accounts based on territory.

Customer Service Representative Aug 1987 – Aug 1988

In the Customer Service Unit, I responded to and answered telephone inquiries for contractual benefits, benefits eligibility and benefits explanation, general HIP services, HIP policies and procedures, Group Health Association, reciprocity participants, programs. Followed up effectively on inquiries through the intervention and investigation with other entities; (Claims, Billing, Pharmacy and Accounting) for member resolution.

Senior Typist Nov 1984 – Aug 1987

Typed large volumes of letters regarding benefits and rate increase for all our City, State, Federal and Commercial accounts in the Marketing Department.

Key enter account information into the HIP Central Information Systems (CIS)

Clerk Typist Mar 1983 – Nov 1984

Typed complex letters, memos and draft proposals for the Directors of Medicaid Department. Assisted with typing for the department on Dental subcontract agreements, contracts for the Medicaid members. Verified and checked member eligibility to medical centers, and the Medicaid Resource Center. Provided support to a team of Medicaid Representatives with supplies, filing and photo copying.

EDUCATION

Borough Manhattan Community College

Nursing & Health Educational Courses

Seward Park High School – Diploma

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