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Executive Assistant

Location:
Ashburn, VA
Posted:
October 18, 2018

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Resume:

SONIA MARTINEZ Mobile: 571-***-****

Sterling, VA 20164 ac7fdm@r.postjobfree.com

SUMMARY

Accomplished and effective Senior-Level Executive Assistant with strong organizational skills and years of experience in executive level planning, coordinating, and supporting daily operational and administrative functions. Proven track record of successfully understanding business priorities, assigned tasks, and taking full ownership from implementation to completion. Ability to proactively anticipate challenges and plan accordingly ahead of need and drive advances to build volume for the team. Possess a high level of integrity and professionalism to develop strong partnerships with executives to seamlessly support the business direction. Affable, dedicated, hardworking professional, detail-oriented, and effectively manage several projects simultaneously. Recognized for maintaining confidentiality of sensitive information.

PROFESSIONAL EXPERIENCE

Capital One Bank – Retail & Direct Technology, McLean, VA 7/2013-6/2017

Principal Coordinator - Processed complex travel and expenses and travel arrangements. Executed on/off-boarding utilizing corporate process. Demonstrated ability to work efficiently in a fast paced environment during stressful periods.

Edited and finalized tracking data of 80~ Direct Reports (34 Contractors with title, geographic location, firm, and 46 associates) in a spreadsheet format reducing recordkeeping and calculation time by 90% from previous version.

Formed concepts and executed administrative mechanisms to optimize executive’s time.

Build relationships with Executive Assistants within the company and maintain a strong personal Brand.

Scheduled and managed all logistics for managers’ 16 team meetings, 12 All-Hands, and 20~ Leadership meetings and 6~ fun events successfully ensuring all details handled, and changed as needed, through careful tracking.

Aided with and transcribed minutes for 3 Cross Calibration sessions accurately and completely.

Proficiently organized multiple complex calendars for 5 managers including 2 VP’s, scheduled meetings, addressed conflicts efficiently and made frequent updates to reflect schedule changes.

Recipient of various Associate Recognition Programs for managing 2 VP’s complex calendars in 1st six months of employment, expertise in managing logistics, and for participating in the “Take Your Child to Work Day” event.

DuPont Fabros Technology, Ashburn, VA 3/2008–3/2013

DFT is a real estate investment trust and leading owner, developer, operator, and manager of wholesale data centers.

Executive Assistant to the Executive Vice President–Data Center Operations - Reconciled and coded receipts accurately against monthly credit card statement for EVP and Sr. Sales Engineer. Compiled and submitted bi-weekly time sheet summary reports from the 5 Facility Assistants (non-exempt) to the SVP of Human Resources.

Thoroughly trained 5 Facility Assistants Time Entry and encouraged them to take English classes to strengthen their knowledge orally and written.

Attended weekly client meetings with Property Manager and Critical and Essential Infrastructure Managers to provide administrative support on action items. Attended and transcribed annual budget meetings for EVP and Site Managers.

Performed administrative assistance in obtaining 5+ quotes from vendors and created Purchase Orders.

Accurately generated 20+ security access tickets and maintained log for contractors/visitors to gain on-site entry.

Correctly updated monthly DEQ Emissions (VA Air Permit) Tracking Log (diesel engine load transfer) for electrical manager.

Established and maintained accurate EVP’s 10 data center confidential site files for required record documents.

Successfully completed essential and traditional duties including heavy schedule of meetings and travel arrangements; screened calls; processed expense reports; organized and facilitated 24+ catering meetings, scheduled and organized quarterly All Hands meetings and 2-5 monthly tours for the EVP and proprietors.

Strayer University, Ashburn, VA 2/2007-3/2008

Admissions Secretary to the Campus Director - Supervised 2 full-time Admissions Assistants positions including daily tasks and scheduling. Attended weekly Managers' and Staff meetings to share team’s progress and/or issues with daily tasks. Entered correctly 50~ daily applications and prospective student leads into student inquiry database and distributed report to Officers. Examined weekly over 100 files for completeness and prepare acceptance letters.

Inspected above 2 quarterly admissions reports with Admissions Manager and Campus Director.

Entered accurately weekly payroll time into computer system for on-site personnel.

SONIA MARTINEZ 571-***-**** Page Two

PROFESSIONAL EXPERIENCE

Johnson Controls, Inc., Reston, VA 1/2006-2/2007

JCI is a global diversified technology and industrial leader serving customers in more than 150 countries (providing building efficiency, automotive experience, and power solutions).

Senior Administrative Assistant to the Site Manager - Created and maintained Computerized Maintenance Management System (CMMS) database including equipment history and status, generation of work orders, management of budget projection data, inventory tracking system, purchasing module, and overall operation of CMMS system for the four contract sites in Northern Virginia.

Provided administrative support to Project Manager, Site Manager, Senior Lead, and Lead Engineers regarding the completion of preventive maintenance work orders and quality control tasks of equipment timely.

Worked closely with Chief Engineers at Fannie Mae on completed PM’s for confirmation and accuracy of data to avoid power outages.

Asked many questions to understand reports’ data enabling identification of anomalies. Achieved excellent results by understanding the task completely, paying attention to every detail and taking complete ownership of the job.

Made 1-2~ corrections per month by identifying anomalies (significant so equipment would not go down).

Asked 5~ questions/month after training to ensure understanding of job or task.

Looked daily for missing info and discrepancies when inputting info into system from 100~ PM’s.

Compiled data from various documents accurately and timely for the monthly report provided to the customer.

Posted information to numerous logs and records. Performed account balancing and reconciling. Processed accounts payable invoices. Completed confidential tasks. Maintained safety records including OSHA.

Tracked accurately monthly safety training for the Operations and Maintenance (O&M) Team resulting in 100% compliance rate.

Coordinated all Human Resources paperwork for new hires and existing personnel. Assisted with payroll issues and management of CMMS. Managed on site Worker’s Compensation files.

Millennium Bank, Reston, VA 4/2005-1/2006

Commercial Closer - Prepared and processed daily 10~ personal and commercial loans.

Interacted professionally with customers, bank personnel, and other related parties to process loans.

Maintained accurate customer files current with the proper documentation. Created correspondence for team.

OTHER RELATED EXPERIENCE

First Virginia Bank, Falls Church, VA

Executive Assistant-Trust & Investments Services – Prepared performance evaluations. Maintained employees’ records and files. Attended weekly investment meetings and monthly Trust Services committee meetings with executives to take minutes.

SKILLS

Microsoft Office Products: Word, Outlook, Excel, PowerPoint, and all phases of office equipment operations. Fluent in Spanish; team oriented; flexible; create personal network of resources; helpful regardless of tasks; knowledge of legal terms; and excellent organizational ability.

CERTIFICATIONS AND AFFILIATIONS

Certified Notary Public in the State of Virginia. Member of Notary Commission.

LINK, Inc. & Rebuilding Together Volunteer

EDUCATION

Temple College, Falls Church, VA

American Institute of Banking, Falls Church, VA

Northern Virginia Community College - Academic class

Learning Tree International, Reston, VA

Actively attended Capital One Admin U by APN



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