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Administrative Assistant Executive

Maplewood, New Jersey, United States
November 29, 2018

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** ******** ******

Maplewood, NJ 07040

Home: 973-***-****/Cell: 862-***-****


Experienced and industrious support professional with expertise in developing reports, tables, and presentations using various applications. Proficient at formulating spreadsheets, creating databases, and updating financial data within various databases. My strengths include being organized with a strict attention to detail, adapt quickly and easily in a constantly changing environment, display effective communication and interpersonal skills, and honed writing skills. Responsible for reconciling payroll, redesigning and ordering furniture for Break/Conference Room and the Locker Room and Office.

I participated in Monthly and Year-End book close responsibilities included: generating/distributing Hyperion Consolidated Financial Services (CFS) reports, updating financial spreadsheets and analyzing book close elimination entries. I updated Budget Excel spreadsheets on a monthly basis. This involved purging obsolete codes and adding new codes and modifying the spreadsheet to pull the current month financial data from the Hyperion database.


Temporary Assignment through Adecco, 30 Bergen Street, Bldg. 8, Newark, NJ 07101

Jan. 2017 –

June 29, 2018

University Hospital, Central Sterile Department, 150 Bergen Street, Newark, NJ 07101

Create purchase orders to order office supplies, toners, instrumentation, cell phones, scanners, medical supplies/instruments using MARKETPLACE, an on-line ordering application

Place work orders to facilitate needed repairs or various projects that need to be done within the department.

Create various documents and tables using Microsoft Excel and Word for Windows

Answer telephones, took messages for the Manager and Supervisors in Central Sterile

Utilizing Microsoft Outlook to assist in managing the calendar and emails

Set up meetings and interviews

Reconcile payroll for the Central Sterile Department, forward the payroll information to the Payroll Department, provide copies of each timesheet to the appropriate employee, scan and email timesheets to Manager after having them signed by employee, and store time cards. Create newly labeled timesheets, using mail merge function in Word for Windows, for the upcoming week and distribute.

Responsible for meeting with vendors and selecting new furniture/appliances for the break room/conference room. Arranged for painting of room as well as the cleaning and waxing of the floors also.

Responsible for ordering new lockers for the Central Sterile locker room from an outside vendor, interacting with various University Hospital departments to arrange for removal of old lockers, furniture, and sink. Made arrangements for the room to be painted and the floors to be stripped and waxed. Oversaw the placement of the new lockers in the locker room, and distributed the combinations to co-workers for the combination locks embedded in the lockers.

Prudential Real Estate Investors, Executive Assistant, 7 Giralda Farms, Madison, NJ 07940

March 2014 –

March 2016

Provided administrative support to two Vice Presidents in the Law Department of Prudential Real Estate Investors

Utilized Lotus Notes to send/receive e-mails, maintain the calendars of two Vice Presidents, schedule meetings, reserve conference rooms, and arrange teleconferences

Utilized the SAP Application for initiating payments to Vendors, update Financials, and add new Vendors into databases, purchasing supplies, and to run reports consisting of Real Estate Properties data.

Made domestic travel arrangements for Vice President(s) using Cliqbook, a self-booking tool administered by Carlson Wagonlit Travel (CWT), for visits to other Prudential locations or attendance at various Real Estate or Law Conferences/Seminars.

Created and revised presentations, spreadsheets, letters, and various other types of documents using Microsoft Word, Excel, PowerPoint

Used the iManage Application to electronically store/file documentation

Answered telephones, took messages and gave to the appropriate person or transferred to someone who would be able to assist them if the Vice Presidents are in meetings or unavailable

Interacted frequently with other Executive Assistants regarding meeting arrangements or action items follow-up

Reserved offices with laptop and internet connections for visitors, when they are visiting or attending meetings at Prudential Madison location

Facilitated the processing of invoices that were received from various outside Law Offices using Teamconnect/Collaboratti Application. Reconciled unpaid invoices by interacting with Accounts Payable and the Law Firm(s) to ensure payment was made

Notarized legal documents, scanned and sent them out using UPS or Federal Express overnight mail

Prudential Financial, Senior Administrative Assistant, 55 Livingston Avenue, Roseland, NJ 07068

March 2006 –

March 2014

Provide administrative support to the Vice President of Business Continuation and Information Security

Utilize Lotus Notes to send/receive e-mails, maintain the calendars of two Directors, schedule meetings, reserve conference rooms, and arrange teleconferences

Make domestic travel arrangements using Cliqbook, a self-booking tool administered by Carlson Wagonlit Travel (CWT), for Director visits to other company or vendor site locations

Maintain and update the Business Continuation Plan for the Roseland – Building 1 – BC office and Business Information Security Office Group.

Create and revise presentations, spreadsheets, graphics, and various other types of documents using Microsoft Word, PowerPoint, Excel, and Access

Create purchase orders for ordering office supplies, Laptops, PCs, toners, pagers, and various software applications using an on-line ordering process

Pull reports from the on-line electronic database called Document Directs. These reports provided information about the software, phones, computers, laptops and the access to the software groups each employee has.

Answer telephones, take messages and give to the appropriate person or transfer to someone who is able to assist them if the Directors are in meetings or unavailable

Generate Security Requests, for employees needing temporary or permanent access to different systems, drives, or reports, using the company on-line Information Security Request System

Interact frequently with Executive Assistants regarding meeting arrangements or action items follow-up

Arrange for office with laptop connections for Directors, when they are visiting or attending meetings at an off-site location

Assist on a special project which involves gathering data and preparing reports for Director which identify Prudential Vendors and the applications they utilize

Make arrangements for training seminars, create mailing lists, send out location, date and time of training, create the presentation in PowerPoint, arrange for material to be duplicated, and distributed at seminar or electronically, make sure training room is set up correctly and connections for laptops are present


Chubb Institute: Diploma, 2001 - Computer Programming, Parsippany, NJ. Courses taken: Visual Basic, HTML, Web Design, SQL, DB2, ORACLE, Design & Utilities

Rowan State College: B. A. - Major - Business Administration, Glassboro, New Jersey 1980

Various computer courses: Microsoft Access, Advanced Access For Windows, Word For Windows, PowerPoint, Excel skills

AT&T in-house courses: Communications Workshop, Time Management, Problem Solving and Decision Making, Maximizing Individual Effectiveness

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