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Executive Assistant Administrative

New York City, New York, United States
December 12, 2018

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Jesse Lewis Jr.

*** **** ******, *********, ** **201 212-***-****

Professional Summary

Detail-oriented Administrative Support professional with expertise in program administration, information management, logistics coordination, project management, business communications and expense tracking. Strong organizational and planning skills. Demonstrated success communicating and liaising across all department levels, discretely handling confidential information, and managing multiple priorities. Effectively works independently or with a team to complete projects on schedule.

Calendar Management

Travel Planning (Domestic & International)

Meeting & Event Coordination

File Management

Benefits Administration

Expense Reporting & Reconciliation

Project Coordination

Business Writing/Document Creation

Payroll Processing

On boarding of new employees

Computer Skills

SAP, Microsoft Word, Excel, PowerPoint, Access, Outlook

SharePoint, Lotus Notes, Adobe Acrobat, PhotoShop, Internet Explorer, ACT 2000,, WebEx, Live Meeting, Donor Perfect, Fund EZ, QuickBooks, Rocket Matter, ADP (Payroll), Airtable

Professional Experience

03/2018 – 08/2018 Executive Secretary-Contract Administration

New York City Schools Construction Authority Long Island City, NY

Assisting with “crunch” and helping to ensure that we meet our mentor plan for this fiscal year; faxing communication to universe of potential bidders; assisting with bid openings and acting a “scribe” documenting results; entering Bid Tab information following bid openings; assisting the unit’s admin with doing “page check” for specs and drawings;

Preparing packages for distribution for bid; facilitating bid openings; managing pre-bid meetings; following up with necessary package documents such as bonds and vetting; routing packages; arranging for bid analysis as needed; managing pre-bid meetings; issuing addenda as needed.

06/2015 – 11/2017 Executive Assistant to the President/CEO

National Black Leadership Commission on AIDS, Inc. New York, NY

Provide administrative support to the President/CEO

Oversee office staff/management

Manage Human Resources functions (On boarding, payroll processing in Paychex System, Benefits Administration (Health, Life, PSA, Dental, AFLAC)

Liaison to the National Board of Directors

Provide support to the Vice President of Administration/Special Projects

Coordinate special events/conferences

Assist with development/fund raising

10/2013 – 04/2014 Executive Assistant

Iris House, Inc., A Center for People living with HIV/AIDS New York, NY

Provide support to the Executive Director and the Senior Director of Administration

Responsible for day-to day operations of Executive Director’s Office

Coordinates Executive Director’s calendar, screens phone calls

Coordinates scheduling of Board of Directors meetings and prepares agendas

Records Board of Directors meeting minutes

Coordinates New Hire Process for Director of Administration

Manages Termination/Resignation process for Director of Administration

Assist with coordinating events

8/2013 – 10/2013 Director of Operations (Maternity Leave Coverage)

Sensor Products, Inc., Madison, NJ

Provided support to the CEO and Office Manager

Maintained Human Resources records (W4, I-9, Vacation and leave requests)

On boarding of new hires and managed termination process

Liaison with Group Health and Disability Plan Agents

Project management for CEO

4/2012 – 9/2012 Assistant, Human Resources Nurse Recruitment

Forum Temporary Services, New York, NY

Assigned to NYU Langone Medical Center, New York

Provided support to the Director, Nurse Recruitment and 2 Recruitment Coordinators

Sourcing nursing candidates via the NYU Careers website and outside headhunters

Coordinated interview appointments with recruiters and managers

Assisted candidates with interview and on-boarding paperwork

7/2011 – 2/2012 Executive Assistant to the President

Public Agenda, New York, NY

Provided administrative support to the President and the Senior Staff (Executive Vice President, 2 Vice Presidents)

Liaison to the Public Agenda Board of Directors resulting in increased communication with the President

Calendar management, travel arrangements, logistics for the President, Senior Staff and Board of Directors.

Decreased cost for equipment & supplies by negotiating with building management and vendors

Coordinated meetings and events

6/2010 – 7/2011 Assistant Buyer/Team Coordinator-Logistics & Tolling

Advantage Professional Staffing, New York, NY

Assigned to Infineum USA LP, Linden, NJ

Supported the Manager, Global Procurement, 2 Global Procurement Advisors and a Global Procurement Buyer

Updated procurement contract information in SAP allowing for increased contract monitoring

Maintained all global procurement contracts electronically in Microsoft SharePoint and physical paper files according to company guidelines

Created and maintained purchase orders relating to procurement contracts in SAP

Prepared contract amendments

Coordinated the bid administration process, including preparing and disseminating bid packages, coordinating conferences with potential bidders, tracking and overseeing sealed bid opening process.

8/2009 – 10/2009 Crewing Manager

SmartStaff Personnel, Berkeley Heights, NJ

Assigned at Horizon Lines, Kenilworth, NJ

Arranged travel for marine personnel

Maintained marine personnel files and confidential vessel records

Created marine job orders for submission to maritime unions to fill open positions

6/2007 – 7/2009 Executive Assistant

Forum Temporary Services, New York, NY

Various Executive and Administrative roles in healthcare institutions, medical colleges and publishing

Executive Assistant Assigned to NYU School of Medicine

Supported the Chairman, Department of Medical Parasitological and Director, Institute for Urban and Global Health

Executive Assistant Assigned to Harry Fox Agency, New York, NY

Supported the President & CEO

Executive Assistant Assigned to Disney Publishing Worldwide, New York, NY

Supported the Vice President, Global Books Group

Executive Assistant Assigned to the NYU Department of Orthopedic Surgery, Bellevue Hospital

Maintained rotation schedules for interns & residents

Administrative Assistant Assigned to Mt. Sinai School of Medicine, Division of Medical Oncology

Supported two research professors

Administrative Assistant Assigned to NYU Langone Medical Center Campus Transformation Office

Supported the construction managers

Special Projects Assistant Assigned to Bayonne Medical Center, Bayonne, NJ

Supported the Vice President of Human Resources

Coordinated the execution of a internal employee survey interacting with Department and senior hospital administrators

Editorial Assistant Assigned to Disney Publishing Worldwide, New York, NY

Supported the Senior Editor, Hyperion Children’s Books

Program Assistant Assigned to the College Board, New York, NY

Supported the Chinese Language & Culture Initiatives Team

PowerPoint Specialist Assigned to Inc. Magazine, New York, NY

Updated PowerPoint presentations for annual meeting

4/2001 – 4/2007 Executive Assistant

The CIT Group, Livingston, NJ

Business Development /Team National Support

Supported the Business Development Group which included the Vice President of Business Development, 2 National Account Managers, 5 Business Development Coordinators, and 3 SBA Loan Referral Specialists.

Supported the Team National Group which included the Assistant Vice President, 5 Credit Underwriters, and 5 Loan Closers and managed the Team National support staff.

Provided ACT training for new regional account managers

Coordinated Small Business Lending integration from ACT to

Coordinated over 120 trade shows for CIT Small Business Lending nationwide and managed a 4 million dollar budget

Monitored trade show budget and processed all trade show related expenses


BS, Jacksonville University, Jacksonville, FL

Certificate in Office Automation, Union County College, Elizabeth, NJ

Certificate, Process Management Process Groups, Metrix Learning Management System

Certificate, Project Management Overview (PMBOK Guide Fifth Edition), Metrix Learning Management System

Certificate, Project Management Fundamentals, Metrix Learning Management System

Certificate, HIV 101, New York City Department of Health

Association Memberships

Associate Member- International Association of Administrative Professionals (IAAP)

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