Administrative Assistant Vice President

SYLVIA PUDDIE

West Palm Beach, FL ***** - H: 561-***-**** – C: 917-***-**** – acd539@r.postjobfree.com

Bilingual Executive Administrative Assistant

Appointment Scheduling ~ Travel Arrangements ~ Meeting Coordination ~ Document Creation ~ Travel & Expense Reports ~ Special Projects ~ Human Resources ~ Microsoft Certified Professional~I

A highly organized and detail-oriented Executive Assistant with over 15 years experience providing thorough and skillful administrative support to Senior Executives, General Counsel and Attorney. Served as primary point of contact for and liaison between management, personnel, clients, and vendors.

Education

Comptec Computer Career Center West Palm Beach, FL

Microsoft Office User Specialist

Hunter Business School Levittown, NY

Executive Assistant Certificate

Baruch College New York, NY

Liberal Arts

Skills

Microsoft Word, Excel, PowerPoint, Outlook, HRIS, type 50 wpm, Bilingual English/Spanish, Microsoft Certified Professional

Experience

Sinclair Broadcasting, West Palm Beach, FL April 2011- October 2013

Bilingual Administrative Assistant

• Provide administrative support to SVP, Regional Sales Manager, VP of Sales, Regional Account Executives and Office Manager

• Responsible for all national orders, revisions and make-goods in OSI system

• Process reports within data base

• Create PowerPoint presentations for sales

• Assist customers in translation in Spanish

• Coordinate meetings, events, travel arrangements, phone coverage, order supplies, expense reports, invoices and process checks

• Create spreadsheets for budgets and reports

Personnel One (Temp Assignment), Boca Raton, FL Feb. 2011 – Feb. 2011

Marsh & McLennan Agency

Administrative Assistant

• Provided support to Director and Senior Vice President

• Input and look-up client information in the Sagitta system

• Coordinated meetings, appointments, conference calls, corporate events, travel, hotel arrangements, phone coverage, reception coverage, order supplies, invoices and process checks

Office Team (Temp Assignment), West Palm Beach, FL Oct. 2008 – April 2009

CB Richard Ellis

Contract Administrator

• Provided support to Procurement Manager and team

• Generated contracts for vendors and setting up pricing agreements and bids

• Interact with vendors insuring all documents and insurance certificates are up to date,

• Reviewed contracts, terms, content and deliverables and all affiliated documentation and comparing delivered goods and services as defined in contract/scope of work details

• Lead and/or conduct contract growth proposal preparation, contract negotiation and administration for the most complex and major contracts

• Contract review, processed invoice’s

• Setting up vendors in Rcash (Accounts Payable System) and Service Insight System (Vendor System)

• Responsible for the data entry and maintenance of the Contract Administration Database

• Maintained the Contract Admin Database- Manage Alert notifications

• Generated weekly reports on a spreadsheet

Appleone Agency (Temp Assignment), West Palm Beach, FL May 2007 – June 2008

Comcast

Executive Assistant

• Provided support to Director and Vice President

• Coordinated meetings, appointments, conference calls, corporate events, travel, hotel arrangements, phone coverage, order supplies, expense reports, invoices and maintained busy calendar

• Organized and coordinated venue and menu for the quarterly event for 80-100 Employee of the Month Awards; Prepared PowerPoint presentation for Vice President

• Coordinated the preparation of management reports including researching and collating information, inputting data, formatting reports, and printing and distributing the final product

• Coordinated communications throughout the Call Center via memos, messages, and distribution of materials

• Take minutes for weekly meetings, type agenda and distribute to management

• Read and respond to correspondence from customers, government agencies, or others as assigned

• Set up and maintain file and record systems

• Select, evaluate contract negotiations with vendors

Accomplishments:

• Researched and negotiated with vendors to remodel department

• Researched on internet on saving’s on travel and hotel arrangement’s

• Researched new vendors and negotiated on proposals on saving’s for supplies, office furniture and office needs

Appleone Agency (Temp Assignment), West Palm Beach, FL

HSBC

Executive Assistant January 2007 – May 2007

• Provided support to Executive Vice President, Senior Vice President and staff

• Coordinated meetings, appointments, interviews, conference calls, company functions, corporate events, travel, hotel arrangements, phone coverage, order supplies, and expense reports

• Processed and tracked all department invoices and supplies

• Managed and updated database and filing system for clients

• Conserved executive’s time by reading, researching, and routing correspondence

• Work with vendors to help maintain building needs

TD Waterhouse, New York, NY June 2000 – February 2006

Human Resource /Executive Administrative Assistant (2002 – 2006)

• Provided support to Senior Vice President, Executive Vice President, HR Management

• Assisted in gathering documentation for confidential matters

• Generated correspondence, memos, agendas, requisition, reports, logs, and other relevant materials

• Prepared and maintained staffing, recruiting reports, offer letters and packages, and new hire requisitions

• Maintained electronic files of job description and office supplies

• Composed and placed job postings on company intranet

• Posted and maintained internal and external job description

• Updated job descriptions for all employers

• Processed all department invoices and assisted payroll department

• Maintained and update (HRIS)Human Resources Information System database

• Responsible for verbal and written employment verification

Executive Assistant (2000 – 2002)

• Provided support to General Counsel, Executive Vice President, Legal Team

• Maintained executive’s appointment schedule by planning and scheduling meetings, agenda, conferences, teleconferences, and travel arrangements, expense reports, event planning

• Responsible for all legal billings year to date

• Created and maintained detailed spreadsheets

• Interact with clients on a daily basis, in person or on the telephone; answering or directing inquiries

• Planned and prepared quarterly Senior Board Members meeting

• Maintained and update client database

• Manage filing system for clients, research

• Back-up assistant to CEO

Ernst & Young, New York, NY September 1999 – June 2000

Administrative Assistant

• Provided support to Senior Vice President and Managing Partner

• Coordinated meetings, appointments, conference calls, company corporate events, travel, hotel arrangements, phone coverage, expense reports and maintain busy calendar

• Processed tax information, gather documents for international clients and input in the database

• Interact with clients; answering or directing inquiries

• Conserved executive’s time by reading, researching, and routing correspondence; drafting letters and documents

Citigroup Smith Barney, New York, NY October 1988 – June 1999

Executive Assistant, Credit Management Division / International Dept

• Provided support, SVP, EVP, Managing Director, Sr. Analyst

• Coordinated meetings, appointments, interviews, conference calls, company functions, corporate events, travel, hotel arrangements, phone coverage, order supplies, expense reports and maintain busy calendar

• Assisted in gathering documentation for confidential matters

• Generated correspondence, memos, agendas, requisition, reports, logs, and other relevant materials

• Set up new employees; set up phone, email, payroll, business cards, distribute training materials

• Processed all department invoices and maintained spreadsheet

• Monitor budget for supplies and department events

• Interact with clients in person or by phone

• Assisted international Spanish speaking clients translation verbal or translate documents

• Update and track client database

• Assisted in gathering documentation for confidential matters

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