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Executive Assistant Manager

Paramus, New Jersey, 07652, United States
October 18, 2016

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Patricia Massimi

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

Oradell, NJ 07649



*/**** - ******* ********* ******** Management Paramus, NJ

Executive Assistan

- Maintain calendar for President/Owner, CFO and Project Manager

- Daily correspondence, spreadsheet creation and multiple projects as assigned by CFO.

- Coordinate all Board of Directors meetings for Gift of Life America, prepare agenda and

various documentation for distribution at meeting. Attend all meetings and take minutes.

Transcribe and distribute meeting minutes.

- Review applications received for children's charitable organization, Gift of Life America.

Obtain financial approval from CFO and send to Board of Directors for approval. Upon

approval, execute procedures to purchase and ship items to recipients.

- Track all gifts for charitable organization through QuickBooks and Excel.

- Create contracts for vendors as proposals are granted; send out invitations to bid and assign

landscape and contracts utilizing company guidelines.

- Create and maintain mailing and e-mailing lists for mass mailings and events. Coordinate

with designer to create invitations to various events. Maintain lists of attendees and

contributions for all events.

- In conjunction with the Gift of Life America Golf Committee, coordinate all aspects of yearly

golf classic as the main fundraiser for such organization. Responsible for organization of all

signage at the event, all levels of sponsorships, registration at outing, receiving payments from

all participants, sale of raffle tickets and assisting the President with distribution of donated

gifts at the Awards Ceremony.

- Pay all bills for Mill Gardens, Assisted Living Facility, utilizing Quickbooks. Ensure accuracy

of all bills and troubleshoot when/where necessary to ensure the continued smooth operation

of the facility on every level.

- Slashed office supply costs 30% by negotiating pricing with a new vendor while ensuring the

continuation and enhancements of services.

3/2011 – 6/2015 Benefit Services Englewood Cliffs, NJ

Benefit Administrator/Pension Analyst

- Administer all welfare and pension benefits for United Auto Workers Local 365 Union.

- Responsible for the start up of all new pensioners including calculations and presenting all

options available; perform monthly pension reconciliation of over $1.5 million.

- Maintain database of over 2,800 pensioners; maintain database of all active members with

regular updates of welfare benefits.

- Interact with members on a daily basis to assist with various issues and troubleshoot as

necessary to ensure a smooth delivery of applicable benefits.

- Work in BSA system to allocate monthly funds received for pension and welfare contributions.

- Set up and maintain all COBRA participants for health benefits.

9/2008 – 11/2010 Wearbest Sil-Tex Mills New York, NY

Executive Assistant to President/Office Manager

- Daily coordination of appointment scheduling for President; screen and handle all phone calls

while maintaining the strictest standards of confidentiality.

- Schedule and execute weekly staff meetings and monthly Leadership Meetings; work with

President and CEO preparing presentations for such meetings in Power Point; set up

conference calls.

- Travel arrangements for President, Vice President and other employees company wide.

Arrangements include detailed itineraries for traveler providing all airline, car services, rental

cars and hotel arrangements; arranged travel for President’s family members.

- Possess strong commitment to team environment dynamics with the ability to contribute

expertise and follow leadership directives at appropriate times.

- Register participants for seminars and industry events; handle all travel and hotel

arrangements for such events.

- Responsible for daily correspondence including dictation and transcription; excellent written

and oral communication skills.

- Maintain and update corporate customer files and President’s personal files.

5/2007 – 9/2008 Prestige Management Paramus, NJ

Human Resources Assistant

- Schedule and run all new hire orientation meetings on a weekly basis.

- Schedule/present company benefit package to all new employees monthly (includes medical,

dental, life, etc.).

- Enroll employees in benefit plans through on-line access.

- Run license and criminal background checks on all new hires.

- Attend all 401K meetings with broker to present plan and enroll new employees twice a year.

- Responsible for reconciliation of monthly health and dental bills for over 700 employees.

- Meet with employees as necessary regarding various personnel issues.

12/1998 – 9/2006 ENAP, Inc. New Windsor, NY

Executive Secretary to President/Office Manager

- Responsible for all corporate and administrative tasks for the President and two Vice

Presidents; report directly to the President.

- Attended all Board of Directors meetings and yearly Directors Conference.

o Record and transcribe minutes of all meetings.

o Negotiated, organized and attended yearly offsite Board of Directors conference.

- Arranged corporate travel for all employees and board members; negotiate with hotels, car

rental agencies and airlines for most competitive rates.

- Daily correspondence. Monitor, review and approve all sales managers expense reports.

- Handled all Human Resource functions including negotiating medical and dental plans, life

insurance, new employee hires and orientations, updating corporate personnel handbook and

implemented enhanced employee benefits.

- Responsible for organizing all industry related shows and events for staff and committee

members including hotel contracts, air travel, meeting space and food/beverage and car

rentals; attend shows/meetings as necessary.

- Oversaw administrative staff of three including Administrative Assistant, company

switchboard and mailroom.


- Handled all building maintenance contracts and hiring of outside contractors.

- Responsible for coordination and posting of weekly travel schedule.

- Maintain corporate filing systems.

- Schedule appointments and meetings for senior staff members while maintaining their


COMPUTER SKILLS Microsoft Word, Excel, PowerPoint, Outlook, Quickbooks

EDUCATION Graduated Berkeley College with honors; Business/Secretarial Certificate

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