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Administrative Assistant Manager

Miami, Florida, United States
October 24, 2016

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Madeline Vila

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

Cutler Bay, FL USA 33157

786-***-**** Mobile

Professional Summary

A highly organized and detailed Executive/Administrative Assistant with many years of experience, providing thorough & skillful administrative support to company executives and team members. Skills

Bilingual - English and Spanish

Microsoft Office – Word, Excel and


Adobe Acrobat DC (Conversion & Editing)

Visio (Some experience)

Time management and good use of


Salesforce Database

Outlook, Drop Box and Trip-it


GA Expertise, Inc.

Miami, Florida

Executive/Administrative Assistant Nov. 2007- Present

Established strong bilingual rapport with all stakeholders, clients and suppliers, including fellow workers. Key responsibilities were primarily to support the President and Vice President of the company with project proposals and quotes (Margin & QTN) • Purchase Orders and Invoices • Petty cash disbursement, reconciliation of Amex for payments • Creation and distribution of correspondence, monthly status reports for Sales Representatives, recommendation letters and invitation letters for Visa purposes with clients in Latino America and suppliers in Asia • Modifications to PowerPoint presentations and bind in GBC style • Travel planner for employer, clients and technical engineers • Setup contracts with hotels Sales Department to obtain corporate rates • Internal and off-site meeting planner • National & International Palm Oil trade show coordinator • Screen incoming calls, respond to inquiries made by clients/suppliers or redirect them to the appropriate persons • Compile & prepared equipment operation manuals for clients • Maintain files and project contracts (hard & soft copy), Maintenance of client & supplier contact information in both Outlook and Salesforce database • Ordered company office & kitchen supplies • Use of couriers while maintaining costs effectiveness • Coordinate equipment maintenance & office repairs • Web research for purchases and/or details of possible prospects • Projects/assignments as needed • Administrative duties included emails, use of all office equipment and assist others when needed.

General Mills (Temp.)

Doral, Florida

Executive Assistant to Regional Vice President & Finance Director Aug 2007 – Oct 2007

Required immediate immersion into the position, taking complete ownership of duties & responsibilities making the experience a successful one for company executives and myself • Managing calendars • Coordination of extensive travel, transportation & lodging • Expense reports • Conference calls • Lunch meetings with catering • Composition/translation of correspondence • Projects/assignments as needed. Ryder Transportation & Logistics

Doral/Medley, Florida

Executive/Admin. Assistant to SHS, Vice President and Directors Aug 1999 – Feb 2007

Coordinate team safety meetings & trainings, Collisions & Fatality Reviews with Board Members and Executive Leadership Team • Edited Safety, Health & Security management training topics and posted on website for training purposes • Administrator to Safety unit database • Updated & distributed Safety/Business unit regional map, organizational charts & directory • Assisted with Ryder’s Annual Safe Driver Awards program event • Liaison with Accounting Department to resolve journal entries and P&L discrepancies based on information retrieved from SAP program • Opened/closed business unit location codes • Reconciled & expedited invoices, follow-up on payments to vendors • Setup new employees • Access to employee 2

confidential information system to modify employee profile to include changes in position, salary or termination of employment • Compiled information and prepared monthly departmental scorecard report • Liaison for procuring IT resources & services • Maintained calendar, organized meetings onsite and offsite, travel and lodging. Other administrative duties as needed. Ryder Transportation & Logistics

Administrative Assistant to Security Director and Manager

Supported the Director & Security Manager with day-to-day administrative functions • Administrator to company guideline database, receiving & reviewing case reports, then forwarded to responsible department leaders for immediate resolution & closure • Worked in coordination with vendors & security central station in support of Ryder Elementary and Kid Care security system & fire alarm system maintenance • Responsible for HQ Contingency Plan by maintaining accurate data of HQ employees, contractors and all assigned Fire Captains • Assisting with emergency evacuation drills • Access to employees confidential information such as performance appraisals, salary increase, timesheets and terminations • Managed billing & invoices • Prepared expense reports • Travel security advisories and requirements to international travelers • Maintained active and inactive files on MS Access database • Additional projects as assigned. Wesley Jessen, Puerto Rico, Inc. (subsidiary of Schering Plough) Cidra, Puerto Rico

Quality Assurance Documentation Specialist Prior Experience

Edited & maintained company procedures & policies; Management approvals and its implementation • Maintenance of established QA Control Process Systems • Maintenance & Control of Active/Inactive files, Test

& Investigational Data, History Records • Periodically performed internal audits to ensure compliance with company procedures within the company • Cross-trained and certified personnel for back-up assistance • Close attention to department budget & purchase orders • Assisted with FDA audit preparedness and general administrative functions. Initially started as Secretary to Quality Assurance Manager. Education / Training

Percy Business College – Puerto Rico - Associate Degree in Secretarial Science First Aid Basic: Adult CPR, AED and First Aid Certification Expires: 06/25/2018 BloodBorne Pathogens Certification Expires: 06/25/2017 References: Furnished upon request.

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