Administrative Assistant Human Resources

Jessica L. Villafana

**** ******* *****, ***. **, North Bergen, NJ 07047 / 201-***-**** / **********@*****.***

Detailed Oriented Professional with 10+ years of (Contractual/Permanent) Expertise in High-level Administrative/Operational support, Human Resources Information & Technology, Vendor Management, Global Scope (Americas, Europe and Asia), Logistics, Budget Analysis, Strategic Planning with Tactical Execution, Liaison with all Departments and Executive Management, Client Relationships and Event Planning, Customer focused with a high degree of Integrity, Maturity and maintains Business Confidentiality

EMPIRE STATE DEVELOPMENT, New York, New York (temporary assignment w/SPG) 03/2016 - 08/2016

Executive Assistant to Executive Vice President of Broadband & Innovations and Director of Outreach

•Provided day to day support of 2 calendars for EVP of Broadband & Innovations and Director of Outreach

•Screened and managed all phone calls and messages, including direction to appropriate parties, prioritization, and the immediate handling of time-sensitive calls, confirmed meetings and conference calls, reserve meeting rooms, provide building security clearance, resolve scheduling conflicts, monitor schedule changes, provided meeting reminders and updates and all necessary materials are available prior to meetings

•Heavy travel arrangements to ensure all travel documents are in order and available as needed, for the EVP and other members of the department, as well as, receive, review and submit payment authorization forms, business meal authorization expense reports, pre-travel requests, mileage forms, tax exemption forms, petty cash, purchase requests, and shipping receipts

•Handled document preparation, spreadsheets, coordination and production. Maintain Board meeting books are completed with the proper materials in order and available in advance of each Corporation and Subsidiaries and 62 Counties

CARE POINT/CLOVER HEALTH, Jersey City, New Jersey (Contract) 09/2015 – 01/2016

Office Manager/Executive/Personal /Administrative Assistant to Chief Operating Officer and Chief Executive Officer & Co-Founder

•Directly provided daily support for 4 Executives (CEO, COO, CFO and Co-Founder) serving as a gatekeeper: heavy calendar management, scheduling meetings, timely expense reports, monthly Board meetings, detailed itineraries for personal /international travel dealing with the set-up of conference calls, hotel/car accommodations, as well as, representing Executives with internal and external meeting in their absence

•Project Management of new up start company: Clover Health: Monitored/Facilitate all on-going projects with IT and Building Management: Cushman &Wakefield re: (New Office Space, Logistics, Interior Design, Signage, COI, Furniture and deliveries) Permits, Electricians, IT Companies, etc.

•Responsible for processing/reconciled past due invoices for 7 monthly budget reports for 2 offices (NJ & SFO) wire/ accounts with companies, clients to maintain vendor relationships

•Human Resources: On-boarding: recruiting, orientation, coordinated background checks, drug screen, tracking paper work, administer testing, posting positions on web, I-9 verifications, security badges and business cards. Created database for existing members/prescriber for Clover Health to ensure correct information is entered for clients, team efforts with HR associates on completion of Clover handbook for new employees and event planning

•Oversaw 6 Executive Assistants/4 Administrative Assistants, and 20 Temps by delegating clerical work and follow-up for completion

ERNST & YOUNG, LLP, Secaucus, New Jersey (Contract) 04/2015 – 07/2015

Office Manager/Project Administrator/Administrative Assistant to Managing Director of Assurance, Fraud Investigation

•Supported the day-to-day operations for the Managing Director of (MDR)Managing Document Review, along with 9 staff members and 110 Lawyers to support and to meet the changing demands/timeline for clients’ policies and procedures and overall technical needs of staff members; serve as contact person/back-up in emergencies

•Streamlined and improved the operational systems, to support company's mission -- specifically, project management goals, information flow, business process and organizational planning by supporting 10+ project companies to inform counsel time of completion to ensure a high-level of performance with each client

•Conducted full-cycle recruitment of new employees, including placing advertisements, developing contacts with recruiting sources, interviewing, exit interview, consulting with internal hiring managers and managing orientation and on-boarding process which included: OSS credentials, laptop, zero client, phone set-up, office space location and security clearance, enter/record ed payroll information/hours and provide pivot table report for discrepancies

•Created/Maintained digital and analog confidential documentation/files in Access database on all employees in MDR division

BANK OF AMERICA, New York, New York (Contract) 12/2014 – 03/2015 Administrative Assistant III to Managing Director of Fixed Income-Currencies & Commodities

•Provided daily administrative support for the Managing Director of FICC Technology and Team Calendar management of all communications, but not limited to the following: complex calendar, visas, mail, email, research material telephone, schedule internal/external meetings, logistics arranging weekly travel, conference calls, distributed mail, copy, faxing, and filing

•Proactive in keeping MD’s schedule on time with meetings, reserving TP/conference rooms and sending updates with heavy interaction with other assistant worldwide, as well as, Managers, Analysts, Traders and Brokers

•Allocated offices/workstations with Share Point for OBP/31st Floor, 250 Vesey Street/7th Floor, and org charts for FICC Division

VITAMIN SHOPPE, North Bergen/Secaucus, New Jersey (Contract) 05/2014 – 11/2014 Executive /Personal /Administrative Assistant to Senior Vice President of Human Resources

•Managed daily operations for Sr. Vice President of Human Resources including answering phones, email coverage, calendars, scheduled appointments, prepare complex travel itineraries for domestic/international travel, dealing with set-up of conference calls, board meetings, hotel, car accommodations, visas and liaison/information source for all employees throughout Vitamin Shoppe, Vita Path, VS Mariner, Nutri-Force and 711 Stores

•Responsible for Financial reports, taxes, accruals, process invoices/wires for the HR budget 4.3 Million, as well as, reconcile past due invoices/accounts of companies, client and vendor’s management for entering 3rd party contacts in Novatus for document to be reviewed by legal

•Provided administrative support for 6 Directors and 5 RHRMs under Human Resources: (Learning & Organizational Capabilities, Retail/HR, HR Systems, Total Rewards, DC & CSC and Talent Recruitment): being proactive with Directors, identifying practical solutions to complex and diverse HR issues and recommending/advising appropriate plans relating to hiring/open positions, recruitment, training, testing, guidance on grievance, attendance, disciplinary and performance compensation, promotion, termination, and career development

•Trained/conducted monthly Growing Leader Program to include invites, scheduling, training rooms, ground transport, hotel accommodations, catering, and prep documents for coaches for ASM performance records/accomplishments

•Conducted walk through with VP of Operations regarding maintenance/cleanliness of 2 Buildings, 1 Distribution Center dealing with problems/resolving issues, insure that employment law posters where in place and update and relocation of 65-100 Employees from North Bergen HR/Legal Department move to Secaucus, NJ

ST. AUGUSTINE SCHOOL, Union City, New Jersey (Volunteer for Non-Compete Contract from LG)

Volunteer to Director of Development 07/2012 – 04/2014

Volunteer services: Pre-K to 8th grade for administrative support, response to potential parents enrolling students, follow up on requests, concerns and suggestions, event planning, fundraising and coordinator of box top program

LG ELECTRONICS U.S.A., INC., Englewood Cliffs, New Jersey 09/2009 – 06/2012

Executive/Personal Assistant to Vice President of Logistics & Supply Chain Management of North America

•Directly managed the day-to-day operations for Vice President of Logistics & Supply Chain Management, NA

•Managed extensive calendars, as well as, heavy telephone and email coverage, confirming meetings with internal/external alien

•Prepared detail itineraries for personal/domestic/international travel dealing with the set-up of conference calls, board meetings, hotel/car accommodations and appointments for overseas offices for LGEUS, Mexico, Canada and Korea

•Provided administrative support for 7 Directors under the SCM Division/12 DC’s and 3 Factories in Mexico (Reverse Logistics, Import/Export & Financing, Transportation, Inventory Control, National Distribution, C-TPAT and Mobile Comm) and 100 + Associates

•Responsible for 12 monthly budgets for Logistic for the transfer of funds, processed invoices and 25+ expense reports for reimbursement within Logistics

•Liaison with HR, IT and A/P and A/R for background documentation, on-boarding with new employees, IT issues for employees and all outside client/vendor accounts have been approved/processed, follow-up and operational issues that arise on a daily basis.

•Managed and coordinated on-site/offsite events: SCM outings, S&OP Meetings for Executive/Home Appliances and Home Electronics, LG Way, Open Communications, On-line boarding and Year-end Celebration

CONTRACT EMPLOYMENT 06/2006 – 09/2009

Executive/Personal Assistant/Receptionist/Administrative Assistant

CNN AMERICA, INC., New York, New York 03/2003 - 04/2006

Executive/Personal Assistant to the Anchors of America Morning

•Provided administrative support for three high profile anchors (Miles O’Brien, Carol Costello and Soledad O’Brien)

•Coordinated and tracked all requests for anchors and handled related calendar management and logistics for their personal appearances, speeches, photo shoots, luncheons and dinners

•Requested clearance for approvals with CNN speakers’ bureau, standards and practices

•Wrote speeches with writing team and research companies

•Handled heavy telephone and email coverage with internal/external groups including, but not limited to: set crew, producers, writers, PR, legal bureau staff, hair/make-up stylists, security and newsgroup administration

•Processed invoices for payments on-line and expense reports for reimbursement of show related costs

•Extensive and detailed itineraries for domestic/international travel for anchors, production and crew

Executive/Personal Assistant to Vice President of Finance & Business Administration and Executive Vice President of Finance

•Directed/managed and oversaw the day-to-day operations for Vice President of Finance & Business Administration and Executive Vice President of CNNfn

•Prepared detail itineraries for personal/domestic/international dealing with the set-up of conference calls, board meetings, hotel, car accommodations and appointments

•Acted as a liaison/information source for all employees throughout four bureaus

•Responsible for financial reports on a monthly basis, as well as, reconciled past due invoices/account with companies, clients, vendors and reported to Controller

•Monitored and maintained company inventory budget for office supplies

•Facilitated and moved/coordinated 1000 plus people to TWC with IT, Facilities and Properties

EDUCATION/COMPUTER PROFICIENCIES & FOREIGN LANGUAGE

*1991 Youngstown State University, Psychology / Bi-lingual Spanish and English

*HCCC – Completion Certificate of Advanced Programs (Outlook, Access, Excel, PowerPoint and Word)

*HCTS – Attending for Completion Certificate in Quickbooks/Accounting Classes

*Proficient: MAC, Microsoft Office (Windows 8, Vista, XP, 2010, 2007, 2000/98, Word, Access, PowerPoint, Excel, Outlook, Lotus Notes), ADP, Salesforce, Novatus, Kronos, Drop Box, Box, Host Analytics, e-Requester, e-Wire, Instant Messenger, Webinar, SharePoint, Ariba, Adobe, PeopleSoft, HRIS, Smart/iPhones/Blackberry, iPad, Cisco, Quicken, ESA, Mas 90, Concur, MyCASTLE, GBTS, GEVS, Taleo, iCims, Visio, Skype, Social Media: Yammer, LinkedIn, Twitter, Facebook, and Corporate Internet/Intranet/Web Technology

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