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Executive Assistant Customer Service

Fort Lauderdale, Florida, United States
January 23, 2017

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*** ** *** ****** ***** Beach, Fl 33004 Tel: 786-***-****


Independent and self-motivated with an energetic and proactive attitude.

Stable work history; impeccable references; an ability to work in a fast paced environment and under pressure with the capacity to prioritize workload. Outstanding work ethic combined with excellent organizational, communication and interpersonal skills. Possess strong oral and written communication skills in both English and Spanish. Thrive in both independent and collaborative work environments taking on new challenges on a daily basis.



Executive Administrative Assistant 2014 – Present

Provide Administrative support to Executive VPs for SLED and Commercial Sales and their teams as well support CTO, CIO and CFO. Management of daily calendars for five Executives and their teams while effectively leveraging their time. Use independent judgment to make decisions on personal or business related matters of significance and take appropriate action in a suitable time frame. Provide excellent time management with meticulous follow-up.

HINES - Global Property Management & Real Estate Firm

Executive Assistant Tenant Services Coordinator 2008 – 2014

Provide support for a wide-range of building issues working as a team to resolve in a timely manner. Liaison between Property Managers, Tenants, Vendors, Construction, Engineering, Janitorial and Landscaping teams. Coordinate tenant move-in and move-out using Hines standards and processes established by General Property Manager.

Work alongside Assistant Property Managers on coordinating quarterly Tenant events

Publish quarterly newsletter to Tenant with current event and property information.

Review and maintain accurate, current and complete records of vendors, tenants, emergency contacts, special projects, tenant lease files, complete tenant and vendor certificates of insurance and building contract files. Distribute as needed to appropriate parties within designated timeframes.

Work with Leasing Team coordinating tours, office space accessibility and Broker events.

Building Access between Tenants - Engineers - Vendors – Working with Security Company to issue new and replacement building access cards according to established procedures.

Prepare accurate and timely correspondence to tenants and vendors as directed by General Manager, Property Manager or Assistant Property Manager.

RYDER - Transportation, Logistics and Supply-Chain Management Solutions

Executive Assistant and Marketing Coordinator 2006 – 2008

Work directly with Vice President of Marketing and 15-person team, coordinating customer events and working directly with the Directors of Sales and Vendors.

Manage agendas for VP and six Directors including scheduling internal and external meetings, appointments, interviews and group conference calls.

Coordinate detailed domestic travel arrangements; prepare expense reports in a timely manner.

Manage collateral available for our sales-force - work directly with internal warehouse and vendors to maintain minimum quantities available to sales-force at all times.

Produce documents to be used for presentations under tight time constraints.

AMERICAN INTERNATIONAL GROUP – Insurance and Financial Services Organization

Executive Assistant to CEO / Office Administrator 2004-2006

Provide support to internal staff on all office administrative issues; i.e. corporate credit cards, expense reports, group departmental meeting decisions, travel policies and procedures, i.e., building notices, fire drills, parking, security, special events, etc.

Manage CEO’s daily agenda, coordinate detailed and extensive domestic and international travel arrangements; schedule internal and external meetings, appointments, travel arrangement; schedule internal and external meetings, appointments, interview and group conference calls while effectively leveraging CEO’s time.

Control confidential documents requiring signature approval of CEO, assuring their return to the appropriate departments in a timely fashion.

Liaison between Recruiting and Human Resources, interviewing and hiring of all Administrative personnel. Provide guidance, training and support to new staff.

Maintain biweekly attendance and annual vacation records and timesheets for all personnel.

Review expense reports and travel summaries to assure proper supporting documentation, budget guidelines and policies and procedures are being followed prior to approval by CEO.

Manage direct vendor relations including managing vendor payments.

Manage/Distribute full range of incoming correspondence.

Manage Office supplies order for all staff – preventing overspending and duplication.

CHEVRONTEXACO - Global Energy Company

Executive Assistant 2001 – 2004

Provide Administrative support to Vice President of Caribbean Region and Latin America. Worked as part of team to develop training alternatives by evaluating alternatives and conducting research to create business plan to increase customer service and training to be implemented throughout the Latin America region. Direct liaison with each “Country Manager and VPs. Prepare quarterly business review presentations. General office duties, i.e., coordinate extensive domestic and international travel arrangements - meetings, appointments and group conference calls. Compile various monthly financial reports for the Coordinators/Vice Presidents.

Executive Assistant and Recruiting Coordinator 1998 – 2001 McKINSEY & COMPANY, INC. - International Management Consulting Firm

Developed and coordinated detailed and extensive domestic and international travel arrangements, significantly improving executives’ productivity.

Acted as liaison with clients and all levels of internal staff.

Coordinate meetings, group conference calls to effectively leverage Partner’s time.

Produced and edited documents according to standardized formatting procedures under tight time constraints, assuring delivery to the client in a timely fashion.

Managed, organized and distributed full range of incoming correspondence.

Created highly effective extensive filing system, resulting in easy access to information.

Coordinator of Professional Staff Development & Recruitment

Coordinate 3-day weekend events for all prospects, including office presentation, group breakfast, and dines, neighborhood tours and dinner parties at Partner’s homes. Ultimately securing top candidates for the firm.

Managed production and timely distribution of candidate hot lists to the recruiting team, enabling well-organized follow-up with the potential candidates.

Prepare and deliver candidate letters and successfully coordinate office visit.

Organize recruiting interviews, group lunches, decision meetings and delivery of final offer letters at the end of the recruiting event.

Executive Assistant 1987 – 1998

HEMISPHERE SERVICES, INC – Multinational Management & Manufacturing Services

Work directly with Chief Financial Officer, Chief Operating Officer, Chief Engineer, Accounting Manager and Auditor. Schedule extensive domestic and international travel including meetings and coordinate business meetings, corresponding with personnel in Latin America. Assist Senior Accountant on accounts receivables and payables; bank reconciliations of holding companies and management of checking account for subsidiaries. Work with Auditor to issue current audit reports from to management team on a timely matter. Maintain and update monthly spreadsheets and create PowerPoint presentations to executive team.

Administrative Assistant to Managing Director 1983 – 1987 DEAN WITTER REYNOLDS, INC. – Securities Brokerage Investment Banking Firm

Worked directly with the Managing Director; arranged appointments, scheduled travel and business meetings. Maintain correspondence and data files. Supervised daily general operation of office staff including all personnel related matters: screening and interviewing applicants; orientation for new hires; personnel supervision and trouble-shooting; maintaining personnel files and records of administration; assisting with annual reviews and salary increases; maintaining personnel files for all subsidiaries' general managers and upper key personnel. Supported Cashier with accounts receivables and accounts payable.


Miami Dade College, Miami, FL

Office Skills:

Executive Support

Office Management

Event Coordination

Travel Coordination

Records Management

Customer Service

Front-Desk Reception




Computer Skills:

MS Office MS Outlook


Oracle Enterprise


MS Project

Aware Mgr Data Entry

Power Point


Typing 80 wpm

Fluent Spanish/English

Contact this candidate