Flora Vena

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

Hobe Sound, FL 33455

ad1b20@r.postjobfree.com

561-***-****

Objective: To obtain a position within a professional environment which will allow me to utilize my skills and to enhance the growth of the Company.

Highlight of Qualifications: Excellent telephone, computer & writing skills. Ability to work independently and proactively, while simultaneously contributing within a team environment. Competent in coordinating with all levels of management. PC skills include Microsoft Office & eCommerce.

Indigo Dragonfly, LLC 10/2019 to 05/2023

Lake Worth, FL

Virtual Assistant

• Property & Building Management Support

• Prepared Tenant Leases

• Submitted Travel Expense Report

• Submitted City-Required Documents for Fire and Electric Codes

• Ordered Building Material

• Tax Preparer & Maintained Sales & Use Taxes

• Documented Apartment Work Orders

• Documented Operating Charges

• Handled Vendor City Applications

• Corresponded with Civic Courts (evictions) and Utility Companies (adjustment requests)

• Facilitated Tenant-Landlord Formal Correspondence

• Minute Taker for Quarterly Meetings

Jupiter Foot & Ankle, PA 5/2011 to 10/2019

Jupiter, FL

Medical Front Desk/Office Manager

• Managed Front Desk and Project Administration

• Provided a friendly & confidential environment in Reception Area

• Answering telephones & Interflowing Internal/External communications between Patient/Doctor & Vendor/Accounting

• Handled Office Visit Scheduling & Surgery Appointments

• Maintained Patient Charts

• Produced Clerical, Data Entry, & Correspondence Memos

• Processed New Patient Files (e.g., insurances, medication lists, etc.)

• Responsible for negotiating, completing, and submitting all vendor contracts.

• Maintained client contracts (assured thorough and accurate in completion)

• Performed various office functions, such as clerical, reception, and mailroom duties.

• Researched product trends & client sentiments

LOG Investment Group LLC 10/2005 to 5/2011

Jupiter, FL

Office Manager/Receptionist

Received direction from Operation Manager

• Answered telephones and attended to interflowing internal/external communications

• Provided a friendly & confidential interoffice environment

• Updated database of Vendor, Client, and all other Contacts

• Managed Front Desk and supported Project Administration

• Produced Clerical, Data Entry, & Correspondence Memos

• Tracked Project Workflow via Dropbox & Monitored Project Progress

• Communication Liaison between project stakeholders and operations manager

• Administered and recorded incoming invoices and outgoing payments

• Dealt with vendors inquiries, negotiations, and payment requests according to cash flow and requirements for management team

• Assisted GC in the contracting of clients, builders, brokers, and rentals

• Coordinated & planned company events, luncheons and attended Chamber of Commerce Business After-Hours (for marketing purposes)

• Updated Procedures Manual and Secretarial Desk Manual to ensure performance of routines and policies.

• Arranged travel via outside agents, travel cash, itineraries, trip files, and completed expense reports

• Managed Certificate of Insurance/Workers Comp

• Enforced adherence to Safety, Fire and Security procedures

• Compiled and maintained all employee vacation schedules and timesheets

Processed new hires/terminated employees.

• Maintained compliance in areas such as OSHA & Workman’s Compliance

• Logged inventory and Purchases of all building materials

• Researched product trends & client sentiments

• Scheduled Inspections with the County Zoning Department (P&Z)

• Responsible for negotiating, completing, and submitting all vendor contracts

• Maintained client contracts and recorded benchmarks

• Relieved management of administrative details, coordinated workflow, and updated/chased delegated tasks to ensure deadlines

• Provided daily solutions and screened for interruptions in workflow.

• Researched new equipment and products for smoother running of office and operations

• `Tracked down special building materials, such as Florentine carving implements & Carrara marble and procured Italian artwork

NYFIX, INC 10/1996 to 10/2005

Stamford, CT

Corporate Executive Assistant/HR Administration/Front Desk

Direct Report to CEO/President:

• Acted as liaison with CEO and their direct reports. Interfaced and facilitated strategic directives with senior management teams, customers, partners and consultants.

• Interfaced with Board of Directors and Shareholders, responsible for compilation and distribution of Board materials and sensitive information and initiatives.

• Coordinated all facets of corporate executive travel itineraries, negotiated corporate travel agreements with vendors, and supervised logistics relation to comprehensive off-site management meetings, Board Members hospitalities, corporate Company meeting events and CEO speaking engagements.

• Responsible for monitoring activities of three office administrative assistants

• Expense Reporting and Correspondence

• Scheduling and calendar maintenance

• Paying Personal, maintaining Personal Insurance & household vendors (brokerage account, housekeeping, architect, etc.)

General Role for Company:

Received direction from CEO, CFO, & CIO

• Project Administration (Via Excel Minute Taking & OutLook)

• Managed Accounts: American Express, Limo Company, Nextel, Skytel, Outside General Council

• Supervised Front Desk functions

• Supported Facilities via Recruiting and Human Resources, including H-1B Visas, 401K, Health Insurance, Telecommunications, and Personnel Files

• Organized road shows with JP Morgan and assisted with Javits Center Trade Show

• Managed phones calls from Shareholders and Potential Investors

• Ordered and distributed office supplies for three USA and one UK offices

• Supported the distribution of Public Relations Packets and Programs

• Corresponded with Vendors & Sub-Contractors

EDUCATION

Florida Atlantic University, Boca Raton, FL 1992 to 1996

Bachelor of Social Work, with Advance Standing; Research Focused

LANGUAGES

• Proficient & Business Fluent in English

• Fluent in Neapolitan-Italian

INTERESTS

• Italian Opera & Tenor Music

• Art History

• Nineteenth Century Literature

• Live Theatre & Museums

Excellent References Available Upon Request

Contact this candidate