Administrative Assistant Data Entry

904-***-**** ******.******@*****.***

XHIARA

GRACIA

linkedin.com/in/xhiara-gracia-014725139

SUMMARY

Spanish Bi-Lingual Executive Administrative Assistant bringing exceptional skills in both oral and written communication, organizational, multitasking, and time management. Self- motivated and gifted with an excellent reputation for always taking pride in being the first point of contact by executing personable behavior and maintaining a professional appearance. Quick self-starter with the ability to be resourceful, prioritize multiple tasks at once, and be proactive in any given circumstance. Utilizing proper phone etiquette and emotional intelligence to keep an outstanding customer service attitude and ensure a positive, long-term, client relationship in the future. KEY SKILLS WORK EXPERIENCE

Executive Administrative Assistant Office Manager

Jenia Consulting LLC Jacksonville, Fl

August 2019 – April 2024

• Enhance office efficiency and support by performing clerical duties such as accurate data entry and document processing tasks utilizing data entry software.

• Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.

• Maintained a professional office appearance by keeping reception area presentable, tidy, organized, and well stocked with office essentials.

• Determined ways to be cost effective and cut business expenses.

• Optimized Executive time management by 75% by

answering, screening, and forwarding incoming calls.

• Applied the highest quality of verbal and written communication, telephone, and email etiquette.

• Screened resumes and scheduled interviews.

• Proficient in transcribing, photocopying, filing, scanning, faxing, and typing.

• Maintained 100% confidentiality with sensitive documents, ensuring proper storage and distribution as needed.

• Managed client documents by following company

procedures and organization to receive and send

correspondence, scan, sort, file, and distribute daily mail accordingly.

• Confidentiality

• Time Management

• Data Entry

• Administrative Support

• Organization Skills

• Clerical Duties

• Communication

• Technical Knowledge

• Cyber Security

• Collaboration

• Project Management

• Adaptability

• Self-Motivation

• Phone and Email Etiquette

• Written Communication

• Verbal Communication

• Emotional Intelligence

• Active Listening

• Attention to Detail

• Conflict Resolution

• Critical Thinking

• Empathy

• Problem Solving

• Resourceful

• Personable

• Word Processing

• Microsoft Office

• Outlook

• Spreadsheets

• Typing

• Filing

• Photocopying

• Scanning

• Faxing

• Created 85% of digital data files for easy access by utilizing intranet and computer-based software.

• Set up New Hires with onboarding paperwork, orientation, and set up their electronic profiles.

• Managed employee files and records of attendance and time off.

• Followed safety procedures to maintain office security by keeping a log of all incoming visitors and controlling office access by notifying personnel of incoming visitors.

• Acted as the liaison between upper management, staff members, and clients promoting positive working

relationships built on trust.

• Processed Payroll and assisted with Accounts

Payable/Receivable and invoice processing.

• Implement self-motivation, with a strong sense of personal responsibility, work ethics, and ability to work remotely with minimal supervision.

• Organized and meticulous while multitasking and performing clerical duties to ensure tasks are completed 100% in a timely manner.

• Resolved 90% of escalations quickly and professionally to restore customer confidence and prevent loss of business.

• Driven and committed to continuous learning and self- improvement.

Retirement Plan Specialist (Spanish Line)

Voya Financial Jacksonville, FL

April 2017 - August 2019 (2 years 5 months)

• Provided quality and seamless customer service to 1000+ clients by answering internal/external calls and live chats to immediately service account needs for participants separated from service and/or nearing retirement while utilizing strong verbal and written communication skills.

• Maintained a friendly and professional manner while actively listening to client concerns, offering support, and solutions in accordance with company policies.

• Ability to adapt to versatile and changing priorities at any given time.

• Navigate through internal digital platforms and multiple web-based programs with confidence due to strong

computer aptitude from continuously learning about trending computer functions and programs.

• Resolved approximately 90% of escalated customer complaints by actively listening, researching, and finding successful outcomes beneficial to both parties for exceptional client experience.

• Communicate and collaborate effectively with team members via digital means.

EDUCATION

• Maintained 100% confidentiality of sensitive information by adhering to strict privacy policies and implementing secure data entry filing systems.

• Incorporated basic mathematical and critical thinking skills.

• Identify the most appropriate outcome for the participant’s best interests while providing education on complex plan benefits, and servicing all transactional needs with zero errors by:

• Using a variety of systems and tools to respond to inquiries quickly and efficiently.

• Complying with all division policies and regulatory requirements including KPI Metrics System.

• Capturing and notating caller information on

participant management systems.

• Provide differentiated information regarding plan specific services to participants

Office Manager – Administrative Support

Harry Pepper & Associates, Inc Jacksonville, FL

November 2007 - December 2008

• Acting liaison between the company and military base commander by effectively managing all points of contact; communicating via conference calling, detailed emails, invoicing, filing systems, data entry, and keeping all parties updated with ongoing construction project with

confidentiality

• Make last minute adjustments with flexibility and great attention to detail

• Email communications were kept organized and responses were always made promptly.

• Managing vendor files, creating resourceful documents, assisting contractors

• Processed weekly payroll ensuring to follow the strict guideline of the Davis Bacon Act

• Managed accounts receivable and payable

• Sorted and distributed all incoming/outgoing mail and faxes accordingly

• Trusted with budgeting and company's petty cash account Everest University

Jacksonville, FL

Associates – Business Administration Management

2005 – 2007

ISC2

Certified in Cybersecurity (CC), Cybersecurity

2023 - 2023

Entry level certification for Cybersecurity

Andy Beverly Insurance School

4-40 Insurance License, Property and Casualty CSR

2019 – 2019

Accounting Foundations: Understanding the GAAP (Generally Accepted Accounting Principles) - LinkedIn

https://www.linkedin.com/learning/certificates/32ba6eaf820ffa455cdadf79158f5c436 Cybersecurity for Executives - LinkedIn

https://www.linkedin.com/learning/certificates/0d5b114ab920c51dfd9856c0d11191543 Holding Yourself Accountable - LinkedIn

https://www.linkedin.com/learning/certificates/b081f2de35ebe762d9adf9f978238a1d2 Leadership Mindsets - LinkedIn

https://www.linkedin.com/learning/certificates/c2f13f017544988d5a4e7896a518e77a5 ISC2 Candidate - ISC2

Issued Nov 2023 - Expires Nov 2024

Practical Introduction to Cloud Computing - EC-Council Global Services 265705

WebCE - Law and Ethics - Florida Department of Financial Services Issued Nov 2023 - Expires Nov 2024

126899

WebCE - Identify Theft - Florida Department of Financial Services Issued Nov 2023 - Expires Nov 2024

75181

WebCE - Cybersecurity: Protecting Your Clients and Your Practice - Florida Department of Financial Services

Issued Nov 2023 - Expires Nov 2024

105515

WebCE - Cyber Risk: Understanding How Multiple Policies Intersect - Florida Department of Financial Services

Issued Nov 2023 - Expires Nov 2024

106567

Contact this candidate