Executive Assistant Office Manager

WALDA YACCARINO **********@*****.***

Fresh Meadows, NY 11365 Cell: 347-***-****

Summary:

An accomplished Executive Assistant and Office Manager with over a decade of experience supporting high-level executives and managing diverse office operations. Demonstrated proficiency in streamlining administrative processes, overseeing property management activities, and maintaining stakeholder communication. Adept at handling confidential matters, coordinating complex schedules, and providing personalized assistance to executives. Possesses strong organizational skills and a comprehensive understanding of various software tools and systems. Fluent in Spanish, enhancing communication capabilities in multicultural environments.

Experience:

ROSENSHEIN ASSOCIATES, LLC - New Rochelle, NY Jun 2021 – Mar 2024

Property Manager & Lease Administrator/Bookkeeper

Worked with the owner in managing shopping centers in New Rochelle (tenants included Marshall’s and HomeGoods) and a large Co-op City strip mall (tenants included Stop & Shop, AutoZone, Walgreens, National Wholesale Liquidators, Chase Bank), plus 3 single tenant locations (Walgreens and CVS stores) in Brooklyn

Reviewed lease agreements to ensure rents and additional rents were being charged appropriately and other responsibilities were being met

Prepared bank reconciliations for over 20 bank accounts on QuickBooks

Prepared monthly tenant rent bills, CAM charge reports, and tenant CAM reconciliation bills

Accounts receivable including checking lockbox account and applying payments in QuickBooks

Handled all online banking including paying bills, wire transfers, remote deposits

Reviewed contractor and vendor bills to ensure they were correct as per contracts/proposals

Paid property tax bills and billed applicable tenants for pro-rata share

Prepared and distributed 1099’s

Researched and provided any information needed for attorneys and insurance companies for lawsuits; met with investigators

Worked with contractors to handle emergency repairs, inspections, clearing violations

Met with contractors and other professionals to obtain proposals for work

Point of contact for commercial and retail tenants for any maintenance or emergency issues

Worked remotely except to pick up mail, check on properties and tenants, and meet with contractors or inspectors as required

MEGA CONTRACTING GROUP, LLC - Astoria, NY Jan 2019 – Aug 2020

Executive Assistant to the Executive Manager

Heavy calendar management, read, prioritize, research, route and take appropriate action on emails and correspondence both business and personal; screen calls; prepare expense reports

Maintain contacts; prioritize, coordinate and schedule internal and external meetings

Prioritize and coordinate proper executive coverage on internal and external project meetings

Work with Operations Manager and Assistant Operations Manager on special projects

Coordinate with project teams to ensure reports are provided on a timely basis

Assist in creating spreadsheets and fillable pdf forms for new company SOP manuals

Provide personal assistance as needed including personal property management matters

SAMASOURCE & LXMI – San Francisco and NYC Sep. 2018 – Oct. 2018

Executive Assistant to Founder/CEO (Temp Contract)

Provided executive assistance working remotely during non-traditional hours and in-office as needed

Heavy calendar management, read, prioritized, researched, routed, and took appropriate action on emails and correspondence both business and personal; screen calls; prepared expense reports

Set up speaking engagements, meetings, and Zoom calls to maximize usage of CEO’s time

Prioritized and rescheduled as needed; reconfirmed and sent final schedule every evening

Coordinate domestic and international travel with agency, check-in, and provide boarding passes

Prepared personal and business-related expense reports

Provided accountant with all necessary reports and backup for taxes

ATLANTIC DEVELOPMENT GROUP, LLC - New York, NY May 2014 – Aug. 2018

Executive Assistant to the President/CEO

Acted as gatekeeper to the president; screening a high volume of calls and taking appropriate action

Read, prioritized, researched, routed, and took appropriate action on emails and correspondence

Worked closely with CFO, accountants, attorneys, government agencies, construction and property management staff, brokers, and other professionals on business and personal matters

Worked with attorneys and CFO to facilitate the signing and submittal of legal and financial documents promptly; maintained digital files for said transactions

Office management; human resources and benefits administration; tracking employee PTO, assisting with onboarding of new employees

Handled highly confidential matters and maintained personal and corporate account user information

Event planning; purchasing corporate and personal gifts

Account management of business and personal credit cards; reviewed invoices and credit card bills

Maintained digital files for contracts, leases, property reports and ownership documents

Maintained contacts database; set up conference calls and scheduled meetings

Made travel arrangements for guests; coordinated with pilot and airplane staff, driver, caretakers, and house staff

Assisted with philanthropic endeavors, handled political contributions and charitable donations

Provided any other personal assistance as needed

JULES & EDDIE TRUMP/THE TRUMP GROUP - New York, NY June 2007 – May 2014

Executive Assistant/Assistant Property Manager

Assistant to the Senior Vice President/Property Manager, in the management of a commercial building in NYC and then on conversion to luxury condos

Worked with architects and accountants on preparing various reports, including CoStar reports

Assisted in asset management of commercial properties in downtown Chicago and Miami

Maintained files and owner documents, relayed reporting requirements to onsite management

Lease management; contract administration; point of contact for commercial tenants, contractors, attorneys, and government agencies

Prepared rent bills, and expense reports, processed vendor invoices, receivables, reviewed credit card bills

Computer file maintenance for properties

Worked with the accountant on preparing commercial tenant lease summaries and entering into Timberline

Scheduled meetings and conference/video calls, set up equipment and arranged catering

Handled facilities management for The Trump Group, Elite Model Management, and AFOBIS (charitable organization)

Assisted at fundraising events for AFOBIS

Education & Training

Real Estate Institute of NY - Salesperson & Real Estate Broker courses

St. John’s University, Jamaica Estates, NY

Skills:

MS 0ffice (Word, Excel, Outlook, PowerPoint), Google Suite, Go-to-Meeting, Zoom, Slack, Timberline, RIS, QuickBooks, QuickBooks Pro for Contractors, ACT, Peachtree, CoStar, event planning, trade shows, online banking

Bilingual - Spanish (read, speak, write)

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