Executive Administrative Assistant
Resume:
Maritza M. Diaz
Dunellen, NJ 08812
*********@*****.***
Executive Summary
Accomplished Executive Assistant who excels at prioritizing high-level support to management and top executives. Exhibits forward-thinking approach to handling complex administrative challenges, adept at overseeing critical decision-making processes, and enhancing productivity through innovative workflow solutions.
Professional Experience
The S.M.A.R.T Foundation, Marlboro, NJ
Personal/Administrative Assistant 2023 - Present
Responsible for managing an active calendar of appointments, filing expense reports, and handling all travel arrangements for personal and business.
Manage and maintain Airbnb’s, provide customer service by managing phone calls and emails to appropriate party promptly and efficiently, guest reservations and inquiries, and event planning.
Organize committee meetings, assist with foundation setups, answer inquiries.
Research, hire and supervise vendors for home and business projects as needed.
Ensure and maintain confidentiality of all communication and documentation.
Royal Bank of Canada, Jersey City, NJ
Program Management Analyst 2018 - 2022
Responsible for project and account management, onboarding activities from resume review, recruiting and interviews, back office staffing, business development of new employees for the U.S. Data Office based in New Jersey, California, Halifax, Montreal and Toronto locations.
Prepared weekly presentation decks and materials for U.S. DO Operating Committee, including draft and distribution of minutes, action item tracking, management of format, and approvals.
Performed project management activities including reconciliation of program management scorecards against the central U.S. DO RAID Log, project plan alignment, and Change Request requirements.
Executed test, collected data, and analyzed data and results for Data Remediation Management.
Managed U.S. DO key meetings and calendar.
Managed the SharePoint site, including site design, management of access, and transition of stored materials to site location.
Planned and coordinated team events, including All-Team meetings and social events.
Executive Assistant 2017 - 2018
Responsible for managing calendar, scheduling meetings, making travel arrangements, preparing expense reports for Chief Data Officer (CDO) and U.S. Data Office leadership team.
Organized onsite and offsite meetings and events, including All-Team events, leadership meetings, etc.
Provided customer service activities by managing phone calls and emails to appropriate parties promptly and efficiently.
Established and maintained filing for CDO of Risk Data Operations.
Managed new employee onboarding process, including seating arrangements and security details.
Managed ordering of supplies and technology for department.
Robert Half Inc. - Temp, Woodbridge, NJ
Various Positions- Executive Assistant / Career Administrator 2016 - 2017
Direct candidate, client calls and dealing with vendors to staff for roles.
Reviewed and formatted resumes, along with entering candidate information into the database.
Ordered all supplies and technology for the department.
Created sales reports and edited fee agreements.
Posted open jobs and created/recreated job descriptions as needed with booking for jobs that needed to be filled.
Handled expense reports for head of department.
Special projects as assigned from manager and direct reports.
Managed appointments, travel arrangements, reservations, and prepared all itineraries.
BELFOR Property Restoration, Piscataway, NJ
Claims Manager/Office Assistant 2014 - 2016
Handled all incoming and outgoing claims while dealing with clients, adjustors, and insurance companies.
Assisted project managers with staffing projects according to skill set and quantities needed.
Monitored project budgets for discrepancies; ensured budgets were correct against expenditures.
Reported/collected data for analysis; sales reporting; job change reports.
Maintained General Manager’s calendar -- planned and scheduled meetings, teleconferences, and travel.
United States Navy Reserve
Military Police Officer 2008 - 2014
Maintained law and order while conducting operations.
Employed specialized police tactics to identify and eradicate problems.
Distributed monthly operational reports for the Chief of the unit.
Managed monthly urinalysis test for units at the NOSC.
Assigned to various missions while on Annual Training and throughout the year.
Medical Specialist of Boca, Boca Raton, FL
Data Coordinator 2011 - 2012
Verified patient’s information and pharmacy printouts.
Scheduled appointments.
Maintained and organized confidential medical records and data entry.
Ensured HIPAA law compliance when sending patient’s records to attorneys and/ or insurance companies.
CFA Institute, Charlottesville, VA
Travel & Event Service Coordinator 2008 - 2010
Seamlessly coordinated multiple large scale annual events from conception through execution for domestic and international clients, including booking music, catering, keynote speakers, travel and hotel accommodations, and creating contingency plans.
Negotiated favorable terms and pricing agreements with resorts, vendors, caterers, and other providers for service at special events.
Maintained event budgets for key stakeholders.
Managed meeting facilities and schedules.
Education
Palm Beach State College, West Palm Beach, FL
Credits completed towards Associate degree in Liberal Arts, 2012 – 2013
MedVance Institute, West Palm Beach, FL
Medical Assistant Certification, 2012
Piedmont Community College, Charlottesville, VA
Credits completed towards Associate degree in Liberal Arts, 2006
Technical Skills
Proficient in MS Office (Word, Excel, PowerPoint, Access, and Outlook), Concur, SharePoint, SalesForce, Lawson, Workforce 2.0, Siebel, Oracle.
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