Administrative Assistant Manager

Maria N. Martinez-Paredes

*** ********** ********* 203-***-****

Stamford, CT 06902 *********@*****.***

SUMMARY

Talented and self-driven executive assistant with proven track record of success, providing skillful administrative support to senior executives with 20+ years of progressive experience with diverse organizations. Resourceful team player who excels at building trusting relationships with customers and colleagues. Known as a passionate person who is willing to accept all kinds of challenges.

• Adept at scheduling events and managing calendars

• Known for working well with all levels of managers, staff, clients and vendors

• Able to handle sensitive documents in a very confidential manner

• First-hand experience in MS Word, Excel, PowerPoint, Outlook and internet research

• Able to take initiative and execute assigned tasks in a timely and flawless manner

• Strong teamwork acumen with a profound ability to work under extreme pressure

• Strong passion for working in a fast paced and result oriented environment

• Committed to providing excellent customer service at all times

PROFESSIONAL EXPERIENCE

Vanguard Associates, Stamford, CT 2018-2019

(Contract) Avrio Health, LP

Executive Administrative Assistant

Responsible for directly supporting the Directors of Finance, Procurement, e-Commerce, Legal Lead, Marketing Lead and Sales Lead

Manage Director’s complex and frequently changing calendar, travel arrangements and coordinate pre-planning of trips

Assist Director of Finance with GL Codes and Cost Centers relating to branded products, ensuring that all POs are allocated to the correct centers for P&L reporting

Produce accrual reports for weekly meetings for all Vendors and Consultants

Coordinating with accounting to ensure that all invoices are processed and paid within the NET Terms

Assist the Director of e-Commerce creating and updating MRL sheets in Veeva for posting on Amazon Brands

Work closely with the Director of Procurement in obtaining Vendor Profiles, Consultant Service Agreements (CSAs), Master Service Agreements (MSAs) and Statement of Work (SOWs)

Work with Legal Lead to generate and obtain approval of CSAs, MSAs and SOWs

Prepare requisitions in Ariba and work with Director of Procurement to ensure process is completed and PO is generated once CSAs, MSAs and SOWs are approved

Assist Sales Lead with trade planning, trades show support and promotion tracking

Back-up for CEO/President/General Manager’s Assistant

Assist with team building initiatives and overall support for maintenance of organizational culture and employee morale

Prepare expense reports and process for reimbursements

Set-up Webex for internal and external meetings

The Execu-Search Group, Stamford, CT

(Contract) H/2 Capital Partners, LLC

Executive Administrative Assistant 2017

Responsible for directly supporting CEO/President

Managed CEO’s complex and frequently changing calendar, personal/business travel arrangements (Domestic and International) and was assessable after hours for problem resolutions

Coordinated and prepared for high level conference calls, board and management meetings

Planned alumni association events and coordinated charitable/philanthropic interests

Screened, assessed and anticipated workload based on knowledge of CEO’s priorities

Paid all personal and home related expenses and handled all charitable donations

Prepared and processed all expenses for reimbursement

Vanguard Associates, White Plains, NY

(Contract) Purdue Pharma, Stamford, CT 2016-2017

Executive Administrative Assistant

Responsible for assisting the Director of Field Force Development in the Transportation Sales Department

Manage Director’s complex and frequently changing calendar, travel arrangements and coordinate pre-planning of trips

Conduct research to prepare, gather and proof materials, agendas and decks for all executive meetings and conferences

Develop and maintain alert system for upcoming deadlines on incoming requests, projects and events

Assist with team building initiatives and overall support for maintenance of organizational culture and employee morale

Distribute company-wide announcements, book conference rooms and coordinate catering for annual company conference

Prepare expense reports and process for reimbursements

Work with legal to obtain Master Service Agreements (MSAs) and Statement of Work (SOWs)

Prepare requisitions and work with procurement to ensure process is completed and PO is generated once MSAs and SOWs are approved

Robert Half/Office Team, Stamford, CT

(Contract) CleanWell, LLC, Stamford, CT 2016

Executive Administrative Assistant

Provided high level support to the CEO and Founder of botanical disinfectants

Assisting and arranging complex CEO travel arrangements

Liaise with the contract HR firm to respond to questions regarding employee benefits

Manage Connecticut Office infrastructure, specifically furniture, office equipment, supplies and wireless services

Training on products and conducting research on retailers’ planograms

AXA Advisors, LLC, Stamford, CT 2008-2015

Career Development Coordinator/New Business Specialist (2012 – 2015)

Responsible for proactive recruitment of Entry Level and Experienced Financial Sales Professionals utilizing both traditional and cutting-edge techniques (i.e.: Cold Calls, Networking, Linked-In and various forms of Social Media). Developed recruitment strategies with Executive Vice President and District Managers to provide Recruitment/Staffing for all Connecticut and Rhode Island branches, which resulted in a full pipeline and fulfilled the yearly hiring goals for the branch.

Maintained branch recruiting sources, updating on a weekly basis; interviewed and hired over 25 talented sales professionals annually

Liaison for District Managers in onboarding and training of Financial Sales Professionals (client meeting kits, assisting with electronic applications using e-apps software, Salesforce and compliance)

Follow-up on all pending business from inception to contract delivery

Back-up for Branch Manager assistant

Executive Administrative Assistant (2008 – 2012)

Provided high level of administrative support to the Branch Manager, Branch Office Manager and Branch Compliance Manager of the Connecticut Division of AXA Advisors.

Flawlessly managed a heavy calendar; adding and editing up to 45 events, meetings and appointments weekly

Expense submission and accounting via Concur, setting up conference calls using WebEx, coordinating international and domestic travel via Corporate Travel, and managing email

Prepared information sales presentations for potential clients and ensured proper completion of applications, client profiles and corresponding paperwork to expedite processing

Anticipated the expected requirements from underwriters to schedule insurance examinations, as well as retrieval of medical records, financial statements and trust documents

Liaised via verbal and written communication between the agents, clients and multiple insurance carriers; resolve outstanding underwriting, replacement, 1035 exchange and policy delivery issues

Initiated and reviewed client requests for changes on existing variable, universal, term, annuity and long term care policyholders

Oversaw file maintenance and internal audit preparation for 100% compliance with state regulations

National RE/sources, LLC, Greenwich, CT 2002 - 2008

Executive Administrative Assistant/Acquisitions

Executive Administrative support to CEO/President, VP, CFO and Legal Counsel

Extensive work in the real estate, mergers and acquisitions field with regards to attaining/submitting legal forms, approval applications, due diligence materials, etc. for financing and refinancing purposes

Responsible for delegating assignments to property managers and 5 assistants to meet project deadlines

Liaison for all banking institutions, engineering and architectural firms, management, etc.

Arranged all domestic and international travel

Effectively managed day to day file management for 10 properties, calendar meetings, conference calls incoming/outgoing e-mails, etc.

EDUCATION

College of New Rochelle - New Rochelle, NY

Major: Business Management

Minor: Accounting

SKILLS

MS Office 2017, Ariba, Veeva, PDF Expert, Concur, DataBasics, Egencia, Corporate Travel, Licensed Notary

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