Executive Assistant Administrative

Rosalyn Thomas

*** ******* **** * 862-***-****

Parsippany NJ 07054 ***********@*****.***

EXPERIENCE

Port Authority, Jersey City, NJ 07/2019 – Present

Contract Administrator/Sr. Executive Assistant

Provide support to C-Level Executive and Engineering staff within Enterprise Asset Management Office in task orders solicitation from the 2018-2020 Call-In Agreement Program.

Prepare all documentation associated with consultant process from solicitation to closeout.

Establish naming convention of documents, maintain and archive documentations required for potential audits.

Prepare and manage SharePoint list for tracking and reporting.

Maintain EAM SharePoint task orders and invoicing libraries, including revisions as needed.

Track all Purchase Orders and change orders to ensure compliance with Authorization documents.

Research SAP requisitions for conformance to authorization procedures, provide guidance to staff on what procedures are required, and processes SAP requisitions, as appropriate.

Liaison with Procurement and Accounts Payable to ensure task orders are being processed and invoiced.

File, track, and catalog all paperwork associated with each purchase order. Prepare award letters, obtain appropriate signature, and send out to the firms.

Update and manage all department documents within SharePoint.

Prepare Task Order Request’s (TOR) solicitation documents and respond to Request for Information (RFI’s) during solicitation period.

Record meeting minutes for all staff meetings and follow up on open issues.

Support the Operation Managers and serve as a consultant gatekeeper, including facilitating and using the procedures in place to procure consultants services.

Process invoices for all agreements for the unit for Professional services agreements in SAP.

Work closely with TEC management and consultant staff in reviewing of invoices for their work in SAP.

Ensure correct coding on all SAP invoices and entries for EAM budget expenditures.

Track unit staff status and updates, their licenses and membership and submit paperwork for payment.

Prepare and submit for approval interdepartmental memos, buck-slips, etc.

Performed ad hoc projects as needed.

Business & Decision, New York, NY 08/2016 – 05/2019

Office Manager/Sr. Executive Assistant/HR

Provided support to CEO and C-Level executive.

Resourcing and conducting interviews.

Scheduling interviews with hiring managers and follow up with meetings on potential candidates.

Negotiations of new employee offer letters.

Parse specialized skills and qualifications to screen IT resumes

Performed pre-screening calls to analyze applicants’ abilities

Craft and send personalized recruiting emails with current job openings to passive candidates

Conduct job and task analyses to document job duties and requirements

Scheduling and calendar management

Dealt with vendors and clients.

Assisted with managing PO’s, accounts payable and accounts receivable.

Onboarding and training new employees.

Meet and greet visitors and clients, answering phones, coordinating conference rooms and meal arrangements.

Processed, approved and track expense reports, reimbursements and PTO time.

Assisted in presentation preparation for new client meetings.

Provided core administrative support to team.

Scanning of documents and maintaining filing systems (paper and electronic).

Served as liaison with building staff on all building related issues.

Performed ad hoc projects as needed.

KPMG, Montvale, NJ 05/2015 – 08/2016

Senior Administrative Assistant/Financial assistant

Acquiring materials, catering, ordering supplies, travel arrangements, meeting minutes, invoice processing.

Provided support to C-Level executives.

Provide backup support for Executive Administrative Assistant.

Serve as the primary Administrator of the KBS SharePoint system.

Assist with managing PO’s, accounts payable and accounts receivable.

Assist with Financial analysis, reporting and time keeping.

Schedule interview meeting and onboarding meetings for new employees.

Schedule large and/or complex meeting with key clients, or high level executives in varying locations.

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.

Develop and/or amend content for PowerPoint presentations.

Maintain office equipment regarding maintenance.

Creating jump drives for courses and AU (including envelopes).

Search/Upload Resumes.

Ship materials to program locations.

Maintain/Order innovation supplies for MC Core Skills, AFEH and AFCR which will include some physical requirements such as lifting boxes and moving objects.

Provide administrative support to the leadership, executive and deployment team.

Pfizer - Pangaia Partners, Paramus, NJ 04/2013 – 04/2014

SharePoint Administrator (Contract Ended)

Administered and maintained sites/ sub-sites.

Provided support to C-Level Executives.

Processed PO’s and other financials.

Review and reconcile work by verifying entrees and comparing systems.

Managed the site layout structure and content.

Provided SharePoint support to end users.

Moved, copied, and created sites, libraries, pages and lists.

Monitored SharePoint trends (e.g. site usage and growth).

Set up and managed SharePoint alerts and permissions.

Ability to research, design and develop application solutions.

Ability to manage multiple tasks with little direction.

Supported Intranet sites built on SharePoint 2010.

Lincoln Educational Services, West Orange, NJ 05/2010 – 09/2012

Executive Assistant to VP of Organizational Effectiveness and Research (12/2010 – 09/2012)

Marketing Coordinator/Executive Assistant to EVP and CMO (05/2010 - 12/2010)

Provided support to CEO and C-Level Executives.

Ran, analyzed and reviewed campus placement reports from CAMPUSVUE.

Maintained Executive’s calendar -- planned and scheduled meetings, teleconferences and travel.

Conducted research, compiled data and prepared papers for consideration by Executives.

Created, updated and uploaded each campus student disclosures to website.

Created, maintained and trained employees on their department Share Point site.

Obtained ID numbers (EIN) for all old and new students.

Accounts payable/receivable and processed checks from vendors.

Assisted with HR documentations and resume review.

Created and distribute weekly accrediting report.

Co-Pilots: team that organizes events and functions for Corporate.

Organized the National Annual meeting with set up, location, giveaways, travel, hotel, etc.

Assisted managers with projects or general work as needed.

Reviewed and created expense reports and processed invoices for payment.

Maintained Executive’s calendar -- planned and scheduled meetings, teleconferences and travel.

Ran monthly reports and assisted with program budgets and program pricing.

Updated campus website with financial disclosure and tuition sheets.

Temp Roles

Johnson and Johnson Health Services, Piscataway, NJ Administrative Assistant 03/2010 – 05/2010

CitiGroup, Englewood, NJ Analyst 07/2009 – 02/2010

NYK Line, Secaucus, NJ 06/2006 – 02/2009

Executive Assistant to SVP of Sales and Operations

Handled daily updates for movement of shipment for NIKE in OSCAR and NICS.

Maintained SVP’s calendar -- planned and scheduled meetings, teleconferences and travel.

Kept track of new containers to be added to daily report.

Reviewed and created expense reports as well as invoices.

Accounts payable and receivable.

Coordinate annual SVP’s and VP’s meeting.

Kept track of personal, vacation and sick time for all employees in Operations.

Arranged lunch meetings for Operations department.

AXES, LLC, New York, NY 06/2004– 04/2006

Office Manager/ Sr. Executive Assistant to CEO and SVP

Ensured all new employees have an understanding of all HR regulations, procedures and all paperwork are complete.

Maintained CEO and SVP’s calendar -- planned and scheduled meetings, teleconferences and travel.

Kept track of quarterly and yearly forecasted budget.

Accounts payable and receivable.

Reviewed and posted all inquiries dealing with inventory and invoices.

Making sure all new employees are set with computers, email, phones and blackberry.

Kept track of personal, vacation and sick time for all employees.

TIAA-CREF, New York, NY 04/2001 – 05/2004

Business Planning Manager

Worked with PM to create budget tracking reports using Excel or other application.

Reviewed GL reports and request adjustment entries.

Maintained end of the year forecasting and Budget roll down.

Assisted PM with maintaining publication inventory and fulfilling ad hoc requests of required reports for regulatory exam.

Initialed input of projects in the Marketing Management Database and update on a weekly basis.

Assisted PM with standard request forms for mailing lists, web posting, and inventory tickets for fulfillment.

EDUCATION

York College Jamaica, NY B.S. in Business Administration - Finance 2006

SKILLS

Microsoft Office 2007, 2010, Adobe, Xpert, VISIO, SharePoint, CVUE, KRONOS, Event Planning, Windows 00-XP, Office 2007, FOCUS, Clarizen, JJEDS, ARIBA, SAP, NEMS, OSCAR, AS 400, Lotus Notes, Outlook, Internet, MS-DOS, Lexis Nexus, PARS, Procure to Pay, Virtual request, CPR/AED, Notary.

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