ADMINISTRATIVE PROFILE

International administrative professional with more than 10 years of expertise in providing office management, and executive level support and effectively utilizing new technology to assist in all administrative tasks. Obtains exceptional interpersonal and organizational skills and proven ability in streamlining processes while ensuring optimal efficiency. Bilingual in Spanish.

QUALIFICATIONS

ADP Payroll

Calendar Management

Visa/Immigration

LegalServer

Microsoft Office Suite

Spreadsheets

Travel and Reimbursement

Fileshare

Office Management

Intapp

Aderant

Expense Wire

Legal Key

Oracle

Event Planning

WORK EXPERIENCE

1199 SEIU Benefits and Pension Funds, New York, NY 2015 - Present

Administrative Assistant

Accomplishment: Saved department 20% by negotiating catering contracts for corporate and in-house events to date.

Maintain Senior Management calendars, schedule appointments, coordinate meetings, conference calls, and process expense reports in a timely manner, ensuring all support documentation is submitted

Perform bi-weekly payroll timesheets updates for Non-Bargaining and Bargaining employees using the ADP system, verify that timesheets are submitted on a timely basis and with appropriate approvals

Collaborate with MIS programmers in the correction of software problems that arise in the payroll process. Serve as Liaison with Materials Management Department and Legal Department in order to create new vendor relationship in the system (Oracle). Track review, and process invoices including coding, and maintain vendor records in Oracle. Maintain inventory and order supplies by analyzing expenses in order to cut costs, and keep good relations with vendors. Prepare and reconcile monthly pension expenses; Ensure that assistance is provided to Finance department s in the month-end closeout process

Responsible for daily office operations including screening and responding to phone calls, providing information and referring callers to appropriate staff members

Legal Services of the Hudson Valley, White Plains, NY 2014 - 2015

Administrative Assistant/Bilingual-Spanish Paralegal

Accomplishments: Designated unofficial translator to assist attorneys in translating legal documentation, provision of legal advice and light case handling. Accommodated Spanish-speaking clients with intake and provided legal advice based on research and attorney referrals.

Managed Deputy Directors calls, mail, calendars ; coordinated speaking engagements, travel and training arrangements

Created and maintained a comprehensive filing system via electronic and hard copy files

Composed complex memos, reports & other documents

International Federation of Accountants (Contract), New York, NY 2013 - 2014

Contract International Administrative Assistant–SMP/PAIB/Translations& Permissions Department

Accomplishment: Familiarized myself with Visa requirements in various countries to successfully plan and negotiate hotel reservations for Executives traveling internationally.

Coordinated domestic and international travel arrangements for Director, Deputy Director and Sr. Technical Managers, and assisted with immigration paperwork for delegates and staff

Created detailed itineraries and ensured adjustments were made prior and during travel

Tracked, maintained, and executed expenses related to the department and committee cost center budget

Assisted Department with e-mails and correspondence translation

Set up and cleaned meeting facilities within IFAC offices for Committee, Management Team, and related meetings on a regular basis. Organized catering for onsite meetings, and dinning contracts

Assisted in the distribution of documents to member organizations and other stakeholders. Edited technical reports in Excel, memos and other documents in PowerPoint and Word. Prepared and coded credit card statements and expense reports (using Expensewire system);

Created, updated and maintained contact information via iMIS (a contact database system). Uploading materials (e.g. news items, resources, events, and articles) to the Gateway website;

WORK EXPERIENCE (con’t)

L-3 STRATIS, Malabo, Equatorial Guinea, Africa 2012 – 2013

Bilingual Administrative Assistant/Translator - GSS Division

Accomplishments: Thoroughly translated Spanish-English languages for Headquarters and program team in-country. Managed and oversaw cost efficient and safe travel and ground transportation arrangements to and from Equatorial Guinea for clients, contractors and team members.

Interfaced with clients, contractors, EG government agencies and other personnel to ensure the effective management and delivery of business and project services at program meetings

Assessed effectiveness of procedures to continuously improve systems, personal and overall team performance

White & Case, LLP., New York, NY 2009 – 2012

Administrative Assistant in Conflicts and New Business

Accomplishments: Expeditiously processed authorizations to reopen and close matters and/or clients. Implemented ethical wall restrictions on client matters.

Provided administrative support to the Global Director of New Business & Conflicts

Facilitated the distribution and record keeping of audit inquiries.

Generated and processed opening entries for new and existing clients of the firm. Entered conflicts and new business information into the firm’s conflicts and new business intake systems in accordance with firm policies and procedures.

Prepared, tracked and filed conflicts waivers as well as engagement letters correspondence.

Coordinated updates of the Conflict and New Business section on Intranet with Communications department.

Processed accounts payable and payroll time sheets.

HIP Health Plan of New York, New York, NY 2006 – 2009

Administrative Assistant - Medicare Part D, Pharmacy Services

Accomplishments: Worked alongside the Director of Medicare Part D conducting detailed web research, ran quarterly and semi-annual reports and submitted all reports to the Health Plan Management System database (HPMS).

Coordinated meeting logistics, scheduled conference calls; handled heavy phone traffic

Screened and responded to incoming calls; effectively handling heavy phone traffic

Prepared dissemination of company reports and PowerPoint presentations for board meetings

EDUCATION

B.A. Business Administration

Berkeley College

White Plains, New York

Certificate for the Office Professional

Pace University

White Plains, New York

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