Executive Assistant Data Entry

Beatrice Stockton

**** ****** *****, *****, ** **614

cell: 786-***-****

************@*****.***

OBJECTIVE:

To acquire a position that parallels my experience.

EXPERIENCE:

Executive Assistant to Executive Director

Vi at Aventura, Aventura, FL 2012 –3/2021

19333 W. Country Club Drive

Aventura, FL 33180

Vi at Aventura is a 5 Star continuing care retirement community (CCRC) composed of Independent Living apartments and separately located, the Care Center that houses the Assisted Living, Memory Support, and Skilled Nursing facilities. The premise of a CCRC is the continued care of senior citizens from independent to assisted living, skilled nursing or memory support, as needed with advancing age.

Responsibilities: report directly to the Executive Director at the independent living buildings, performing all aspects of secretarial duties, i.e., scheduling and maintaining active calendars, scheduling appointments, coordinating meetings. Considerable interaction with residents, troubleshooting, directing or resolving situations to mollify resident concerns. Preparing Homestead applications for residents, compiling, notarizing, and reporting to Miami-Dade every year by March 1st deadline. Composing internal and external letters and memos; taking and composing minutes of Cabinet meetings; acquiring and maintaining business licenses and permits for all departments; acquiring and maintaining vendor certificates of insurance; preparing Power Point presentations for Town Hall meetings; screening and processing PDA’s (private duty aides) applications, necessary documentation and issuing their photo i.d.’s. Communicating to Directors and other staff relevant information. Preparation of Emergency Plan by acquiring agreements in case of a hurricane. Attendance at Resident Council meetings, taking, typing, and distributing minutes, typing all correspondence for members of Resident Council; preparing candidate bios for yearly election of Council members, organizing elections, ballot counting, announcement of new members. Maintaining pertinent files in proper and updated order. Ordering office supplies for all departments and perusing invoices to match. Adjunct assignments from Executive Director.

Beatrice Stockton

Page Two

Office Assistant 2009 - 2012

400 Winston Towers

231 174th Street

Sunny Isles Beach, FL 33160

Beatrice Stockton

Responsibilities: Assisted property manager in the following:

data entry and updates using Tops software

prepared interview documents for new condo buyers

issued orders for maintenance crew

requested payment of invoices

maintained all vendor files and invoices paid

troubleshooting resident problems

compose notices and general correspondence

counted parking money and prepared deposits

created a functional filing system for easy access and perusal

created directories of all employees

created binders for all Board of Directors Minutes of Meetings

created file of condo sales and transfers per year

created an excel file of laundry machine income and percentage of collection

created and maintained all tax and financial files in order

Executive Assistant to President

Master Development, Inc., Hallandale Beach, FL 2006 – 2008

Master Development is a development and re-development company specializing in community retail shopping centers and mixed-use projects in Miami-Dade, Broward, Palm Beach, and Martin Counties.

Responsibilities: reported directly to the President performing all aspects of secretarial duties, i.e., scheduling appointments and travel arrangements. Arranging conference attendance,

coordinating meetings and preparing detailed itineraries; some A/P and bookkeeping, carrying out President’s personal errands when necessary; composing letters and memos; researching viable tenants via Google Earth; adding and updating company’s portal data; interfacing with IT personnel, ordering office supplies and maintaining an effective filing system.

Beatrice Stockton

Page Three

Executive Assistant

ABC Management Services, Inc., Miami, FL 2002 – 2006

ABC Management Services is a commercial real estate owner and management company of several shopping centers, offices, and warehouses. It is located at the historic Alfred I. Dupont Building that has housed prestigious law and CPA firms for many years and serves as the backdrop for movie productions and social functions.

Responsibilites: reported directly to the President and General Manager performing various administrative duties, i.e., scheduling appointments, travel arrangements and maintaining active calendars. Screening and troubleshooting tenant issues and requests; preparing lease abstracts, rent calculations, and leases. Arranging conference attendance, coordinating meetings and preparing detailed itineraries. Composing letters and memos in English and Spanish; interfacing with general contractors and various Miami government offices to acquire permits, reporting payroll, ordering office supplies, maintaining an effective filing system.

Executive Assistant to Vice President

Chisso Corporation, New York, NY 1992 - 2002

Chisso Corporation is a chemicals, plastics, and polypropylene fiber manufacturer in Japan with customers worldwide and offices in the U.S. (New York, Chicago and Atlanta).

Responsibilities: reported directly to Vice President, arranging extensive travel and conference attendance; communicating with U.S. and overseas customer and vendors. Placing purchase orders, invoicing, A/R, A/P, expense vouchers applying for and closing letters of credit; communicating with customers, banks and freight forwarders. Perusing shipping documents, updating customers on shipment status, supplying product information such as MSDS (material safety data sheet), issuing EPA Toxic Control Compliance certificates, compiling and preparing monthly accounting report of purchase orders and invoices, Balance Sheet, P/L, Expenses/Income statements for headquarters in Japan; communicating with Japanese co-workers in Japan; composing and editing correspondence; translating product information booklets; maintaining a functional filing system established by me; ordering office equipment and supplies.

EDUCATION SKILLS

Cathedral High School, New York, NY MS Word, Outlook, Excel, Power Point

NY School of Interior Design, New York, NY Fluent in Spanish Florida Notary Public

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