Administrative Assistant Executive

Marie Antoinette D’Amore

**** ****** ****** ******, *** G105 • Philadelphia, PA 19130 • 215-***-**** • *********@*****.***

PROFESSIONAL SUMMARY

Administrative/Personal Assistant with experience in Sales and Banking fields.

Ability to manage projects, offices, and calendars, as well as high-level conference calls and special events.

Experience handling Travel Arrangements, including book airfare, hotels and transportation.

Excellent planner and coordinator who works well under pressure.

Ability to process and manage invoices with great attention to detail and accuracy.

Excellent communication and problem-solving skills.

WORK HISTORY

Community College of Philadelphia, Department of Financial Aid

Administrative Assistant to Director of Financial Aid 09/2018 – Present

Provide administrative and clerical support to the Director of Financial Aid, as well as Associate Directors.

Manage the Director’s calendar. Coordinate meetings/events on behalf of Director including reserving meeting space, notifying attendees, and providing material/handouts as needed.

Provide additional support to VP of Enrollment Management & Strategic Communications / Associate VP Enrollment Services office when needed.

Create / draft required letters, documents, memos or forms, per Director’s needs.

Participate in weekly Zoom meets - prepare drafted meeting notes / distribute finalized notes to attendees.

Assist Director in creating posters, ordering and distributing departmental publications and other information.

Prepare purchase requisitions, maintain and order office supplies.

Sort and direct mail, referring non-routine or priority mail to appropriate persons.

Perform assigned duties in a manner consistent with the mission, goals, and core values of the College.

Prepare monthly FAFSA Workshop Flyers as well as created handouts to assist students at front counter, in various situations.

Adhere to FERPA (Family Educational Rights and Privacy Act of 1974, as amended) regulations as they pertain to maintaining the security and confidentiality of all student records, as well as maintain the confidentiality of other documents on behalf of the work area and the College.

Maintain sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.

Perform other related duties as assigned.

Office Coordinator / submit all facility requests, per the needs in the office. The employees come to me for their needs.

Supervision of 15 Work-Study students. (approval of times sheets, create and maintain work schedules on daily / weekly basis)

Fox School of Business – Temple University, Department of Finance, Philadelphia, PA 01/2018 – 4/2018

Administrative Assistant (temporary position)

First point of contact for the Department of Finance.

Provided administrative support and assistance to staff of 30 plus Professors within the department.

Answered, screened, and directed all incoming department phone calls.

Greeted all guests, visiting speakers, and students.

Provided assistance proctoring tests, managing, updating and maintaining the records of all students who tested.

Set-up conference rooms for candidate visits and weekly seminars.

Distributed all mail to Professors and other staff members.

Maintained all office supplies for the entire department.

Assisted Professors with memos, outgoing letters, applications, course books, testing templates, and distribution of testing materials, along with exam books.

Handled all catering for special events, seminars, speaking engagements and meetings within the department.

Scheduled and reserve conference rooms as needed and handled all maintenance issues.

Land Services USA, Philadelphia, PA 08/2017 – 11/2017

Office Coordinator (temporary position)

Greeted and announced all guests and clients promptly; provided support and assistance to the closing team.

Maintained daily conference room closing schedules, and emailed room schedule end of each business day to closers.

Answered and directed incoming calls to the appropriate person(s); managed copier/printer/fax service requests.

Ordered and distributed general office supplies, and maintained supply inventories.

Received and delivered all US Mail, UPS, overnight packages and hand deliveries, posted and prepared outgoing mail and UPS packages before end of each business day.

Worked closely with building management for security, custodial needs, maintenance work orders and follow-up, and upheld all safety and environmental standards.

Ensured reception area and conference rooms were always neat, clean, welcoming and presentable to clients, and provided refreshments and hospitality products in conference rooms for guests prior to their arrival.

Colliers International, Philadelphia, PA 10/2016 – 01/2017

Broker Administrative Assistant

Provided support to the Vice President of Strategic Initiatives, and additional support to four Brokers in the Office Division / Philadelphia Office.

Managed calendar and travel arrangements and maintained all files and projects for Vice President.

Prepared bi-monthly sales meeting as well as weekly, monthly and quarterly reports and distributed throughout 5 offices.

Prepared the monthly and quarterly reviews of each broker from all 5 offices.

Entered all property information into the Colliers Hub for public viewing.

Transposed all voicemail messages on broker’s phone, and logged and forwarded to each broker.

Managed touring materials, including tour books.

Coordinated domestic and international travel arrangements, including booking airfare, hotels and transportation.

Answered and managed incoming calls.

Opened and properly distributed incoming mail for team and office management.

Coordinated and scheduled business and social events; managed calendar for team and miscellaneous projects for brokers.

Cushman & Wakefield, Shops at Liberty Place, Philadelphia, PA 04/2014 – 10/2016

Office Manager

Maintained original leases and renewals for the management office.

Verified and handled tenant and merchant complaints promptly and appropriately.

Prepared proposals and bids for building services, and maintained electronic files for two offices.

Communicated effectively with owner/landlord, tenants/merchants and on-site associates.

Followed up on delinquent tenants/merchants and coordinated collection procedures.

Scheduled and approved contractors and vendors for maintenance issues.

Ordered and distributed office supplies while adhering to a fixed office budget.

Created detailed expense reports and request for General Property Manager.

Directed guests and routed deliveries and courier services.

Opened and properly distributed all incoming mail.

Greeted numerous visitors, including VIPs, vendors and interview candidates.

Maintained a clean reception area, including lounge and conference rooms.

Coordinated board, committee and staff meetings including schedules and the preparation of information to be distributed.

Code Red Fire & Water Restoration, Glassboro, NJ 03/2009 – 01/2014

Office Manager

Oversee daily office operations – processed and prepared payroll for a staff of 20 employees.

Maintained all inventory and office supply purchases.

Supported CEO/CFO through personal document and calendar management and collateral preparation for meetings.

Composed and drafted all correspondence and reports for managers.

Verified and created claim numbers by communicating with various insurance companies.

Processed accounts receivable and accounts payable.

Developed and enforced company policy and procedures related to all phases of human resources activity.

Asher & Company, Philadelphia, PA 05/2008 – 03/2009

Executive Administrative Assistant

Processed travel expenses and reimbursements, submitting detailed expense reports.

Located and attached appropriate files to incoming correspondence requiring replies.

Reconciled and processed expense reports for three Managing Partners and one Senior Manager as well as calendar management for each.

Planned and coordinated logistics and materials for board and committee meetings, monthly reviews and staff events.

Coordinated domestic and international travel arrangements, including booking airfare, hotel and transportation.

Prepared itineraries for meetings and minutes from meetings to be distributed to Managing Partners and Directors throughout the company.

Created and assisted in the development of marketing materials, including PowerPoint presentations.

Commerce Bank (TD Bank), Philadelphia, PA 05/2001 – 05/2007

Executive Administrative Assistant

Managed executive calendars and coordinated weekly project team meetings.

Coordinated a weekly loan review meeting which included Philadelphia, Bucks, Montgomery and Delaware County Regional and Senior Credit Loan Officers.

Created expense reports, and processed travel expenses and reimbursements.

Managed calendar for three Executive Senior Credit Commercial Loan Officers and provided support to two additional Loan Officers in the Commercial Leasing Department.

Ordered and distributed office supplies and managed maintenance of office equipment.

Answered and managed incoming and outgoing calls while recording accurate messages, via email or telephone.

Distributed of all incoming mail for the team.

EDUCATION

Community College of Philadelphia, Philadelphia, PA

Saint Maria Goretti High School, Philadelphia, PA

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