Paula B. Madonna

ady647@r.postjobfree.com / 201-***-****

Professional Summary

Senior Executive Assistant, proficient in high-level, confidential, and operational support. Exceptional written and verbal communication skills, meticulous attention to detail with proven experience in creating an efficient, effective, and productive work environment.

Core Competencies

Human Resources

Financial Services

Client Service & Marketing

Office Management

Personnel Assistant

Portfolio Administration

Client Billing

Compliance Tracking

Bloomberg

Concur

Microsoft Outlook

Microsoft Word, Excel, PowerPoint

Becton Dickinson / Franklin Lakes, NJ April 2023 – July 2023

Administrative Assistant

Becton Dickinson, a dynamic global medical technology company with the purpose of advancing the world of health through a deep focus on their customers, innovation and culture. This was a 3-month contract position reporting directly to the Vice President and General Manager – Specimen Management Business Group.

Specific responsibilities included:

Proactively managed complex and constantly changing calendars for the Vice President and his direct senior team members.

Day-to-day support, keeping management abreast of meetings and tasks and ensuring that they had the information necessary to effectively navigate through the day.

Handled all administrative matters related to meetings including booking the meeting rooms, organizing video conferences, arranging catering, ensuring the meeting room was equipped appropriately, etc.

Scheduled business travel and accommodations.

Reconciled and processed Expense Reports, Invoices and Purchase Orders.

Maintained a high level of confidentiality and securely handled sensitive material with all levels of management.

Updated and maintained departmental organizational charts, ordered office supplies, prepared materials for meetings, etc.

Langan Engineering / Parsippany, NJ

Administrative Assistant December 2017 – February 2023

Langan Engineering, an award-winning Design Firm that offers integrated engineering and environmental services for both public and private sector clients.

Performed a wide range of specialized and complex administrative and executive responsibilities for General Counsel, Chief Operating Officer, and Chief Human Resources Officer.

Provided high level support and managed day-to-day activities and operations.

Acted as primary point of contact while managing extremely challenging and busy executive calendars.

Composed, prepared, and ensured timely responses to requests from executives, employees, clients and external partners.

Created PowerPoint presentations, produced reports, spreadsheets, letters, and agendas.

Arranged complex and detailed travel plans and itineraries.

Scheduled corporate/executive meetings and events, organized hospitality while managing, creating, and organizing meeting materials and presentation components, reminders and attendance.

Tracked, categorized and timely submission of expense reports.

Processed and tracked all legal and human resources invoices.

Cooperman Barnabas Medical Center / Livingston, NJ

Executive Assistant (Contract) March 2015-June 2015

Human Resources Assistant June 2015 – December 2017

Cooperman Barnabas Medical Center is a fully accredited acute care hospital.

Executive Assistant responsibilities included:

Provided executive support to the Interim Vice President, Human Resources

Managed a busy executive calendar requiring ability to prioritize and multi-task.

Team player, worked collaboratively with senior management and staff.

Scheduled and organized meetings, conferences and department activities.

Composed correspondence, proofread documents and organized file systems.

Human Resources Assistant responsibilities included:

Provided administrative and executive support for the Human Resources department including answering phone calls and responding to both in-house and external requests.

Handled discrete information related to employee relations, changes in the organization, performance appraisals, confidential information issues and other sensitive matters.

Set-up meetings and interview schedules as part of the recruitment process. Received applicants and guided them, functioning as a hospital representative,

Prepared new hire packages and benefit orientation materials, processed and maintained pre-employment background checks, I-9 forms, immigration documentation, etc.

Seix Investment Advisors / Upper Saddle River, NJ

Executive/Personal Assistant to the Chairman, CEO May 1998 – July 2014

Seix Investment Advisors is an investment management firm focused on managing fixed income strategies for institutional investors around the globe.

Researched, prioritized and followed-up on issues and concerns and determined appropriate course of action, helping to facilitate the CEO’s ability to effectively lead and grow the company.

Managed CEO’s extremely heavy, complex and frequently changing calendar of personal and professional appointments, itineraries and agendas. Coordinated and set up high-level conference calls, management meetings and special events.

Developed itineraries and coordinated domestic and international travel for CEO and senior executives.

Acted as gatekeeper, understanding priorities in terms of organization, staff and clients.

Executed and organized special projects as needed including building renovations and two office relocations.

Processed expense reports for CEO and management partners.

Handled all phases of employee compensation, benefits and employee review process. Conducted HR educational sessions and negotiated recruiter contracts.

Managed all aspects of accounts payable and receivable, payroll, attendance and vacation, 401K administration, etc.

Implemented an accurate and timely billing system for all client accounts and worked with auditors as mandated by industry regulations.

Worked with clients and third-party consultants to provide portfolio reporting and trade support, and promoted the firm’s participation in new business acquisition including the preparation of RFP’s, etc.

Education

Monmouth University

Business Administration and Marketing

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