Executive Assistant Administrative Support

Viviana L Iduate

**** ****** ******, ******* ******, FL 32953 321-***-**** ***********@*****.***

Summary

Highly accomplished and detail-oriented C-suite Executive Assistant with 30+ years of experience providing comprehensive administrative support in fast-paced environments, including significant experience supporting accounting functions. Proven ability to manage complex tasks, maintain accurate records, and ensure smooth operational processes. Expertise in administrative support, accounting processes, and client relations. Proficient in MS Office Suite and other relevant software. Bilingual (English/Spanish).

Skills

Administrative Support: Calendar management, meeting coordination, minute-taking, correspondence, expense reports, data entry, filing.

Accounting Support: Purchase order generation, vendor management, invoice processing, purchasing card reconciliation, budget tracking, financial reporting.

Client Relations: Exceptional communication (written & verbal), interpersonal skills, needs assessment, and problem-solving.

Software Proficiency: MS Office Suite (Word, Excel, PowerPoint, Outlook), QuickBooks, Peoplesoft, Kronos, Workday, Oracle, and Concur.

Other Skills: Problem-solving, multitasking, organization, initiative, attention to detail, and confidential data handling.

Languages: English (Native), Spanish (Fluent).

Experience

Sr. Executive Assistant Remote May 2022 – Present

Accelerated Enrollment Solutions (AES) (a department of Thermo Fisher Scientific, Inc. under the Clinical Research Group (CRG))

Provided high-level administrative support, including extensive calendar and email management; internal/external meeting scheduling; agenda and presentation creation; and quarterly meeting coordination.

Demonstrated initiative and autonomy in managing complex administrative tasks, ensuring efficient and accurate workflow.

Interacted professionally with leadership, territory directors, site managers, and vendors, facilitating smooth communication and collaboration.

Served as purchasing liaison for US sites, generating requisitions and purchase orders, directly supporting the accounting function.

Maintained US sites contact list and coordinated confidential projects.

Managed purchasing card use and monthly reconciliations.

Provided monthly data production metrics for US and OUS sites and assisted with ad hoc projects.

Streamlined processes and procedures to improve efficiency and accuracy.

Sr. Executive Assistant Cape Canaveral, FL June 2020 – May 2022

Holiday Inn Club Vacations - Cape Canaveral Beach Resort

Designated Procurement Account Lead and Purchasing Agent for various departments.

Worked with vendors for purchases, orders, and invoicing; processed invoices, ensuring accurate financial record-keeping.

Attended leadership meetings, took minutes, and represented the General Manager at events.

Managed General Manager’s email and completed correspondence/projects.

Managed time and attendance on Kronos for multiple departments.

Managed Purchasing Card use and completed monthly reconciliations.

Sr. Executive Assistant Rockledge, FL June 2018 – March 2020

Health First Health Plans, Inc.

Attended leadership meetings and took minutes.

Conducted research and provided administrative support for special projects, including evaluation processes.

Managed time and attendance on Kronos.

Supported travel arrangements, expense tracking, and monthly reconciliations.

Maintained mileage logs and managed conference room calendars.

Arranged catering for onsite/offsite meetings and ensured HR deadlines were met.

Provided technical support for executives’ electronic devices.

Represented the position of report at events and participated in budget tracking.

Administrative Assistant / Office Manager Rockledge, FL May 2017 – June 2018

Leland Management, Inc.

Provided administrative and receptionist support to homeowners, addressing concerns and service requests.

Provided general administrative and clerical support, generated violation letters/work orders, and assisted with obtaining quotes/proposals.

Assisted with Board Meetings, transcribed minutes, and prepared monthly expense reports.

Workers Comp Coordinator / Administrative Assistant III Melbourne, FL February 2013 – April 2017

Florida Institute of Technology

Provided C-Suite and general administrative/clerical support to departments reporting to the CFO.

Assisted with Board meetings, generated requisitions/Purchase Orders/reports, and handled procurement card reconciliations/Check Requests.

Responsible for intake of compensation/classification forms, working with the workforce planning/compensation team for timely processing.

Education

Florida Institute of Technology: Business Management/Accounting

University of Phoenix: Business Management/Accounting

Southridge Senior High: Diploma

Certifications

Notary Public, State of Florida: February 1987 – February 2025

References

Available upon request

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