Executive Assistant Accounts Payable

Sylvia Martinez, Executive Assistant

San Antonio, 78225 Texas, 210-***-**** *****************@*****.*** https://www.linkedin.com/in/sylviagaraymartinez/

SUMMARY Experienced Executive Assistant with a track record of supported high-level executives, managing confidential projects and improving operational workflows through data science, efficiency monitoring, and process implementation.

WORK EXPERIENCE

01/2022 – Present Administrative Coordinator

University of the Incarnate Word (UIW) School of Osteopathic Medicine San Antonio, TX USA

Overseeing (2) Deans and (6) Chairs calendar, scheduling personal and professional commitments.

Organizing daily priorities to improve executive efficiency through task lists and document preparation.

Providing support via research and special projects, like fundraising.

Managing meeting logistics, including invitations, agendas, and follow-ups.

Handling complex travel itineraries with frequent adjustments.

Serving as a communication liaison for executives and addressing inquiries.

Ensuring confidentiality of sensitive information.

Contributing to company initiatives, such as organizing offsite events.

Assisting in managing the Dean’s social media presence.

Facilitating communication for over 60 faculty members through scheduling and finance procedures.

Coordinating payroll, contract renewals, and (confidential) HR documentation.

Overseeing registration and credentialing processes.

Arranging travel logistics, including international and domestic flights and accommodations.

Evaluating and enhancing organizational processes for efficiency.

Managing the professional development budget and related expenses.

Coordinating logistics for meetings and documenting minutes.

05/2017 – 01/2022 Executive Assistant and Special Projects Coordinator

UIW Feik School of Pharmacy San Antonio, USA

Supervised the credentialing of student doctors, ensuring precise and timely submissions for compliance and ease of access.

Verified that all students conformed to medical requirements necessary for Clerkship facilities.

Administered special projects, including database management utilizing Excel, Access, and SQL.

Instituted and monitored contracts, MOUs, and affiliation agreements to

strengthen institutional partnerships.

Developed clear procedural guides for technical processes, enhancing efficiency and standardization.

Accounts Payable Specialist, University of the Incarnate

Word (UIW) San Antonio, USA

05/2016 – 05/2017 Accounts Payable Specialist

UIW Main Campus, San Antonio, TX USA

Revamped accounts payable processes, achieving a 20% reduction in errors.

Processed over 1,000 invoices per month, ensuring compliance and

accuracy throughout each transaction.

Cultivated strong vendor relations, leading to a 15% decrease in payment disputes.

Created automated processes to coordinate better communication campus-wide.

12/2012 – 01/2016 Executive Assistant to the Asst. Superintendent of Budget

and Finance, Northside Independent School District

San Antonio, USA

Supported senior leadership in the coordination and execution of district-wide budgetary operations, ensuring alignment with state compliance, and funding guidelines.

Managed high-level communications and confidential documentation related to budget proposals, grant allocations, and financial planning.

Acted as a cross-functional connector between finance, leadership, and school site operations.

Oversaw scheduling and logistical support for executive meetings, board sessions, and multi-departmental, often acting as a liaison between leadership and external stakeholders.

Streamlined budget report workflows by developing standardized templates and improving data accuracy for quarterly reviews. Acted as a cross-functional connector between finance, leadership, and school site operations

EDUCATION

05/2021 – 08/2024 University of the Incarnate Word

Master of Arts & Administration, Healthcare Administration

San Antonio, USA

08/2016 – 05/2021 University of the Incarnate Word

Bachelor of Science, Public Administration

San Antonio, USA

06/2022 – 02/2023 University of Texas, McCombs School of Business

Post-Graduate Certificate, Data Analytics and Data Science

Austin, USA

SKILLS Project Management Software Budget Tracking Teams/ClickUp Zoom

Slack Canva

Salesforce Adobe

Microsoft Office Google Workspace

Financial Reporting Database Management

Python/SQL Strategic Planning

Process Improvement Meeting Coordination

Remote Work Proficiency Calendar Management

Communication and Presentation Multitasking

Discretion Event Coordination

Research Adaptability

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