Executive Assistant Human Resources

ANA PREGO

Email: ************@*****.*** Tel: 786-***-****

SUMMARY

Dynamic, disciplined and results-driven administrative professional with a strong work ethic and a proven track record of supporting C-level executives and senior management. Highly motivated, organized and efficient, with a keen ability to solve problems; adapt quickly and maintain a positive; can-do attitude in fast-paced environments. Recognized for being resourceful, service-oriented and committed to delivering high-quality support with professionalism and discretion.

PROFESSIONAL EXPERIENCE

Gale Hotel and Residences - Executive Assistant 2024 to May 2025

•Right-hand to the General Manager; liaison between other departments and served as a first point of contact for clients, guest and 3rd party vendors; ensuring they receive the highest level of standards with a polished and professional experience; set up interviews and took candidates for tours of the property

•Maintained a detailed calendar of events, interviews, meetings and video calls

•In charge of drafting and sending letter responses to guests and tenant complaints; hosted daily leadership meetings; assisted with Human Resources matters, as necessary (e.g., payroll) and event planning and setup

•In charge of project management for operations, marketing and sales departments

Orion Real Estate - Executive Assistant 2022-2024

•Responsible for signing (via DocuSign) and notarizing any and all legal documents

•I was the main point of contact; gatekeeper and liaison with other departments, clients and stakeholders

•Maintained a high-level of confidentiality

•In charge of heavy and ever-changing calendar management for my boss and six (6) other executives

•Entered taxpayer licenses with the State of Florida and the Department of Revenue, and created reports for the president and senior management

•Worked cross-functionally with other departments and handled personal matters for my boss and his family

Trapananda Seafarms - Office Manager / Executive Assistant 2020-2021

•Ambassador for the office; managed day-to-day office operations and responsible for all staffing needs

•In charge of recruiting third-party vendors (e.g., Attorney; IT Company; Software Training Company; Cleaning Company; Cafeteria Plan; Moving Company; Air Conditioning; Realtor; Construction Company; General Contractor; Furniture Company; Alarm System Company and more)

•Assisted HR with onboarding new employees (e.g., Company cell phones, laptops, access cards, parking transponders, background checks, drug testing, adding new employee to payroll and other company and third-party platforms

•Managed budget for kitchen and office supplies; kept accurate track of inventory and made sure stocked at all times

•Played an integral part of an ongoing project to certify fresh, farm-raised salmon (Trim C and Trim D) and a world class salmon burger with the American Heart Association (what was a 5-year project, I managed to do in 3-months)

Contract Positions During the “COVID 19” Furlough

Executive Assistant / Personal Assistant / Office Manager / Human Resources Coordinator 2017-2020

•On-boarded more than 100 employees in eight (8) weeks (e.g., background checks, drug-screenings, offer letters, adding them to payroll and timekeeping systems, creating name badges, fobs, keys, computers, laptops, phones, creating extensions, cell phones, parking registration, stickers, transponder, valet service, etc).

•Assisted over thirty (30) executives and managers with extensive domestic and international travel logistics and in charge of expense reports for all 30; handled budget and inventory for kitchen and office supplies; managed facilities; solved IT issues and assisted Accounting, Human Resources, Marketing and Sales departments, as needed

•Spearheaded daily Leadership meetings and prepared Activity Reports for each department

•Handled busy calendars with constant moving parts and coordinated meetings in different time zones

•Worked with the Board of Directors and Senior Management to prepare information and create reports for meetings (e.g., Audit, Executive, Investment, Loan and Trust Committee Meetings) and uploaded the information in Diligence (a corporate governance platform)

•Worked with Accounts Payables coding invoices; assigning GL codes and descriptions; paying vendor invoices; taking minutes for weekly meetings and compiling documentation for deliverables

•Assisted with residential real estate closings and offered Notary Public services

•In charge of scheduling construction installations appointments; created change orders and ordered materials

•Worked as a Personal Assistant from a home of a prominent doctor in Miami

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Diversified Aero Services, Inc. (“DASI”) - Executive/Personal Assistant 2015-2017

•Responsible for the transition of a physical move with regards to negotiating contracts for corporate travel services; janitorial cleaning services; cafeteria meal plans and vending machines

•Worked with furniture companies; obtained certificates and permits from the city; decorated apartments for company executives; shopped for fleet of company cars and created / implemented a company procedures manual and a city guide for our clients

•Assisted in the creation of the company’s mission statement and themed names for ten (10) conference rooms

Laureate Education, Inc. - Executive Assistant 2014-2015

•Managed President’s calendar to ensure fluid operations of the organization

•Arranged global travel logistics for the executive team and coordinated audio / video-conferences

•Managed and processed expense reports, ensuring accuracy and compliance with company policies; delivered timely reimbursements in alignment with internal financial guidelines

•Responsible for coordinating and following up with key contacts, academic leaders and scholars

•Owned instrumental role in planning off-sites, summits and other special projects

Brightstar Corp. - Executive Assistant 2012-2014

•Coordinated expansive multi-city / multiple time zones; international travel to include agendas and itineraries; in charge of expense reimbursements using Concur

•Acted as a gatekeeper to my direct report and a liaison for the executive team, senior management, clients and vendors; maintained a high-level of confidentiality

Jarden Consumer Solutions - Executive Assistant 2009-2012

Holland & Knight, LLP / GreyRobinson, PA. / Holland & Knight, LLP - Executive Assistant 2005-2009

MTV Networks Latin America, Inc. - Executive Assistant 2001-2005

SKILLS

Certified Paralegal and Notary Public

Project Management

Calendar management, travel logistics and expense reimbursements

Email and phone communication; draft letters; correspondence and take minutes

Budget and inventory control of office and kitchen supplies

Computer proficiency of Microsoft Office 365 and Google Suite

Excellent communication, followup, interpersonal, leadership multi-tasking and prioritizing skills

Greet clients; gatekeeper; liaison; go to person and glue that keeps everyone together

ADP / Benefits Mall / Expensify / JD Edwards

PeopleSoft / SAP Concur / Quickbook

CrunchBase Pro / Diligent / Edgar / Morning Star

Adobe Acrobat Pro / Dropbox and Sharepoint

Kronos / Notes / TP Scheduler / Salesforce CRM

I-Manage / InTapp / Lotus Notes

PS Commerce / ResortPass / SeaSales / SoftPro

Cilio / Connect / Sage-Metis / Haus Pro

Excellent references furnished upon request

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