Operations Manager Executive Assistant
Resume:
Marcia Amador
Operations Manager With Focus In People And Culture
New Jersey, USA
******.***@*******.***
Professional summary
Operations Manager with extensive expertise in leadership and people development, leveraging 13+ years in optimizing recruitment processes and strategic vendor negotiations to achieve cost savings. Proficient in project management and P&L management, with a proven track record of implementing innovative solutions to enhance productivity and efficiency. Committed to fostering a culture of continuous improvement and collaboration, aiming to drive organizational success through strategic planning and effective communication.
Employment history
Robert Finvarb Companies Office Operations Manager and Executive Assistant to CEO
Miami, Fl
Jun 2022 – April 2025
• Coordinate high-level executive meetings, manage complex schedules, and streamline office operations while maintaining strict confidentiality and professional standards
• Build strong relationships with stakeholders, facilitate cross-departmental projects, and enhance team productivity through effective communication
• Track and analyse executive priorities, prepare comprehensive reports, and provide data-driven insights for strategic decision-making
• Lead office operations, streamline administrative workflows, and manage vendor relationships while implementing cost-effective solutions for resource allocation.
• Direct facility management, coordinate cross-functional teams, and optimize operational processes to enhance workplace efficiency and productivity.
• Oversee budget planning, maintain compliance standards, and execute administrative protocols while ensuring operational excellence.
• Foster team synergy, facilitate interdepartmental coordination, and establish best practices for sustainable office management solutions.
• Process accounts payable transactions, reconcile vendor statements, and implement automated payment systems to reduce processing time and enhance accuracy
• Streamline invoice processing workflows through digital solutions, ensuring timely payments while maintaining strong vendor relationships
• Monitor payment schedules, validate expense reports, and maintain accurate financial records while ensuring compliance with accounting policies
• Execute comprehensive notary services while maintaining meticulous documentation standards and ensuring compliance with state regulations
• Guide clients through notary procedures, ensuring clear communication and adherence to legal requirements for document authentication
• Partner with legal teams to verify document accuracy and completeness, maintaining efficient processing timelines for all stakeholders
Thompson Construction, Ind. Government Affairs Project Manager and Xactimate Estimator Writer (Contractor)
Nov 2020 - Jun 2023
• Define project scopes and objectives.
• Determine available/needed resources to reach project objectives and manage resources in an effective and efficient manner.
• Prepare project plans, including workflows, detailed schedules, procedures and any other tools necessary in the development and implementation of day-to-day project tasks.
• Prepare and track project budget costs based on scopes of work and resources required.
• Manage contracts and agreements by assigning tasks and communicating expected deliverables.
• Develop clear, straightforward plans that lead the project teams in the completion of project tasks.
• Implement or supervise management tasks in the quest of completing a project.
• Coordinate the flow of information from the subrecipient, to the team and/or to the client regarding the project.
• Coordinate with support areas in the benefit of project execution.
• Lead and ensure that project reporting tasks are completed and properly updated.
• Provide project updates on a consistent basis to various stakeholders about strategy, adjustments, and progress.
• Analyze program metrics and adjust program procedures accordingly to ensure timely completion of program tasks within the defined timeframes.
• Identify and evaluate potential risks to the project(s).
• Measure project performance to identify areas for improvement.
• Aid in the preparation and conducting program presentations and materials for the benefit of the client and the program stakeholders.
• Ensure that the procedures, rules, regulations, and promulgated laws governing project management are well adhered to.
Gen II Fund Services, LLC HNWI Executive Assistant and Marketing Coordinator Relocated to South Florida
Feb 2016 - Feb 2020
• Acted as support for Marketing team, Business Development, Human Resources and CEO.
• Answered phones, took detailed messages, and directed calls as necessary.
• Booked conference rooms, ordered food for both large and small meetings, and organized conference rooms for events.
• Handled all office supply needs and managed inventory levels to ensure items were ordered properly.
• Scheduled interviews and monitored the company's LinkedIn job postings.
• Acted as the liaison between building management and the company.
• Managed general information via Outlook.
• Export, manipulate and format data in excel for various reporting purposes.
• Generate and meticulously edit proposals, agreements, pitch books and other documents for prospective clients.
• Assisted in quarterly billing.
• Maintained and grew contact list for the firm's quarterly newsletter.
• Maintained and updated biweekly pipeline reports.
• Monitored various news sites for new fund information.
• Assisted on miscellaneous projects to further assist the team.
• Maintained executive's calendar, schedules appointments and meetings.
• Coordinate frequent executive travel arrangements and changes.
• This includes car service, airfare, hotel and various other elements of executive travel.
• Assisted executive's with maintaining venue's event calendar (bookings, holds, etc) and distributing such information to necessary internal and external contacts. QuantCast People and Culture Manager
Aug 2015 - Jun 2017
• Managed all administrative office projects, maintained and managed vendor relationships with cost effective focus.
• Organized, coordinated and managed facility planning and management moving.
• Partnered with colleagues within the San Francisco headquarters to ensure all aspects of new employee on-boarding was complete fulfilling onboarding process and all functional areas of the firm complete their pre-and post-employment responsibilities in a timely and compliant manner.
• Ensuring that all appropriate paperwork is delivered and acknowledged, company hardware is ordered and delivered to the incumbent.
• Ensured that all premises were fully functional, visually impeccable, and consistent with company needs and aesthetics as they evolved.
• Organized and coordinated internal & external company events including onsite interviews, client events and internal meetings or off-sites.
• Arranged complex, detailed travel plans and itineraries (international and domestic), secured reservations and accommodations and obtained applicable travel Visas for traveling staff.
• Monitored main business bank account transactions, monthly subscriptions, and bills.
• Worked remotely with HR at the San Fransico headquarters to create a year-long events calendar with a focus on variety, employee interests, and budget.
• Planned and executed recurring and one-off company events ranging from company-wide breakfasts and lunches to special events like tech and design talks, as well as internal and external office events. Rentrak Office Manager
Nov 2014 - Aug 2015
• Performed administrative assistant functions such as booking travel and scheduling appointments for the CEO, Vice Presidents and other Managers.
• Ensured that the department has an adequate supply of all forms and packets including Employee Data Forms, Employment Applications, and Recruitment brochures, office equipment is in working order and coordinates with vendors when servicing is required etc.
• Processed monthly Invoices, distributed mail, ordered supplies for kitchen and office, and booked conference rooms for entire firm.
• Assembled new employee orientation packets and mailed out to new hires prior to start date and reserved conference rooms and any required equipment for new hire.
• Updated the weekly PTO report and gave the information to the Human Resources Manager.
• Assisted with new hire orientations for new full-time, part-time, and temporary employees.
• Assisted with events committee and took notes at all meetings and distributed to committee members.
• Coordinated team building activities such as birthday celebrations, flu shot programs, and health fairs. Thomson Reuters Executive Assistant to Vice President of Tax Division Jul 2012 - Oct 2014
• Coordinated basic and moderately complex project activities and ensured the quality, timeliness, and integrity of ongoing projects and schedules.
• Work with Finance to more accurately project revenue, utilization, project profitability and to more accurately project backlog by team.
• Lead weekly services meeting reviewing utilization actual, forecast and plan PSA/ SAP Administration, Administer PSA system by assigning consultants to incoming projects for corporate services, reporting and updates to project backlog for corporate services, Assist in invoice reconciliation and client data requests.
• Run reports for consultants and AM/CSMs regarding remaining budget availability, coordinate process related to time submission and approval for month end close and billing cycles.
• Served as a link between the implementation and sales groups to establish project timelines.
• Administered Quick Arrow system, adding consultants and verifying order entries through Salesforce.com.
• Coordinated process related to time submission and approval for month-end close and billing cycles.
• Provided detail to sales group on remaining project budgets for facilitation of new sales.
• Managed travel coordination via Concur (domestic & international), expense reporting, PO management, incoming calls from a number key internal/external personnel, manage calendar and time process, schedule meetings (teleconferences/video), budget assistance, ordering office supplies, new hire set-up, and creating presentations.
Education
College of Central Florida Bachelor of Science - Marketing Courses
NYU Tandon School - NYC PMP Certification
Dec 2024 - Jun 2025
Skills
Production Marketing
P&L Management Accounting Processes
Project Management Leadership
People Development Invoice Processing
Project Oversight Customer Service
Office Management Process Improvement
Languages
English Spanish
Additional information
Office Skills
Microsoft Office software (Excel, PowerPoint, Word) • Lotus Notes • Content Shopworks • Photoshop • SharePoint • Zoom • Adobe • SAP Software - Finance • Salesforce • Quick Arrow • Gmail • Asana • G- Cal • Google Docs and Drive • Expensify • Concur • Slack • Microsoft Teams • Sharepoint • Xactimate Certified • Project Management Professional (PMP) - Pending Certifications
Florida Notary Public
CNP for the State of Florida - expires 3/2027
Contact this candidate