Executive Assistant/Administrative Assistant

Marybelle M. Rivera

Syracuse, New York 347-***-**** *************@*******.***

Work Ethics

Enthusiastic, reliable and detail-oriented Administrative Assistant with over 30 years of office experience. Flexible and resourceful. Excellent time-management skills and strong leadership abilities. Adept at planning, scheduling, organizing and inter-departmental coordination. Proven ability to implement and complete independent projects.

Summary of Skills

• Certified Secretarial Specialist

• Time Management • Critical Thinking

• MS Office (Word, Excel, Outlook, PowerPoint, TEAMS) • Communication • Problem Solving

• Bilingual English/Spanish, Type 55-60 WPM • Organization • Adaptability/Flexibility

• AS400, iManage, OneSite, Yardi Voyager, Mircom TX3 • Interpersonal Skills • Discretion/Confidentiality

• Transcribe (General) • Calendar Management

• Scheduling

Work History

Syracuse City Hall, Syracuse, New York 12/2024-4/2025

Secretary to the Corporation Counsel

Provided comprehensive administrative & confidential support to the Department Head, managing all communications, scheduling, reservations and sensitive documentation.

Independently composed and typed routine correspondence, applying a knowledge of departmental regulations and operations. Maintained various clerical/staff vital records and typed reports related to departmental operations.

Screened telephone calls and correspondence of the department or division head.

Coordinated and arranged appointment schedules for administrative official.

Compiled and typed various monthly and annual statistical reports.

Maintained requisitions and a stock level of office supplies and kept related records.

Maintained the departmental budget and accounts.

Acted as a liaison for the department head with the general public and department staff.

Timekeeping, tracking employee hours, submitting time sheets, or recording work hours for payroll.

Christopher Community Inc. Syracuse, New York

Client Service Specialist 9/2023 – 6/2024

First point of contact for the Christopher Community main office, welcoming and greeting visitors. Ascertained nature of business, assists with their inquiries, and directs to appropriate party. Updated the company’s web site, social media updates and administration. Provided administrative support to Senior and Executive staff.

Answered and screened all calls. Directed/routed calls to appropriate party.

Drafted correspondence and other materials as requested; responded to written and verbal inquiries.

Maintained digital filing system for corporate records. Prepared invoices and packages for UPS and Fed Ex

Posts, Sorts and distributes incoming mail to departments/staff within the organization and dispatched outgoing mail.

Full Time Care Giver, Syracuse, New York

Elderly Parent & Family Members 2/2021-4/2022 - 8/2022-9/2023

Provided care for seriously ill family member(s), including medication management, assistance with activities of daily living, coordinating in-home therapies and services, and therapeutic recreation and personal grooming. Accompanied client outside of home serving as guide, companion and aide.

Managed client’s schedule and ensured all appointments were kept. Recorded all changes in the client's condition and reported it to the physicians and visiting nurses.

Picked up groceries, prepared meals according to client’s diet, performed laundry duties and ensured home was kept clean and free of hazardous materials.

Marybelle M. Rivera

Syracuse, New York 347-***-**** *************@*******.***

Christopher Community Inc. Syracuse, New York

Communications Administrative Assistant 10/2018 – 1/2021

First point of contact for the Christopher Community main office, welcoming and greeting visitors. Ascertained nature of business, assists with their inquiries, and directs to appropriate party. Updated the company’s web site, social media updates and administration. Provided administrative support to Senior and Executive staff.

Answered and screened all calls. Directed/routed calls to appropriate party.

Drafted correspondence and other materials as requested; responded to written and verbal inquiries.

Maintained digital filing system for corporate records. Prepared invoices and packages for UPS and Fed Ex

Sorted and distributed incoming mail to departments/staff within the organization and dispatched outgoing mail.

Responsible for assembling and distributing the agenda materials including reports and studies prepared by company executives. Provided correspondence and recommendations for the board to act upon. Recorded, transcribed and maintained board minutes for Christopher Community board meetings.

Scheduled conferences for supervisors and staff, arranged travel schedules and reservations. Operated a range of office machines such as phone system, photocopiers, fax machines, postage meter, and ordering supplies.

Assisted accountants with reconciliation of payments to ensure the accounting system reflects the correct transactions.

Assisted all departments as a supportive team member. Other duties/special projects as assigned.

Eastwood Baptist Church, Syracuse, New York 12/2017-6/2018

Administrative Secretary

Oversaw the church calendar, processing building use request, maintaining an orderly office space.

Distributed mail, answered phones, retrieving messages. Prepared, edited and copied documents and publications as needed, maintained church files. Served as gatekeeper for all visitors to the building.

Oversaw the publication of the church’s newsletter, weekly worship bulletins, and annual reports.

Created and managed electronic publications. Managed the church directories, mailings lists and email lists.

Provided secretarial support for the pastor, church leadership and church related organizations.

Royce Residence Apartments, Syracuse, New York 3/2017-8/2017

Administrative Assistant/Receptionist

Reported directly to the Property Manager to complete daily tasks and assignments.

Managed all facets of the front desk which included greeting visitors and directing all incoming calls, taking rent payments, and sending tenant notices.

Maintained and prioritized appointment calendars for staff members, and handled conference room/classroom coordination

Scheduled interviews for potential new tenants and coordinated interview schedules with the Property Manager.

Performed office duties including ordering supplies. Prepared bank deposits. Typed company documents, including correspondence, reports, and communications, prepared incoming/outgoing mail, writing and receiving e-mails.

Typed up work orders in Yardi and closed them out. Created key fobs and ensured all resident’s information was up to date in Mircom TX3. Communicated with Vendors daily.

Full Time Care Giver, Brooklyn, New York 8/2009-4/2015

Provided care for seriously ill client, including medication management, assistance with activities of daily living, coordinating in-home therapies and services, and therapeutic recreation and personal grooming. Accompanied client outside of home serving as guide, companion and aide.

Managed client’s schedule and ensured all appointments were kept. Recorded all changes in the client's condition and reported it to the physicians and visiting nurses.

Picked up groceries, prepared meals according to client’s diet, performed laundry duties and ensured home was kept clean and free of hazardous materials.

Marybelle M. Rivera

Syracuse, New York 347-***-**** *************@*******.***

Arise Child and Family Services, Syracuse, NY 8/2007-9/2008

Administrative Assistant/Receptionist

Reported directly to Executive Director and Office Manager to complete daily tasks and assignments.

Managed all facets of the front desk which included greeting visitors and directing all incoming calls.

Maintained, prioritized appointment calendars for staff members and handled conference room coordination.

Scheduled interviews for potential new hires and coordinated interview schedules with executives.

Prepared invoices and packages for UPS and Fed Ex and kept track of inventory and shipping records.

Typed company documents, including correspondence, reports, and communications.

Syracuse Even Start Literacy Program, Syracuse, NY 1/2003-6/2007

Executive Administrative Assistant/Receptionist

Reported directly to CEO and Director of Education. Performed office duties including ordering supplies, preparing incoming/outgoing mail. Writing and receiving e-mails, and mass mailings.

Managed all facets of the front desk which included greeting visitors and directing all incoming calls.

Maintained calendars for staff members. Handled correspondence, reports, and various communications, laminated documents, created business cards and labels, filed, and faxed various documents; and arranged courier services.

Education/Training/Certifications

Blake Business School Certified Administrative Asst. New York, NY

Freedom Academy H.S. Diploma Lakemont, NY

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