Administrative Assistant with Facilities & Operations Expertise

Jennifer Katz

**** ***** **** *, #**, Bronx, NY *0467 718-***-**** ********.******@*****.***

Professional Summary

Detailoriented Administrative Assistant with 7+ years of experience providing administrative, facilities, and operations support in corporate, legal, and nonprofit environments. Demonstrated expertise in general maintenance of office facilities, inventory management, meeting and special events coordination, mid-level expertise in data analysis and reports, and a strong focus on organization, compliance, and efficient office operations.

Professional Experience

Solomon Page Office Services

Aug 2025 – March 2026

Assist in arranging and managing special events with departmental representatives, including coordination and set-up and break-down of cafeteria, conference, and multi-purpose rooms.

Conduct daily inspections of conference rooms, client restrooms, wellness rooms, and shared spaces and cafeteria equipment to help ensure the office is clean and repaired as necessary to meet company and federal standards.

Serve as secondary liaison with building engineers, vendors, and other contractors to complete all required work in the space.

Escort Facilities and/or Office Services vendors to relevant work areas.

Process invoices for payment on all Facilities vendors.

Assist in the management and maintenance of the vendors list for Facilities.

Assist in the management and maintenance of key closets for all doors and desks in their system.

Track office supply and kitchen and storage inventory using Excel to produce monthly trend reports highlighting potential costsavings opportunities and resource management.

Kennedys Law Office Services & Facilities

Jan 2023 – July 2025

Managed facility security through the MyKastle platform, including set up and removal of access from the card access system for employees and visitors.

Saved $1,000+ annually by developing a datadriven inventory tracking model and analyzing trends using Excel.

Managed the digital document lifecycle using iManage and TimeMatters, organizing sensitive legal files for senior teams.

Assisted in special events management with departmental representatives, including coordination and set-up and break-down of cafeteria, conference, and multi-purpose rooms.

Conducted daily inspections of conference rooms, client restrooms, wellness rooms and shared spaces and cafeteria equipment for cleanliness and any needed repairs.

Created staff attendance and paralegal/legal secretary allocation dashboards that automated monthly reporting and reduced manual processing time by 15%.

Assisted in coordinating preventative maintenance and testing tasks for all Facilities systems and facility needs including key closets and storage rooms, and escorted vendors to relevant work areas.

Supported firmwide office move initiatives by inventorying files and other materials and coordinating longterm storage.

Served as a Fire Safety Seeker, supporting workplace safety procedures.

Rose International (New York Life, New York, NY headquarters) Office Assistant

Feb 2022 – Dec 2022

Managed daily incoming and outgoing mail, securely processing confidential investment documents.

Audited and indexed insurance records during digital migration projects, ensuring accuracy and data security.

Supported file room operations by rotating archived materials for scheduled shredding and organizing storage space, and opened service tickets to schedule shredding container pickup.

Assisted in the development and execution of a facilities maintenance program.

Achieved $75 in monthly cost savings through inventory control and vendor price comparison.

Served as a Fire Safety Seeker, supporting workplace safety procedures.

NDSS Administrative Assistant I

June 2018 – Dec 2021

Led and coordinated a team of three volunteers in managing inventory of office and kitchen supplies and special event merchandise, ensuring organized and consistent availability.

Maintained donor records and entered donation data using Raisers Edge CRM, supporting accurate fundraising reports.

Coordinated internal meetings via Microsoft Teams, assisting with scheduling and creating agenda.

Performed day-to-day operations and maintenance responsibilities to help ensure the office is clean, tidy, and repaired as necessary to meet hygiene and safety standards.

Aided in processing invoices for payment on all Facilities vendors.

Managed special events with departmental representatives, including coordination and set-up and break-down of cafeteria and meeting space and arranging catering for groups of up to 15, supporting smooth meeting execution and professional presentation.

Escorted Facilities and/or Office Services vendors to relevant work areas.

Created social media posts for online presence on Facebook, TikTok and Instagram.

Education & Certifications

B.S. in Computer Information Systems American University

Notary Public, State of New York Commissioned June 2023 – Present

Skills

Facilities & Access Platforms: MyKastle

Microsoft Excel (Pivot Tables, VLOOKUP, XLOOKUP)

Microsoft Teams (Scheduling & Coordination)

Vendor relationships

Manual invoicing

Adobe Acrobat

Raisers Edge CRM

Social media platforms: Facebook, TikTok and Instagram

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