Executive Assistant & Financial Administration

VANESSA SANCHEZ

EXECUTIVE ASSISTANT OFFICE & FINANCIAL ADMINISTRATION

North Bay Village, FL 33141 786-***-**** ****************@*****.*** PROFESSIONAL SUMMARY

Bilingual Executive Assistant and administrative professional with 15+ years of experience supporting senior leaders, managing confidential information, coordinating schedules, maintaining business records, and handling bookkeeping and office operations. Known for sound judgment, discretion, organization, and proactive follow- through. Experienced in executive correspondence, meeting coordination, vendor management, financial reporting support, document preparation, project tracking, and serving as a trusted point of contact for clients, boards, vendors, and internal teams.

CORE COMPETENCIES

• Executive & Administrative Support • Calendar, Meeting & Deadline Coordination

• Confidential Records & Document

Control

• Professional Correspondence &

Communications

• Travel, Vendor & Service Coordination • Project and Task Follow-Up

• Accounts Payable / Receivable • Bookkeeping, Reconciliations & Payroll Support

• Microsoft Office 365 & Data

Management

• Board and Client Relations • Process Documentation & SOPs • Bilingual: English / Spanish PROFESSIONAL EXPERIENCE

COSMO MANAGEMENT 2017 - Present

Executive Administrative & Bookkeeping Support 10800 Biscayne Blvd, Ste 540, Miami, FL 33161

• Provide high-level administrative and financial support to business owners and management, helping organize priorities, deadlines, communications, and daily operations.

• Manage sensitive business, financial, personnel, client, and vendor information with discretion and consistent attention to confidentiality.

• Draft and format professional emails, letters, notices, reports, meeting materials, procedures, spreadsheets, and other executive-ready documents.

• Coordinate appointments, meetings, service visits, follow-ups, and deadline-driven tasks; maintain organized calendars, files, and action-item tracking.

• Serve as a liaison among executives, clients, property owners, board members, vendors, accountants, attorneys, and service providers, resolving routine matters and escalating priorities appropriately.

• Process accounts payable and receivable, vendor invoices, payment tracking, payroll support, bank and credit-card reconciliations, and general-ledger activity under CPA direction.

• Review records for completeness and accuracy, identify discrepancies, obtain missing documentation, and maintain audit- ready electronic and physical files.

• Create and improve administrative and accounting procedures, checklists, filing systems, and standard operating procedures to strengthen continuity and accountability.

• Use Microsoft Word, Excel, Outlook, QuickBooks, Yardi Breeze, and Buildium to organize information, prepare reports, track transactions, and support management decisions. COMMUNITY ASSOCIATION MANAGER / OPERATIONS COORDINATOR 2023 - Present

• Support boards and senior decision-makers with meeting preparation, agendas, notices, minutes, elections, records requests, compliance documentation, and action-item follow-up.

• Coordinate multiple vendors, maintenance schedules, proposals, contracts, certificates of insurance, project documentation, and owner communications for condominium communities of 16 to 79 units.

• Prepare organized information packets and status updates, monitor project and compliance deadlines, and maintain accurate contracts, reports, official records, and correspondence.

• Handle high-volume owner and stakeholder inquiries with professionalism, tact, and timely follow-through while balancing competing priorities.

• Review financial packets and owner-ledger activity, assist with collections coordination, and communicate financial or operational issues to leadership clearly and accurately. TECHNICAL SKILLS, CREDENTIALS & EDUCATION

Technology

• Microsoft Office 365: Word, Excel, Outlook

• QuickBooks Online & Desktop

• Yardi Breeze and Buildium

• Electronic filing and document management

Credentials & Education

• Florida Licensed Community Association Manager

(Active)

• High School Diploma

• Bilingual: English and Spanish

Contact this candidate