Senior Administrative Secretary and Travel Coordinator

Crystal D. Williams

**** **** **** ****** ********, NY 11234

Home: 347-***-**** Cell: 917-***-**** Email: *.*********@*****.***

PROFESSIONAL SUMMARY

Proficiency in Microsoft Office 365, enforcing company’s policies and procedures, excellent communication skill interacting with all levels of staff, working independently or managing groups to complete multiple assignments on a timely basis, organizing workload for smooth processing and completion, prioritizing assignments with excellent judgement and discretion in handling confidential information.

SKILLS:

Microsoft Office 365, Teams, SharePoint, SAP, VIM, PeopleSoft, Shared drives, Adobe, DocuSign, HRIS, Concur, Calendar Scheduling, Domestic & International Travel Arrangement, Travel Expense Management. Peoplesoft, On-The-Spot Awards Application, Client-End-Letter for Visa, Teams, Zoom, RingCentral, NGO Job Board, Video Conference, Reserve Space Conference Rooms, Roadshows, Evite, Org Charts, Database, Artemis

EXPERIENCE:

Port Authority of NY & NJ 09/2025 - 02/2026

Senior Administrative Secretary (Aviation Department)

Managed 4 Aviation units, prepared timekeeping in Excel Spreadsheet, and proofread staff Self-Service in PeopleSoft

Maintained and updated Aviation Central Emergency contact list for accuracy

Created confidential documents on Excel spreadsheet for the principal business manager

Scanned restricted cabinet files on Excel protection files for the entire 18th floor

Processed payment requests, service entry sheet, travel expense manager in SAP/VIM

Accomplished complex assignments for the Aviation department as projects accrued

Generated and submitted On-The-Spot Awards for employees with above and beyond performance

MTAIT 03/2025 - 09/2025

Administrative Assistant (Procurement Business Center)

Managed 30 query reports from PeopleSoft to assign vendors’ requisitions to a group of 3 directors and 27 buyers daily

Communicated with MTA Vendors by Teams regarding incomplete requisitions and payments requests

Coordinated Deputy Chief’s calendar, scheduled, rescheduled, canceled, all monthly, weekly, and daily meetings

Prepared and organized Excel spreadsheets regarded red flags requisitions for staff monthly and weekly meetings on Teams

Created Client-End-Letters for Visa consultants to continue employment in USA and forwarded to ICE agents

Port Authority of NY & NJ 03/2022 - 03/2025

Staff Business Manager (Engineering Design Division)

Processed 267 employees’ tuition reimbursement paperwork and petty cash payments through SAP and PeopleSoft

Communicated with 267 employees helping with confidential documents, dues payments, vacation time taken, and sick leave absence

Entered overtime, vacation, and sick leave payments into PeopleSoft for 267 employees from Engineering Design Division

Enforced policies application connectivity, access, and use according to varieties policies defining the conditions in which access is allowed

Managed 400 contract renewal by entering a period of one to three years expiration date into PeopleSoft under the same terms and conditions

Onboarded new hires monthly by providing a desk, laptop, phone installation, business cell phone, ID, and welcome gifts

Offboarded retirees and terminations by gathering laptop, business cell phone, ID and signature for separation notice package

Created Excel spreadsheets protection codes for various confidential projects assigned by department Chief

Updated organization charts for 12 divisions monthly by replacing retirees and terminations with new hires

Revised pay period adjustments to appropriate account codes in PeopleSoft weekly for bi-weekly payments

Action Against Hunger 02/2021 – 11/2021

Office Manager/Administrative Assistant (Human Resources Remote)

Scheduled interviews for open positions with Action Against Hunger in New York and Washington DC

Set up interviews with potential candidates to meet with staff in Teams, Zoom or RingCentral

Maintained and updated Human Resources Restricted files with personal and confidential documents

Prepared onboarding materials, setting up introductory meetings, and helping with orientation for new hires

Posted open positions on Action Against Hunger website, indeed, DE vex, Relief, Idealist, and NGO job board

Processed invoices for payments:

BlackRock 07/2017 – 03/2020

Administrative Assistant (Retail Financial Institution)

Supported managing directors, directors, vice presidents and their direct reports on various projects

Maintained calendars on Outlook daily, scheduled, rescheduled, accepted, and declined meetings all day

Arranged materials for meetings, conference calls, video conferencing and client calls in Reserve Space daily

Ordered breakfast, lunch, and snacks on Seamless for small and large client meetings weekly

Processed expense reports on Concur for managing directors, directors, and vice presidents

Coordinated domestic and international flights, hotels, rental cars, taxis on Concur for heavy traveling weekly

Ordered meals for large and small meetings, booked conference rooms on Reserve Space for staff and clients

Prepared documents on PowerPoint for road shows, shipped materials and ordered equipment for exhibits, sent invites to clients on Evite

Scheduled interviews for assistant manager and vice president to fill internal and external wholesalers open positions

BNY Mellon 05/2015 – 03/2017

Senior Administrative Assistant (Sales Desk Client Technology Services)

Supported multiple managing directors maintaining and printing their calendars daily

Processed all on-boarding and departing employee paperwork, set up desk, applications, and phone

Scheduled conference calls and video conferencing for New Jersey and India offices on daily bases

Managed expense reports for managing directors and their teams

Coordinated International travel arrangement, flight, hotel, and cars on Concur

Ordered meals for large and small meetings, booked conference rooms on Reserve Space for staff and clients

Prepared documents on PowerPoint for road shows, shipped materials and ordered equipment for exhibits, sent invites to clients on Evite

Scheduled interviews for assistant manager and vice president to fill internal and external wholesalers open positions

Assisted in headcount and updating Org charts weekly for the 3rd, 9th, and 10th floors

JP Morgan Chase, NY 10/2008 – 01/2015

Executive Assistant (Asset Management)

Prepared correspondence/reports, screened calls, managed heavy calendar appointments for MD and EVP, administered

highly mobile senior management scheduling which required interacting with internal and external contacts and the

assistants coordinating complex meetings.

Managed meeting preparations and presentations ensuring that materials were prepared and available to attendees in all

locations.

Understand corporate procedures and policies while interpreting and communicating senior management's purpose to

other managers. Managed and reduced resources and office expenses. Identified and oversaw priority items within appropriate

timeframes, escalating issues as necessary

Managed incoming communications on behalf of senior management by preparing material and responses, submitted

requests for on-boarding new hires for shared drives, phones, desktops, laptops, VDIs, blackberries, floor plans for

monthly moves, and departing employees

Coordinated global travel arrangements, made reservations to developing itineraries for onsite and offsite agendas.

Credit Suisse 04/2005 – 10/2008

Administrative Assistant (Floater)

Coordinated daily meetings in conference rooms and set up conference calls and distributed documents from Excel,

Word and PowerPoint, between four directors and eight vice presidents in different line of businesses

Printed documents for binding presentations and typed proposals for managing director’s review and approval between

twelve executives and their support teams

Scheduled reservations for lunches and dinners with directors, vice presidents and their support teams

Processed domestic and international flights reservations for managing directors, vice presidents, associates

Goldman Sachs, NY 10/2000 – 03/2005

Administrative Assistant (Research Department)

Assisted managing director and vice president in typing policies and procedures ensuring consistency for clients’

information regarding current events, generated news reports from databases, sent mass mailing of new or changed

information to 500 clients daily

Arranged flights reservations for managing director and vice president to visit clients in their hometown as well as set up

lunch and dinner meetings, contacted car service for local meetings, processed and submitted receipts for expenses

Coordinated daily clients’ meetings, set up large conference calls with twenty people and more from different states,

assisted in yearly conferences of 700 people at the Marriott Marquis hotel in lower Manhattan by confirming availability

and typing name tags while scheduling one-on-one meetings for managing director and vice president

Administered attendance for managing director, vice president, associates and analysts on the Artemis time tracking

system weekly, managed managing director and vice president calendar for scheduling and moving meetings, as well as

updated client’s database daily

Prepared stock model data for managing director, sent to 500 clients from the database for monthly meetings and

conference calls: accepted feedback from clients and typed in an Excel spreadsheet to discuss at meeting or on

conference call

EDUCATION:

BA degree Bachelor of Science in Business Administration

Strayer University, June 2007 GPA 3.07

AA degree Administrative Secretarial Arts

Interboro Junior College, 1989

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