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Office Manager/Executive Assistant

Location:
Kew Gardens, New York, 11415, United States
Salary:
$75k
Posted:
March 29, 2011

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DONNAMARIE REILLY Cell: (516) ***-**** ***-** Metropolitan Avenue, Kew Gardens, NY 11415 so3iio@r.postjobfree.com

SKILLS: MS Office (Word, Excel, PowerPoint, Outlook/Express), Notilus, Pioneer, ApproveIT, Access, Dictaphone, Encore 4

EXPERIENCE:

07/08 – 12/10 Capmark Finance, Inc. New York, NY Executive Assistant to Chief Risk Officer, 3 Managing Directors, CEO

• Assisted CRO, 3 MD’s and the CEO when needed. with their daily office functions and office procedures

• Set up all International /Domestic conference calls and review all emails for importance

• Managed and maintain all personal finances

• Calendar management

• Input and approved teams hours into our time reporting system on a weekly basis

• Retrieved, opened, sorted and distributed mail as well as correspondence

• Maintained and scheduled all meetings and appointments

• Created, managed and scheduled conference calls

• Submitted forms for employees to gain security access to certain folders and files

• Arranged all travel with Trip manager

• Scheduled, prepared and set-up trade shows and conferences (hotel, flight, booths)

• Tracked, maintained and approved all expense reports for the entire team

• Screened and monitored all incoming phone calls to assess their nature and relevance

• Kept and filed all company contract agreements

• Submitted and processed all invoices from various vendors

• Handled phone systems and IT moves when necessary

• Performed other related projects and duties as needed

10/04 – 07/08 Vivendi New York, NY

Executive Assistant to Director and Assistant Director of Tax Audits

• Assisted Director/ Assistant Director with their daily office functions and office procedures

• Coordinated and scheduled all International/Domestic business trips and Itineraries

• Prepared and processed monthly expense reports

• Answered and screened all incoming calls for importance and relevance

• Set up all International /Domestic conference calls and review emails for importance

• Maintained and scheduled all meetings and appointments

• Provided extra support for the Tax Audit Team

• Researched notices and inquires received from Local and State governing agencies

• Assisted in the preparation of tax returns for each of the entities under the Vivendi umbrella.

• Ran JDE Sales and Use Tax Reports and monthly returns

• Prepared all check requests / EFT payments for Sales and Use Tax Payments for each state

• Created spreadsheets and reports for auditing purposes to be given to the IRS

• Back-up support for the other Assistants on the floor

• Downloaded and tracked monthly sales reports

• Maintained Tax Calendar and schedules

12/02 – 08/04 The Response Companies, Inc. New York, NY Executive Assistant to the President and Project Coordinator

• Assisted President with his daily office functions and office procedures

• Oversaw President’s schedule of business affairs

• Managed and maintained all personal finances (donations, credit cards)

• Retrieved, opened, sorted and distributed President’s mail and correspondence

• Maintained and scheduled all meetings and appointments for the President

• Arranged all travel with our travel agency

• Tracked and maintained all expense reports for timely reimbursement

• Kept track of all T.V. appearances, and consultant locations throughout the country

• Screened and monitored all incoming phone calls to assess their nature and relevance

• Kept and filed all company contract agreements

• Set up mortgage consultants with their location, travel, and start-up packages

• Contacted Regional Managers to ensure satisfaction with our services/contractors

• Created and prepared payroll spreadsheets to ensure proper payouts and billing

• Performed other related projects and duties as needed

06/98 – 02/02 The Goodkind Group New York, NY Executive Assistant to the Chief Financial Officer

• Assisted Chief Financial Officer with his daily office functions and office procedures

• Oversaw CFO’s business affairs

• Maintained and scheduled all appointments

• Created and implemented a new format and procedure of policies to process all employee expense reports and receipts to ensure timely reimbursement

• Assisted the President of company on as needed basis

• Screened and monitored all incoming phone calls to assess their nature and relevance

• Typed and distributed all correspondence and invoicing of permanent employees placed through various clients

• Handled all employee confidential commissions and payment information

• Maintained all office equipment and contracts

• Processed all company cash receipts and tracking of those receipts on a daily basis

• Processed and maintained all technical consulting employees payroll for ADP payroll service

• Implemented and maintained files for collection and tracking purposes

• Tracked and monitored all W-4, I-9, and 1099 employee information

• Distributed all checks and verified addresses of all employees

• Set-up meetings and conferences

• Dealt with all levels of senior management on a daily basis

• Maintained all client files and upkeep of those files

• Handled highly confidential material for processing of invoices and employee commissions

• Typed, distributed, and tracked all client contracts

11/97 – 04/98 Ruff Hewn New York, NY

07/96 – 11/97 Consolidated Brick and Building Supplies, Inc. New York, NY

08/93 - 07/96 Future Diversified Projects, Inc. New York, NY 01/92 – 07/92 United States Marine Corp. Parris Island, NC

REFERENCES: Available upon request



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