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Executive Assistant

Sunny Isles Beach, Florida, 33160, United States
May 24, 2010

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Tathy A. Medina

***** ******* ******, *** ****

Sunny Isles Beach, Florida 33160



Executive Assistant with over 12 years experience supporting high level executives inclusive at a 500 fortunate company. Self-starter, highly motivated, hard worker, team player, dependable, able to assume responsibilities and take decisions with very minimum directions if needed. Fully bilingual: Spanish and English, detail-oriented, able to work in a fast pace environment and multi-task effectively.


City of Miami Beach – Property Management Department 04/2010-Current

Executive Assistant to the Division Director of PMD (Contract)

• Direct contact and liaison between PMD Division Director office, City Manager, Public Work Director, residence, visitors, and vendors

• Managed very complex calendars on a daily basis

• Take minutes for Board of Director Meetings, ADA Committee Meetings, Staff Meetings

• Liaison with attorneys on legal documents (board documents, By-Laws, Notices of Meeting, Board Resolutions, and Grievances).

• Liaison with City projects to reduce energy and water consuming (AMERESCO)

• Supervise and participate in one or more of a number of municipal functions, including licensing,

inspections, investigations, Personnel, purchasing, revenue collections, cost analysis, inventory control, and fees and permit evaluation

• Prepare and maintains a variety of administrative, personnel, or fiscal records and reports

• Initiate and answers a variety of correspondence

• Initiate and enforces legal instruments of the City

• acting as liaison between the PMD and private contractors, consultants, the general public and other City Departments

• Overseeing the work order Maintenance Management System, including interaction with maintenance supervisors, and preparing various work order management and status reports

• Coordination and maintenance of the VFA, Inc. Building Assessment System, addressing the facility condition index of City building

• Serving as Disability Access Committee liaison

• Supporting Division Directors on Active Strategy measures tracking and reporting of all City open Work Orders.

• EDE program maintains Invoices entry

• Posts to general, special and subsidiary ledger accounts from invoices, receipts, payrolls, journals, transfer and adjustment orders, and other sources of original entry

• Check and codes invoices, verify and audits purchase orders and statements

• Prepares vouchers for payment, and maintains records and prepares reports on daily cash receipts

• Applies prorating schedules and computes operating costs for various City activities

• Prepares, analyzes, checks, audits, and distributes payrolls

• Verifies work performed for accuracy and prepares reports which summarize posting

• Performs typing and filing which is incidental to bookkeeping duties

• Balances and proves all payrolls

• Codes and verifies all payroll inputs

• Reconciles bank statements

• Prepares accounts payable for discount

• Coordinates coded information sent to data processing and verify the results

• Travel arrangements as needed: air, hotel and/or car rental

Fisher Island Club & Resort 01/2010-4/2010

Executive Assistant to the CEO and VP of Food and Beverage (Contract)

• Direct contact and liaison between CEO’s office and members, visitors, vendors as needed

• Assist in the daily operations of the Club and restaurant outlets, in addition to all relative administrative duties

• Manage CEO’s daily calendar, travel arrangements, expense reports, coordination of meetings, including reservation of conference rooms

• Daily review of CEO’s correspondence, including e-mail communications

• Deal directly with Club members, residents and guests, attempting to solve situations before they are escalated to the CEO

• Maintain updated records of CEO’s files and documents, both physical and electronic

• Daily communication with members of the Board of Directors and coordination of all regular and special board meetings, committee meetings, Rules & Regulations Meeting, and club member meetings

• Keep records (both physical and electronic) of all board correspondence

• Keep records of yacht slip resignations

• Take minutes for Board of Director Meetings, Member Meetings, Director Meetings

• Liaison with attorneys on legal documents (board documents, By-Laws, Notices of Meeting, Board Resolutions, and Yacht Membership Sales Contracts.

• Ensure that all communications, minutes, meeting dates, etc. are posted correctly on the Club website

• Pay attention and become familiar with Club Documents, Rules & Regulations, Club Policies & Procedures

• Support the Food & Beverage director and Executive Chef with creation of menus and special event publications, monthly reports, schedules, personnel issues, telephone inquiries

• Daily ferry clearances (including assisting with Master Plan clearances)

• Gather staff weekly schedules

• Payroll timesheets for all club directors and F&B managers

• Creation of meeting presentations and supporting material, including PowerPoint presentations

• Keep official record (working with Security) of those employees authorized to drive onto the island on a daily basis.

• Provide back-up support for Director of Membership and Chief Financial Officer as needed

• Compose and proof read most of the communications sent to members

• Order office supplies and beverages for office of the CEO

• Inventory control thru out the office.

• Liaison between CEO and architects, designers, contractors on coordinating campaign for the renewal and renovation of Fisher Island Club (Master Plan / Renaissance)

Aventura Hospital and Medical Center 05/2003 – 08/2009

Office Manager/Executive Assistant to the President of Nursing and VP Chief Nursing Officer

• Provided ongoing support to the Chief Nursing Officer, VP Chief Nursing Officer, support to the Chief Financial Officer and seven nursing directors.

• Managed very complex calendars on a daily basis.

• Proactively responded to calls and correspondence received in writing or through outlook.

• Coordinated internal and external meetings, video conferencing and/or conference calls as needed including composing agendas, typing of minutes, scheduling meeting rooms, handling lodging arrangements, catering, and coordinating transfer arrangements and ordering supplies for the department.

• Serve as a liaison between family members/patients with auxiliary departments.

• Addressed and resolved patients complaints in a timely manner (person to person or via letter response)

• Ongoing maintenance and revisions of Nursing Policy and Procedure Manual and Standard of Care Manual.

• Revision and cross reference on usage of contract labor.

• Prepared financial reports, budgets, invoices, expense reports and special reports.

• Created and distributed presentations for committee meetings.

• Coordinated and planning events hospital wide.

• Organized training and orientation for new employees in my department and distribute workload accordingly.

• Provided internal training classes to directors on Kronos system.

• Prepare HR paperwork (set up interviews, provided application and necessary documents)

• Compiled and submit expense reports on a monthly basis

• Preparation and dissemination of performance review evaluation process

• Managed office supply distribution.

• Managed payroll for 1,500 employees in all nursing departments.

• In charge of approving director’s hours.

• Record keeping of PTO, vacation, sick hours off all nursing directors.

• Coordination of hurricane preparedness and readiness hospital wide as well as disasters

• Managed and prepared House Physicians, Staff Coordinators and Nursing Supervisor’s schedules.

• Travel arrangements as needed: air, hotel and/or car rental.

Mount Sinai Medical Center 11/2000 - 05/2003

Administrative Assistant, Diagnostic Center & Occupational Health Department

• Responsible for scheduling appointments for international VIP patients

• Registered new patients and handled medical check-in paperwork

• Verified posting of new accounts

• Daily communication via outlook

• Responsible for updating patient’s records on a daily basis

• Managed petty cash and journal

• Managed payroll adjustment forms for 30+ employees within the department

• Organized interdepartmental meetings

• Set up meetings and conference calls, including putting together presentation and catering.

• Taking minutes, preparing agendas and catering when ever necessary, as well as setting up conference room.

• Composed outgoing letters and memos

• Prepared invoices and expense vouchers

American Express Travel Related Services –Latin America & Caribbean 11/1998 – 09/2000

Administrative Assistant to VP of Human Resources Department

• Responsible for providing administrative support to the Vice President of Human Resources

• Managed complex calendar via Lotus Notes

• Taking minutes and preparing agendas

• Accounts payable and receivable

• Bank deposit slips and reconciliation of daily transactions.

• Recommend various personnel actions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation schedules

• Set up internal training classes and conference calls as needed

• Set up meetings inclusive coordinating catering and audio visual as needed

• Setup accommodation and entertainment arrangements for company visitors

• Prepared invoices and expense vouchers

• Responsible for mail distribution, keeping filing records updated

• Travel reservations both International/Domestic: including air, hotel and car rental as needed

Barnet Bank – Call Center & Loan Department 03/1996-10/1998

Loan Processor– Miami Lakes, Florida

• Answer phones and respond to customer requests via email.

• Provide customers with product and service information.

• Transfer customer calls to appropriate staff.

• Identify, research, and resolve customer issues using the computer system.

• Follow-up on customer inquires not immediately resolved.

• Complete call logs and reports.

• Research billing issues.

• Research misapplied payments.

• Recognize, document and alert the supervisor of trends in customer calls.

• Recommend process improvements

• Received daily fax applications for personal/business loans

• Computer entry by compiling and sorting information; establishing entry priorities

• Enters customer data by inputting alphabetic and numeric information on keyboard

• Processed a minimum of 35-40 loans entry per day

• Processed customer documents by reviewing computer data and obtaining approval codes

• Opened new loan files- stacking and reviewing application documents and generating disclosures

• Returned incomplete/complete documents to the manager when process was finalized


• Proficient in computers: Microsoft Office (Word, Power Point & Excel, and Outlook), Meditech, Ansos, E-way, Medibuy, Publisher, Kronos iSeries, Menupro, Internet research, and Lawson

• Bilingual: English & Spanish

• Knowledge of Portuguese

• Typing: 60+

• Certificate: Team Building and Problem Solving – 2008

• Certificate: Hand Hygiene – 2008

• Certificate: Cultural Competence: Background and Benefits - 2008

• Certificate: Nonviolent Crisis Intervention – 2008

• Certificate: Management Skills for Administrative Assistant – 2007

• Certificate: Physician Relationship Training – 2007

• Certificate: Stroke Awareness and Program Roll Out – 2007

• Certificate: Rapid Regulatory Compliance (Corporate Compliance, Sexual Harassment, Patients Rights, Confidentiality, HIPAA) - 2007

• Certificate; Kronos II Differences WBT - 2006

• Certified: CPR

• Certificate: Universal precautions – 1996

• Certificate: Excellence Typing Skills – 1996

• AA on Medical Administrative Assistant, Concord College, NMB, FL - August 1996


• Appreciation Day Award - 2009

• Nominated employee of the quarter 2 consecutive years – 2007 & 2008

• Activities & Community Committee Member 2004-2009

• Multicultural Committee Member 2004-2009

• Perfect Attendance Award - 1996

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