Executive Assistant

ALMA MACHADO

*** ** ** ******, *** *** | Boca Raton, FL 33487 | **********@*******.*** | 954-***-****

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Executive Support | Office Management | Reception | Accounts Payable and Receivable | Scheduling

Meeting Coordination | Calendar Management | Data Entry | Customer Service | Event Planning

Client Relations | Travel Arrangements | Record/Document Management | Report Creation

- QUALIFICATIONS SUMMARY -

Dedicated and hardworking administrative professional with over eight years of experience in providing customers and employees with outstanding support, with specific expertise in providing executives with essential operational and administrative support. Recognized by superiors as a trusted assistant who is willing to take on challenges and additional responsibility. Bilingual (fluent in Spanish) with excellent communication and interpersonal skills. Resourceful problem solver.

* Places a premium on organization and efficiency and excels at initiating company changes

* Friendly and positive team player who enjoys working in a collaborative setting to reach goals

* Computer savvy and proficient in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint)

- PROFESSIONAL EXPERIENCE -

SFN GROUP/ SPHERION CORPORATION, Fort Lauderdale, FL 2/08 – present

Process Analyst 7/09 – present

Facilitate daily company operations and provide multifaceted administrative support to executives, management, and employees. Manage the mailbox where all requests for teleconference lines are submitted. Review and process daily remedy ticket requests (e.g., damaged cell phone devices and requests for cell phone usage reimbursements). Review usage reports and audit usage on company-issued wireless lines. Create reports to monitor wireless usage for all users. Continually update and maintain a spreadsheet of all devices and reimbursements to track inventory and aid accounts payable in determining eligibility for cell phone expense reimbursements. Assist wireless device end-users with troubleshooting defective devices and coordinating warranty and needed service.

* Reduced company expenses by 43% (from $70,000 to $40,000) by working closely with vendors to monitor usage on 2,000+ wireless devices and enforce limiting policies for high-usage users

* Nominated for a corporate achievement award due to outstanding performance and service

* Save end-users $50 each by suspending inactive accounts instead of cancelling inactive accounts

Executive Assistant 2/08 – 7/09

Served in a versatile support role providing direct executive-level support to the company Vice President / CIO and also providing support to associates throughout the IT department. Screened incoming calls for the Vice President. Managed the Vice President’s Outlook calendar and ensured tasks were delegated and deadlines were met. Interacted directly with clients to answer questions and resolve issues. Controlled office inventory and ordered supplies and equipment. Coordinated executive travel arrangements for the V.P. Reviewed expenditures and processed expense reports.

* Planned and coordinated a town hall meeting for the entire IT department (including preparing the meeting presentation, securing the meeting venue, and distributing invitations to attendees)

UNIVERSITY OF MIAMI, MEDICAL WELLNESS DEPARTMENT, Miami, FL

11/05 – 2/08

Office Manager / Senior Staff Associate

Directed and oversaw daily operations for four departments in this wellness center (membership, pro-shop, finance, billing). Managed calendars, screened incoming calls, and provided executive-level support to four directors. Analyzed financial data, reconciled the wellness center operational budget, and created year-end fiscal reports. Created employee work schedules and also recruited and hired employees to meet staffing demands. Processed employee payroll and conducted annual employee reviews. Handled accounts payable and receivable and provided the finance department with account corrections. Negotiated and administered vendor contracts for service and supplies.

* Partnered with executives to open the 60,000 square foot center; quickly scheduled interviews for 200+ candidates for various positions and facilitated new employee training and onboarding

* Prepared the facility for customers by hiring a billing team to oversee customer billing/invoices

* Developed a policy and procedure manual for use in training and orienting new employees

* Negotiated with vendors/suppliers to secure the lowest pricing for facility supplies and services

* Took over management of an unproductive pro-shop, leading the shop to profits in two months

* Implemented new club management software and also implemented a budget tracking system

FIRST PREMIER MORTGAGE

, Miami, FL

11/04 – 11/05

Loan Processor

Provided critical administrative support in coordinating and facilitating the mortgage loan process from inception to completion. Obtained all necessary bank information and prepared documents for approvals and signatures. Continually communicated with clients regarding loan processing status. Quickly and accurately entered data into the internal computer system. Coordinated the closing process (prepared, edited, filed documents). Organized and managed confidential loan documents.

ARD DISTRIBUTORS, Miami, FL 6/03 – 10/04

Customer Service & Sales Specialist

Fielded a heavy volume of incoming customer inquiries and provided customers with outstanding customer service and support. Acted quickly to resolve customer issues, including escalated and complex issues. Utilized strong knowledge of company products and services to maximize sales opportunities. Entered customer requests into the database system. Kept meticulous records of all customer interactions. Created daily and weekly departmental reports detailing sales statistics.

- EDUCATION -

Attended Broward College, Fort Lauderdale, FL

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