Office Administrative Assistant

objective:

To use my skills; effervescent, dynamic personality and diligent, aggressive work style to organize and increase productivity within my work environment.

summary:

I am a multifaceted, multitalented, mature experienced Executive Administrative Assistant because of having worked under many different policies and procedures. Extremely quick-learning with excellent skills in office and creative software. A great communicator, gatekeeper and extreme problem solver. Meticulous, with a strong work ethic and an extreme drive for perfection. Demonstrated ability to stabilize extremely busy executives with excellent organizational skills. Proficient in most travel and expense applications and corporate purchasing software. Proficient in current accounting and bookkeeping practices with an excellent ability to juggle multiple calendars. Also experienced in graphic design, page layout and programming.

computer skills:

Office Applications: MSWord, Excel, PowerPoint, Access, Outlook, Lotus Notes, and Google Docs

Project Management: Visio

Accounting: QuickBooks, ADP Enterprise

T&E: Concur, Ariba, TEEMS, Online Travel Websites

Web Design: HTML, Dreamweaver, WordPress

Graphic Design: Adobe Photoshop CS and Illustrator CS

work history:

Macy’s Herald Square New York, NY

Merchandising Assistant 06/2015 – 08/2015

$18.00 per hour/40+ hours a week

Formatting and printing weekly Item Summary, Markdown and price change reports for 3 departments in Excel.

Keying and updating Purchase Orders in Federated PO creation software.

Updating VLOOKUP and Pivot tables for 3 separate department On Order Logs.

Creating and updating ads for Macy’s inserts, direct mail and TV advertising.

Communicating with Vendors to make changes to Purchase Orders.

Calculating monthly purchases and reconciling numbers within Excel.

Creating signs for in-store advertisements.

Learning all Macy’s exclusive software like:

oPDF (Product Definition File): Used to change masterstyles, and subclasses.

oFedBuy: Used to look up masterstyles, markstyles, Department information, Vendor information, style information and more.

oAffinity: Used to create PO information and allocate merchandise to distribution centers.

oa2b: Used to move PO creations from Affinity to FedBuy.

Royal Media Group/ACMG New York, NY

Office Mgr. /CSR/Circulation Manager/Sales Assistant 11/2013-02/2015

$43,000 per annum/40 hours a week

Circulation Management:

oUsed Subscription Genius software to enter, catalog, update and maintain subscribers for two trade publications.

oEntered and maintained digital database of past and current publications.

oUpdated digital issues in WordPress.

oCreated renewal and new subscriber notices.

oCreated and sent mass mailings for renewals and new subscribers using Stamps.com software, Word, PowerPoint and Excel.

oCreated and maintained large spreadsheets in Excel to keep record of potential subscribers gathered from recent conferences

oCommunicated with the heads of credit unions, banks and the air cargo industry in order to generate quarterly sales.

Sales Assistant

oCollected Insertion Orders (IOs) from sales team.

oEdited and update pivot table to store ad orders for current and future months.

oEntered all ad orders into pivot table.

oKept hard and digital copies of all IOs for the month.

oReferred to bookkeeper continually on the status’ of the invoices

oCreated and sent invoices to all outstanding debtors.

oCommunicated directly with ad agencies and accounts payable in reference to payment and outstanding debt.

oEntered information into Google Doc. Worked with sales team using Google Sheets to update and edit ad information.

Office Manager

oWorked with building management and maintenance to ensure office productivity.

oMaintained kitchen and break room.

oOrdered all office supplies and kept supply closet neat and orderly.

oOrdered supplies for Seattle office and remote employees.

oKept files and file room.

Administrative/Executive Assistant

oScanned documents.

oKept digital files on shared network.

oUsed Google Docs to upload and maintain shared files.

oEntered conference registrants.

oSent invoices to conference attendees.

oWorked with remote teams to assist with timely package delivery

oAssisted on all projects assigned to me.

Jennifer Temps New York, NY

Computer Support Specialist @ Department of Education 07/2012-02/2013

$16.00 per hour/40 hours a week

Provide technical assistance to schools regarding new computer system

Answer questions, provide assistance and resolve computer problems for CSU agents in the Office of Pupil Transportation

Answer questions or resolve computer problems for DOE employees via telephone and email

Provide assistance concerning the use of computer hardware and software, including printing, installation, word processing, electronic mail, and operating systems

Work closely with IT Department to solve all technical problems

Resolve parent complaints for Pre-K special needs children

Liaison between schools, Transportation Liaisons, bus companies and parents

Use Excel, Word and DOE specific applications to resolve client complaints

Create spreadsheets in Excel to keep track of children entered from database in the new DOE computer system

Created and maintain Excel database for children who have been entered but have not shown up in the DOE Pre-K/EI rider system

Cross-reference information between Excel database and Pre-K/EI rider system

Draft and create merge letters to send to schools in all NYC boroughs concerning updates in new DOE system

Use of complex copy machines, fax machines, printers and electronic filing systems

Ordering lunches using Seamless, Eat24hours and GrubHub restaurant databases

Coordinate calendars for in office and out of office meetings and trainings using Google Calendar and Microsoft Outlook

Participation in any all projects assigned to Office of Pupil Transportation during Pre-K bus crisis, Hurricane Sandy and Union 1181 bus strike.

Ubiqus New York, NY

Hearing Recorder 11/2010-07/2012

$10.00 per hour/5-20 hours per week

Use Audio equipment to record DOE Impartial hearings for transcribing

Enter names of all participants of impartial hearing whether in person or on conference call

Write first words of each participant throughout the impartial hearing

Follow hearing intently marking all breaks and participant additions

Check audio for quality of sound, length of recording and number of tracks and tapes used

Fill out all paperwork at end of hearing and maintain equipment each evening

Domestic Hiatus 10/2008-11/2010

Wall Street Services New York, NY

Executive Administrative Assistant @ JPMorgan Chase 09/2007-10/2008

$20.00 per hour/40 hours a week

Assisted the Investment Management America Interim CFO and RE Asset Management Managing Director, five VPs, six AVP, seven associates and four analysts

Reception/answering phones for multiple employees

Created expense reports using TEEMS (expense system used by JPMChase)

Arranged and booked travel related itineraries, using Travel Services

Handling mail and distribution of mail

Purchased office supplies and equipment using ePurchase (current purchasing

system used by JPMChase)

Created complex PowerPoint presentations

Bound presentation for 40 person meeting without team, using interoffice copy service

Consulted with each department adding chapters to the presentation (over 20)

Prepared, typed and proofread documents, special reports, memos, and correspondence

Set-up new hires, transfers and existing employees by ordering and re-configuring

equipment (Blackberry’s, computers, telephones, IDs etc.) using the EURC

program (IT Tech system used by JPMChase)

Corresponded with senior level employees located in Mumbai and London

Sent and monitored long distance interoffice mail using the Track One system

Extensive calendaring using Lotus Notes

Scheduled and arranged committee, board and other meetings using Lotus Notes

Processed charitable contributions and financial gifts to

prepare for Corporate Philanthropy

Ordered supplies from Staples, Office Max and WB Mason

Processed all invoices from corporate vendors and sent off fully

approved documents to Accounts Payable

Ordered conference rooms for daily, weekly and monthly meetings for three office building in Manhattan

Ordered lunches for meetings using in-house catering

Ordered lunches for staff using Seamless.com

Maintained all office equipment (fax machines, printers, copiers etc.)

and resolved service problems using the Global Helpdesk

The Walsh Associates* New York, NY

Administrative Assistant @ JPMorgan Chase 07/2007-09/2007

$18.00 per hour/40 hours a week

Assisted the Executive Assistant to the VP of the Treasury and Securities Dept.

Set-up new hires, transfers and existing employees by ordering and re-configuring

equipment (Blackberry’s, computers, telephones, IDs etc.) using the EURC

program (IT Tech system used by JPMChase)

Corresponded with senior level employees located in Mumbai and London

Maintained all office equipment (fax machines, printers, copiers etc.)

and resolved service problems using the Global Helpdesk

Reception duties

Meeting greeting and answering phones for multiple employees

Executive Assistant @ Goldman Sachs & Co. 02/2007-7/2007

$24.00 per hour/40 hours a week

Reception duties

Meeting greeting and answering phones

Provided administrative supports for Managing Director

Created memorandums for office distribution

Phone coverage for MD while out of office, busy or on the other line

Maintained office equipment (fax machines, printers, copiers etc.)

Kardon Search, LLC.* New York, NY

Administrative Assistant/Graphic Designer @ InSite Development, Inc. 11/2006-02/2007

$15.00 per hour/40 hours a week

Performed various administrative and secretarial supports for the senior staff

Created Word documents

Corresponded with outside vendors for purchase of office supplies

Used Photoshop to help with façade rendering on various projects

Edited website using Dreamweaver and HTML

Edited company business card using Photoshop and Illustrator

Venturi Staffing Partners* New York, NY

Administrative Assistant @ the Howard Sloan Koller Group 07/2006-11/2006

$15.00 per hour/40 hours a week

Receptionist several times a week, meeting and greeting new clients and candidates

Performed various administrative and secretarial supports for the Managing Directors and senior staff

Created Word documents and maintained extensive database in Excel

Maintained calendar s in Outlook for Managing Directors

Formatted candidate resumes for submission

Integrated documents across software applications

Strategic Workforce Solutions* New York, NY

Administrative Assistant/Office Coordinator @ Greenstreet R E Partners, LP 04/2006-07/2006

$18.00 per hour/40 hours a week

Full-time Receptionist duties, gatekeeper for phones and office entrance

Performed administrative and secretarial support for the Executive VP and senior staff

Created and maintained database and spreadsheets in Excel

Corresponded with facilities department and maintenance/janitorial staff for upkeep of office

Maintained travel and expenses for senior staff

Managed office and maintained office equipment by dealing directly with outside suppliers and vendors

Liaison between company and various investment brokers

The Tuttle Agency* New York, NY

Office Coordinator @ New York Law School 03/2006-04/2006

$18.00 per hour/40 hours a week

Performed administrative and secretarial support for the Director and senior professors of the School for Information Law

Formatted plain text documents and integrated them into Word and Excel

Kept up appearance of office by cleaning and contacting maintenance/janitorial staff when there was a major problem

Office Coordinator @ Transperfect Translations 01/2006-02/2006

$16.00 per hour/40 hours a week

Maintained translator/client databases

Created and maintained over 50 client and 100 candidate folders within network

Formatted hundreds of interpreter resumes for submission to clients

Axion LLC* New York, NY

Jr. Administrative Assistant @ 92nd Street YMCA 09/2005-12/2005

$16.00 per hour/40 hours a week

Provided administrative and personal assistance to the President and senior executive assistant of the Facilities Department

Created and edited Word and WordPerfect documents

Scheduled room set-ups for various classes held at the Y

Ran personal errands for President of Facilities Department

Directed maintenance/janitorial staff to different areas of the building where they were needed

Researched different licenses for maintenance/janitorial staff (fire marshal, CPR etc.)

Execu Search Group* New York, NY

Office Manager/ Assistant Event Planner @ the Jewish Home and Hospital 06/2004-09/2005

$15.00 per hour/40 hours a week

Performed various administrative and secretarial supports for the Director and Vice President of Staff Development

Created Word documents, PowerPoint presentations, spreadsheets, charts and graphs

Set-up rooms for parties, trainings and adult learning classes

Managed office by dealing with the appropriate departments to rectify office problems

Coordinated with Director of cafeteria to cater events

Coordinated with outside vendors to cater events

Supervised interns and volunteers

Created flyers, cards using desktop publishing software (MS Publisher) for staff development events

Maintained travel and expenses for Director

Maintained calendar and scheduled meetings and appointments

Ordered office supplies for various departments using the Lawson purchasing system

Technical Careers Institute New York, NY

Peer Tutor (Work Study) 05/2003-05/2004

$7.00 per hour/5-20 hours a week

Tutored students in administrative procedures and software

Tutored individuals in programming and design techniques

Maintained records of students using the learning lab

Taught in specialized labs for Access, ASP, VBScript, SQL and HTML

Hiatus 05/2002-05/2003

Temporarily Yours Staffing Services* New York, NY

Administrative Assistant @ Stewart Title Insurance Company 07/1999-05/2002

$15.00 per hour/40 hours a week

Provided administrative and secretarial support for senior staff

Prepared spreadsheets, PowerPoint presentations and Word documents

Set-up new real estate offices with necessary legal documents and office supplies in order to run efficiently

Liaison between Stewart Title, suppliers and subsidiaries

Updated database on each new subsidiary and supplier

Covered for reception daily

Winston Staffing Services* New York, NY

Administrative Assistant/Office Manager @ Beth Israel Medical Center 07/1998-05/1999

$13.00 per hour/40 hours a week

Provided executive administrative and secretarial support for the Director and Assistant Director of the Volunteer Services Department

Prepared spreadsheets, PowerPoint presentations and Word documents

Increased productivity by developing a more efficient and up-to-date filing and recordkeeping system

Used desktop publishing skills to design marketing materials in-house, saving the company money in design fees

Managed and maintained patient library and supervised volunteer activities

Solicited book donations from magazine and book companies

Maintained office supplies, and office machines

Covered reception area

education:

TCI - College of Technology New York, NY

Media Arts Program 05/02-08/04

Graduated AAS Degree (GPA 3.7)

professional development:

Katharine Gibbs School New York, NY

Executive Assistant Program 10/97-07/98

Microsoft Office Specialist Certification

New York University-SCPS New York, NY

Leadership and Management Classes 09/08-01/09

Business (GPA 3.3)

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