Executive Assistant Administrative Support

** *** **, *** ******, NJ ***** * 347-***-**** * ***********@*****.***

DEBORA V. DE JESUS RYAN

Summary: Dynamic and resourceful Executive Assistant with over 12 years of experience in administrative support, executive coordination, and operations management. Skilled in problem-solving, fostering collaboration, and optimizing workflows to drive organizational success. Motivated to expand professional expertise and take on new challenges while contributing to meaningful and impactful missions. EXPERIENCE

Uncommon Schools New York, NY 6/19 – 9/24

Executive Assistant to Chief Financial Officer

• Support accounting, financial management, grants team operations and systems.

• Schedules quarterly finance committee and annual budget review meetings and assist preparing and distributing materials.

• Schedules and manages logistics of department team meetings.

• Assists with the preparation of meeting materials for outside stakeholders.

• Provides operational support for audits by compiling documentation in response to audit requests, scheduling audit committee meetings, and assist with the preparation and distribution of materials.

• Assists in all government, charter authorizer, and donor financial reporting requirements.

• Creates compliance documentation, including coordinating requests for supporting data and materials from other home office teams and schools.

• Helps complete and submit all reports, invoices, and other documentation to grant authorizers.

• Maintains the calendar of grant deadlines.

• Provides direct support to regional teams, home office teams, and schools through grant audits and annual reviews.

• Support of CFO and other Senior Leaders (Executive Team)

• Maintains the CFOs and other senior team members’ calendars across multiple time zones.

• Support ad-hoc projects and perform variance administrative duties for the Uncommon Accounting, Finance, and Compliance team.

• Conduct research required for strategic team initiatives, special projects, and other special requests for financial information.

• Arrange domestic and international travel and accommodation.

• Prepare presentations for team events such as DEI, Team Culture, and additional ad-hoc projects.

• Create philanthropy grant documents upon request. Pro’s Choice Beauty Care Inc, Bellport, NY 7/11 – 06/19 Executive Sales Assistant to the VP of Sales and Merchandising

• Handle the VP’s arrangements for upcoming expos, presentations and retail shows.

• Aid VP with the completion of special marketing projects and management

• Schedule meetings, appointments, travel & conference calls

• Build presentations and project books for new and current customer meetings.

• Assist all sales associates in the field with new client account setup, sample and retail orders.

• Set up inventory work orders & update the markdown calendar for major client accounts.

• Record new potential leads and forward them to Executive and sales team.

• Assign new product SKU's to client stores while in the Purchasing Department

• Transfer and record information from client quarterly reports

• Develop pricing sheets with product information for the new product line.

• Update pricing and cost out new product lines assigned to new and current clients for the Purchasing Department.

• Record client purchase orders/invoices & report discrepancies to Purchasing Manager.

• Complete sample orders sent to clients.

• Enter new purchase orders into the AS400 system.

• Run reports for Purchasing Manager and transfer and record information into client accounts.

• Create gift baskets for charities and client events supported by the CEO. 60 Elm St, 206 Newark, NJ 07105 * 347-***-**** * ***********@*****.*** Broadridge Financial Solutions Deer Park, NY 02/11 – 05/11 Vote Processing/Quality Control Specialist

• Verify critical accounts from the Broadridge online workflow queue.

• Input votes into the Proxy Plus system to be verified by the vote audit department.

• Keyed high-priority accounts such as exceptions and preferences into the Proxy Plus system

• QC F1 and F4 reports to verify correct information in the system, balance transport reports.

• Trained temporary workers hired for the Proxy season to check batches from the scanning room.

• Verify and process MIS reports from the vote processing queue.

• Refilled paper and toners for the printers, and scanned documents for verification. Nonprofit & International Business Experience

Proven experience supporting start-up nonprofit and LLC operations, including establishing international business relations, coordinating with vendors, and promoting organizational initiatives. Skilled in fostering partnerships to advance mission-driven goals. Dedicated volunteer, contributing time and expertise beyond regular work hours to drive community impact and organizational success. EDUCATION

Rochester Institute of Technology, NY May 2010

Bachelor of Science in Applied Arts & Sciences

Major: Multidisciplinary Studies- Concentrations in Culinary Arts, Hospitality Service Management Minor: Human Resource Management

State University of New York at Cobleskill, NY May 2007 Associate of Occupational Studies in Culinary Arts SKILLS

Microsoft Office (Word, Excel, PowerPoint, Access, Outlook, OneNote), Stars, Salesforce, CS Gold, Proxy Plus, MIS Citrix, Internet Explorer, AS400, Acrobat PDF Reader, Acrobat DC 9, CRC, Google Drive, Google Chrome, Gmail, Google Calendar, Zoom Meeting, Skype, WhatsApp, Presentation Setup, Concur, Workday, Charter AP, Microsoft Teams, Canva, Trello, SAP, EXPO experience Professional Skills: Customer service, event planning, time management, international liaison, international travel coordination, executive calendar management across multiple time zones, vendor relations, communication skills, organizational skills, Numeric Data Entry (80wmp), order processing, scanning, filing, and billing, expense reconciliation, inbox management. Language: Spanish(bilingual)

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