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Executive Assistant

Posted on: 2010-01-27

 

PROFESSIONAL EXPERIENCE

 

NJR Management Inc. & Intracoastal Hospitality, LLC Miami & Ft. Lauderdale, FL
Sept 2008 – October 2009  

Executive Assistant / Office Manager

Sister parent companies owning and managing bars, restaurants & lounges in Miami & Ft. Lauderdale.  Served as Executive Assistant to the CEO in a personal and administrative capacity.  Provided a personalized level of attention to ensure needs are met and maintained for CEO.  Responsibilities included, scheduling and preparation of meetings & corporate events. Processed all personal & business travel arrangements for CEO along with follow-up travel & living expense reports. Produced all correspondence and memoranda. Services include but are not limited to: Liaison between clients and CEO, Event Planning, Corporate Gifts, Personal & Corporate Shopping, Document Design, Screen telephone calls, inquiries and requests, and handle them when appropriate. Oversee Payables & Receivables, hiring and training of staff as well as responsible for payroll budget.  The majority of tasks are completed utilizing state of the art technology.

 

Notable achievements are as follows:

  • Planned two major relocations: Assisted in site selection, worked with architect on interior design, and oversaw equipment/furniture/telecommunications setup without interruption in operations
  • Corrected seriously flawed telephone system and received cash and credits back from communications provider totaling more than $4,000.00
  • Researched and negotiated a vendor relationship providing the company with a fully equipped large format printer saving the company more than 80% in printing costs. Eliminating almost 100% all outside printing needs
  • Personally reduced the spending on essential office supplies and amenities sometimes saving company more than 50% in cost
  • Provided four additional work spaces through the purchase of pre-owned cubicles at an incredible savings of more than $10,000.00. Eliminating the need to do an extremely expensive build out
  • Eliminated costly hotel expenses for CEO who commutes from New York to Florida, personally researching and locating an ocean view rental significantly lower than industry rental rates
  • Conceptualized and implemented emailing advertising program generating a high response rate

 

Scores New York, New York, New York

June 1998 – November 2008

 

Executive Assistant / Project Manager

Served as Executive Assistant to the owner and CEO as well as project manager.  Responsibilities included developing and implementing policies and procedures relating to the day to day administrative management of the New York office. This included, but was not limited to, troubleshooting technical difficulties for telecommunications, computers etc., and if necessary utilize consultants contracted to support office technical equipment. Researched, negotiated and maintained relationships with all office &  personal vendors, including staffing agencies, technology firms, printing companies etc.  Provided back up support, filing, and other administrative duties as required. Supervise, evaluate staff & manage payroll hours. Coordinated all personal & business travel including flights, hotel stays and ground transportation.

 

Notable achievements are as follows:

  • Orchestrated company’s first expo at the Radisson in New York City with over 400 attendees from across the USA.  Organized all details such as sponsor panels, speakers & scheduled events.  Travel & dining reservations for over 50 quests.  Negotiated room block rates lower by 10% with VP of Sales for Radisson 
  • Organized CEO’s Surprise Birthday Gala at a prestigious location in Manhattan with over 400 of his guests
  • Researched and implemented a new benefits package giving employees more choices saving employer more than $1,500 per month
  • Researched and negotiated office network support, saving the company over $1500 a month in support service fees
  • Personally reduced the bottom line on supplies by more than $500 a month
  • Initiated and created direct mail & email marketing strategies generating over 40 % rate response
  • Designed and launched company web site under direction of CEO

 

 

 

Shatzkin & Furman LLP, New York, New York
June 94 - May 1998

Executive Legal Assistant
Served as Executive Assistant to the CEO/Partners of this New York City Environmental Law Firm.  Act as the CEO’s first point of contact with people from inside and outside the firm. Screened calls & provided administrative assistance to other attorneys. Planned and coordinated all corporate & private events from beginning to end, also serving as hostess. Designed company website announcement, company presentation layout, personal stationery, and business cards. Drafted and produced correspondence, memorandums, cover letters and any other necessary documentation for firm’s partners and clients. Transcribe accurately from Dictaphone.

Notable achievements are as follows:

  • Reduced spending on everyday items by obtaining a match lowest price agreement with vendors, which resulted in more than a 35% savings
  • Saved firm over $20,000 in travel expenses after implementing a detailed travel program that placed limitations on air, hotel and rental car accommodations
  • Reviewed and compared telephone systems, negotiating a package deal that enhanced our phone service at a cost savings of 70% for a comparable package with a different provider.

 

 

Skills:

Microsoft Professional Suite (exceptional knowledge of MS Outlook, Word and Excel), Power Point, Type

70+ wpm, Photoshop CS4, Flash CS4, Dreamweaver C4, Peach Tree Accounting Pro, Quickbooks, PosiTouch, Micros, Micro-Sale, Mac or PC platforms

 

Education:

Hofstra University, Hempstead, NY

New School University, New York, New York

 

Languages:

Speak & Write Fluent English and Spanish

 

References Furnished Upon Request