ALICIA REYNOSO
Brooklyn,NY
Summary
Dynamic C-Suite Executive Assistant and Office Manager with proven expertise in calendar management, event planning, and project management. Demonstrated success in optimizing office operations and enhancing workplace culture while adhering to budgetary constraints. Strong organizational skills combined with the ability to foster team collaboration and improve efficiency drive exceptional outcomes. Committed to supporting executive leadership and contributing to strategic initiatives.
Overview
9
9
years of professional experience
Work History
Executive Assistant
Lee & Associates
05.2024 - Current
- Organized and managed a complex calendar of appointments, meetings, and travel arrangements for the Executive Managing Director
- Developed effective filing systems for easy retrieval of information when needed
- Entered client information and updates in the database system/leasing activity reports to track leads, interactions, and relationship milestones throughout the project's life
- Facilitated communication between different departments within the organization
- Maintained company confidence and protected business operations by keeping sensitive information confidential
- Tracked expenses for leasing agencies
- Partnered with the leadership team to facilitate strategic planning and policy implementation
Office Manager + CEO's Executive Assistant
NYSHEX
01.2023 - 04.2024
- Assisted the CEO in scheduling board meetings
- Ran logistics, including catering breakfast and lunch, and hosted several curated board of directors' happy hours
- Reviewed incoming mail addressed to the CEO and provided administrative support, including scheduling investor meetings, managing emails, and hosting on-site, face-to-face client meetings
- Scheduled travel and hotel reservations for domestic and international meetings, conferences, and dinners for the Executive Leadership Team and board of directors
- Notarized financial documents as needed
- Partnered with HR to implement and roll out new initiatives to foster employee satisfaction and engagement
- Ordered weekly inventory for the office along with ordering breakfast for our Monday Morning Stand Up, weekly lunch and learns, while managing and tracking all expenses to meet company office budget requirements
- Hosted themed weekly Happy Hours for all employees
- Planned and organized the annual company retreat, departmental off-sites as needed, and the end-of-year holiday party
Office Administrator
Compass Inc.
05.2021 - 12.2022
- Managed office inventory and placed new supply orders to support efficiency and agent satisfaction
- Handled the scheduling of conference rooms
- Pulled monthly postage reports and tracked office utilization during the 'return to work' era after the pandemic
- Deposited agent commission checks daily
- Assisted with biweekly sales meetings
- Utilized the Compass platform and CRM daily to communicate effectively with agents and staff
- Took on ad-hoc projects as needed
- Interacted professionally with customers and internal personnel, answered in-person questions, phone and email inquiries, and ZenDesk tickets
- Networked within the business community, and attended events to create a stronger connection with agents
- Planned and executed the end-of-year holiday party
Community Coordinator
Liberty Church
01.2019 - 05.2021
- Provided personal assistance to the Downtown Manhattan community pastor
- Brought DT email lists up to date, maintained crucial files, and handled supply orders for all DT teams
- Point person for general email communication
- Maintained and improved the DT database, and ran reports
- Developed and strengthened civic and strategic relationships in New York City
- Managed Sunday rosters on Planning Center
- Oversaw assimilation processes
- General troubleshooting
Executive Assistant + Project Coordinator
Brookfield Properties Retail
05.2016 - 08.2018
- Provided administrative support to the Executive Vice President of Development and Construction
- Heavy calendar management: scheduled meetings and appointments, managed all travel itineraries, and hotel/car accommodations
- Upholding a strict level of confidentiality
- Coordinated executive communications, including taking calls, responding to emails, and interfacing with clients
- Compiled agendas for weekly meetings, recorded minutes, and prepared and processed expense reports
- Ordered catering, set up and broke down conference meetings, and kept the building security list up to date daily
- Arranged department events, including the Department Off-Site Meetings and team bonding activities
- Handled corporate and departmental gifting
- Supported project executives and project managers on strategic and leasing capital projects
- Worked closely with project managers to establish approved budgets and maintained updated cost reports for the life of the project
- Tied out and reported spend-to-date numbers every month to ensure we were on time and on budget
- Managed accounts receivables while abiding by the guidelines and requirements set by the CFO and the Department EVP
- Reconciled monthly invoices and contractor pay applications with accounting, while verifying that all lien waivers were accurate
- Issued contracts, change orders, work orders, purchase orders, and notices to proceed for vendor distribution
- Maintained contract execution tracking logs via Filestar, Box, and SharePoint, including change orders and certificates of insurance
- Redlined contracts with the vendor while in the negotiation stage
Education
Licensed Notary Public -
New York Real Estate Institute (NYREI)
07.2018
Project Management Certificate - Notary
Pace University
New York, NY03.2018
Licensed Real Estate Salesperson - Real Estate
New York Real Estate Institute (NYREI)
New York, NY05.2013
BA - Theatre
The City College of New York
05.2010
Skills
- Microsoft Office 365
- Travel Coordination
- VTS
- CoStar
- Constant Contact Email Marketing Proficiency
- DocuSign
- Adobe Acrobat
- Skype for Business
- SharePoint
- Salesforce
- Filestar
- Concur
- PassagePoint
- Mondaycom
- Slack
- ZoomInfo
- Office Management
- Policy enforcement
- Executive support
- Database management
- Report development
- Document handling
- Strategic planning
- Event coordination and execution
- Scheduling and calendar management
- Marketing and Communication
- Expense reporting
- Customer relations
- Contract development and management
- Project management
- Budgetary Planning
Languages
Spanish
Native or Bilingual
Timeline
Executive Assistant
Lee & Associates
05.2024 - Current
Office Manager + CEO's Executive Assistant
NYSHEX
01.2023 - 04.2024
Office Administrator
Compass Inc.
05.2021 - 12.2022
Community Coordinator
Liberty Church
01.2019 - 05.2021
Executive Assistant + Project Coordinator
Brookfield Properties Retail
05.2016 - 08.2018
BA - Theatre
The City College of New York
Licensed Notary Public -
New York Real Estate Institute (NYREI)
Project Management Certificate - Notary
Pace University
Licensed Real Estate Salesperson - Real Estate
New York Real Estate Institute (NYREI)
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