Summary
Overview
Work History
Education
Skills
Certification
Languages
Timeline
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BARBARA GALAN

Little Ferry,NJ

Summary

Results-driven Executive Administrative Professional and Administrative Management Consultant with a proven track record of improving office efficiency, optimizing operations, and supporting organizational growth. Skilled in managing complex executive calendars, coordinating high-level meetings and events, and streamlining administrative processes to enhance productivity and reduce costs. Trusted partner to C-suite leadership, known for cultivating strong, cross-functional relationships and ensuring seamless executive support. Adept in project management, process improvement, and strategic planning. Experienced in customer and vendor relations, onboarding, and office operations. Highly proficient in Microsoft Office Suite, business communication, and global travel coordination. A collaborative problem-solver with exceptional organizational skills, and sound judgment in confidential matters.

Overview

17
17
years of professional experience
1
1
Certification

Work History

Executive Assistant | Office of the CEO

CQ fluency
Hackensack, NJ
03.2024 - Current
  • Provided executive-level administrative and personal support to CEO, CFO, CTO, EVP of Strategic Initiatives, and Chief Growth & Delivery Officer.
  • Managed five complex executive calendars to ensure precise alignment across departments.
  • Coordinated global travel logistics, including flights, accommodations, and event registration.
  • Oversaw daily office operations encompassing facilities management and vendor coordination.
  • Organized high-level meetings and internal events while managing catering and logistics.
  • Led onboarding and offboarding processes for new hires, including equipment setup and orientation.
  • Maintained CQ's certifications as a Minority- and Small Business-Owned company.
  • Tracked vendor usage and negotiated contracts to optimize supply expenses.

Administrative Management Consultant

The Brandt Group
Little Ferry
11.2021 - Current
  • Streamlined administrative workflow to boost efficiency and lower operational costs.
  • Applied cost-saving strategies and identified new revenue opportunities.
  • Provided full notary services, including oaths and document verification.
  • Customized notary scheduling and managed all document preparation for client needs.
  • Organized high-volume document systems for quick access and review.
  • Assisted with certifications for Small and Minority/Women-Owned Businesses.
  • Guided clients through NJ Cannabis Regulatory Commission (CRC) licensing processes.
  • Assisted in new business formation, EIN registration, and compliance readiness.

Administrative Assistant (Independent Contractor)

Keller Williams - Real Estate Company
05.2021 - 03.2024
  • Provided remote administrative support to two top-producing real estate agents.
  • Conducted competitive market research and compiled property sales reports.
  • Researched pre-foreclosure opportunities and built client databases.
  • Handled call screening, client communication, and appointment scheduling.
  • Designed and distributed real estate marketing materials and digital content.
  • Managed travel logistics and reconciled monthly expense reports.
  • Maintained digital filing systems for listings, transactions, and contracts.
  • Supported open houses and coordinated showings across multiple counties.

Office Operations Coordinator

Sage Sure Ins. Managers
Jersey City
02.2018 - 05.2021
  • Supported the CEO, COO, CFO, and Executive Team with high-level administrative and operational coordination.
  • Managed complex schedules and priorities, facilitating alignment across executive calendars and departmental initiatives.
  • Oversaw all travel logistics for domestic trips, ensuring accuracy in booking and timely reconciliation of expenses through SAP Concur.
  • Planned and executed quarterly board meetings and company-wide events for 70+ employees, handling all logistics, materials, and vendor coordination.
  • Served as a central liaison for office operations-resolving facility concerns, maintaining inventory, and managing vendor relationships.
  • Negotiated service contracts, consistently identifying opportunities for cost savings and operational improvements.
  • Collaborated with HR and Finance teams on key initiatives, supporting onboarding, special projects, and interdepartmental communications.
  • Led onboarding for new hires, ensuring timely setup, documentation, and access to essential tools and systems.
  • Provided professional front-office coverage, greeting guests and addressing internal concerns with efficiency and discretion.

Executive Assistant | Office of the CEOs

Atlantic Coast Brands, LLC
Jersey City, NJ
08.2015 - 02.2018
  • Provided executive-level administrative support to the Co- CEOs, CFO, COO and EVP of Marketing, ensuring operational efficiency across departments.
  • Managed calendar coordination, executive briefings, and global travel logistics with precision.
  • Prepared meeting agendas and presentation materials for high-level strategic sessions.
  • Maintained confidential filing systems and oversaw document control protocols.
  • Facilitated citizenship and visa applications, ensuring accuracy and on-time renewals.
  • Supported recruitment by reviewing resumes, scheduling interviews, and streamlining onboarding and orientation processes.
  • Led RFP initiatives for PR partnerships, coordinating firm presentations and selection.
  • Partnered on marketing materials for trade shows, campaigns, and executive events.
  • Monitored inventory and procurement of office supplies to ensure operational readiness.
  • Conducted research and developed presentations for strategic initiatives and special projects.
  • Planned and executed internal events, team engagements, and executive meetings.

Executive Administrative Assistant

MWW Group
E. Rutherford
08.2008 - 08.2015
  • Provided executive-level administrative support to CEO, EVP, and SVP of Corporate Communications.
  • Managed global travel logistics across air, rail, and ground transportation, ensuring seamless itineraries.
  • Coordinated high-level meetings and offsite events, including venue selection, catering, and IT setup.
  • Partnered with cross-functional teams to align administrative operations with organizational goals.
  • Handled financial processes including check requests, ACH transfers, and reconciliations of corporate and personal expenses.
  • Led staffing logistics, including resume screening, interview coordination, and onboarding.
  • Managed confidential scheduling for executive performance and compensation reviews.
  • Oversaw daily office functions, including supply inventory and facilities maintenance.
  • Planned and executed internal events, including team luncheons, holiday celebrations, and employee engagement activities.
  • Edited and formatted business presentations and media kits for key initiatives and client pitches.
  • Drafted and prepared executive communications including reports, memos, and correspondence.
  • Provided professional front-desk support, ensuring a welcoming and efficient office environment.
  • Addressed customer inquiries and coordinated internal responses for timely resolution.
  • Handled various personal and ad-hoc requests with discretion and attention to detail.

Education

Bachelor of Arts - Business Administration in Operations Management

Thomas Edison State University
Trenton, NJ

Diploma - Medical Office Specialist & Sonography Science

The Ho-Ho Kus School of Secretarial & Medical Science
Ramsey, IN

Diploma - Business Office Management

Dover Business College
Paramus, NJ

Skills

  • Calendar Management
  • Research and Data Analysis
  • Multitasking and Prioritization
  • Conference and Event Planning
  • Office Operations Management
  • Customer and Vendor Relations
  • Project and Process Management
  • Executive Administrative Support
  • New Hire Onboarding and Training
  • Expense and Invoice Reconciliation
  • MS Office Suite and Google Workspace
  • Global and Domestic Travel Coordination

Certification

  • New Jersey Notary Public
  • NJMLS
  • OSHAS 18001
  • PMIP: Project Management in Practice
  • LinkedIn Learning: Introduction for Artificial Intelligence
  • LinkedIn Learning: How to Boost Productivity w/ AI Tools
  • LinkedIn Learning: Productivity: Prioritizing at Work
  • LinkedIn Learning: One-Minute Habits for Success

Languages

  • English (Fluent)
  • Spanish (Fluent)

Timeline

Executive Assistant | Office of the CEO

CQ fluency
03.2024 - Current

Administrative Management Consultant

The Brandt Group
11.2021 - Current

Administrative Assistant (Independent Contractor)

Keller Williams - Real Estate Company
05.2021 - 03.2024

Office Operations Coordinator

Sage Sure Ins. Managers
02.2018 - 05.2021

Executive Assistant | Office of the CEOs

Atlantic Coast Brands, LLC
08.2015 - 02.2018

Executive Administrative Assistant

MWW Group
08.2008 - 08.2015

Bachelor of Arts - Business Administration in Operations Management

Thomas Edison State University

Diploma - Medical Office Specialist & Sonography Science

The Ho-Ho Kus School of Secretarial & Medical Science

Diploma - Business Office Management

Dover Business College

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