Darlene Dos Santos
Brooklyn,NY
Summary
Experienced professional adept at maintaining financial records and analyzing financial activity. Skilled in creating spreadsheets, preparing reports, and conducting data analysis. Consistently meets strict deadlines and effectively manages multiple tasks.
Overview
23
23
years of professional experience
Work History
Finance Associate
Jayaram PLLC
New York , NY
07.2021 - Current
- Reviewed and analyzed financial statements to identify discrepancies and recommend corrective actions.
- Analyzed data from multiple sources to assess business operations and develop recommendations for improvement.
- Provided support in the review of contracts for pricing accuracy and compliance with company policies.
- Maintained accurate records of all transactions related to accounts receivable and payable activities.
- Reconciled bank accounts daily by verifying deposits, withdrawals, transfers., ensuring accuracy of account balances.
- Utilized various software applications such as Microsoft Excel to create spreadsheets for tracking information and preparing reports.
- Analyzed current procedures and developed process improvements initiatives that increased efficiency within the department.
- Managed client billing processes including accounts receivable and payable duties.
- Managed client billing activities to ensure accuracy of invoices and timely payments from customers.
- Implemented procedures to ensure accuracy of client billing information.
- Reduced workflow downtime by effectively organizing and managing client billing and case management files.
- Managed accounts receivable processes related to client billing cycles.
Executive Assistant to CEO & Founder and President
Spartan Capital Securities LLC
02.2020 - Current
- Provide administrative support to 2 executives
- Manage calendars: coordinating and scheduling internal/external meetings
- Manage confidential client information
- Work closely with Back Office on all client related matters
- Assist with printing and distribution of representative checks
- Maintain Closing Sheets
- Manage A/R for Private Placements
- Manage lists and emails for Private Placement Offerings
- Manage investor information for private fund
- Private fund client services
- Maintain templates of various offering documents and LOA’s
- Manage office supplies: order all office and kitchen supplies
- Coordinate all team meetings
- Manage list of all FINRA Matters and assist with compiling of responses
- Perform personal assistant duties - personal account maintenance, holiday gifts and wine, reservations and more
Executive Assistant to CEO & Founder and President
JRT REALTY GROUP
07.2019 - 01.2020
- Provided administrative support for 3 executives
- Managed heavy calendars: coordinating and scheduling internal/external meetings
- Coordinated travel arrangements
- Managed office supplies: order all office and kitchen supplies
- Coordinated all bi-weekly employee meetings
- Managed the upkeep of MWBE vendor certification
- Assisted with RFP submissions
- Performed personal assistant duties
Administrative Assistant to President and CEO and Office Manager
PLATINUM PROPERTIES
New York, USA
08.2018 - 07.2019
- Company Overview: New York, NY
- Provided administrative support for 3 executives and 30 real estate agents
- Managed heavy calendars: coordinating and scheduling internal/external meetings
- Managed reception: greeted clients and registered new clients, managed & ordered all office and kitchen supplies
- Managed upkeep of available rental listings, maintained all sales and rental listings on website
- Supported new hire orientation and assisted with onboarding documentation
- Managed WordPress website maintenance and ad posting for 3 Renthop accounts
- Coordinated all firm quarterly events and all monthly employee meetings
- Assisted with marketing such as: Newsletter, Constant Contact account set-up, social media posts, agent one pagers
- Coordinated and managed execution of all leases, DOS Form, E-Access license approvals and renewals, Sales Agreements and rental agreements from start to end
- Assisted with Salesforce data management
- New York, NY
Digital Media and Marketing Consultant
D&M ASSOCIATES
Sao Paulo, Brazil
05.2015 - 03.2017
- Company Overview: Sao Paulo, Brazil
- Provided marketing consultant services to various clients
- Social Media Management
- Developed digital media planning and strategy
- Developed and executed digital media governance, social channels audit and reporting
- Assisted with globalization services (Portuguese to English and vice versa)
- Assisted with the development of websites
- Sao Paulo, Brazil
Project Accountant
Leasing and Management Company, Inc.
Chicago, USA
11.2014 - 04.2015
- Company Overview: Chicago, IL
- Rent Billing
- Monthly, quarterly and yearly balancing
- Journal entries
- P&L review and reporting
- Vendor invoicing
- Filing, copying, faxing and email correspondence
- Chicago, IL
Executive Assistant/Associate Manager: Global Communications & Culture
PUBLICIS: PERFORMICS
Chicago, USA
08.2011 - 10.2014
- Company Overview: Chicago, IL
- Provided high level administrative support to 14 Vice Presidents and the Operations team
- Managed heavy calendars: coordinated and scheduled internal/external meetings
- Coordinated heavy international travel: booked flights, hotels, ground transportation and compiled itineraries
- Tracked and processed expenses; negotiated vendor contracts
- Managed all event planning: quarterly meetings, lunches, conferences; coordinated all logistics for international eMersion Sessions for global teams: hotels, catering, conference room booking, presentations, schedules, agendas
- Provided service support to global accounts: localization of campaigns, meta-tags, keyword list compilation for clients such as Toyota, Bose, Nestle, 3M, Terra.com, etc
- Provided live translation assistance for site audits, client informational calls and presentations
- Assisted in keyword development and copy for markets in local languages in South America, Europe, Asia
- Developed and managed agency’s employee communication system for dissemination of new/critical data
- Implemented communication structure for LATAM region (4 offices, 32 employees); met goal of improving employee engagement through strategic messaging in 34 countries and 14 languages
- Planned Global eMersion training sessions for regional and local leads to develop brand unity/awareness
- Produced agency case studies, newsletters and sales pitch presentations
- Chicago, IL
Executive Assistant
PAPYRUS-RECYCLED GREETINGS, INC.
Chicago, USA
08.2009 - 08.2010
- Company Overview: Chicago, IL
- Provided administrative support for executive and business development teams
- Managed calendars: coordinated and scheduled meetings, sales events and annual parties
- Coordinated domestic travel: booked flights, hotels and ground transportation
- Managed front desk coverage and provided backup as needed (screened calls, handled inquiries, greeted guests)
- Designed electronic file systems and maintained electronic and paper files for over 500 domestic clients
- Created PowerPoint presentations for business development meetings; kept record of meeting minutes
- Created weekly and monthly sales reports; compiled expense reports
- Chicago, IL
Executive Legal Assistant
AON CORPORATION
Chicago, USA
02.2002 - 04.2008
- Company Overview: Chicago, IL
- Provided administrative support to two Associate General Counsels, one Officer and four attorneys
- Drafted memorandums, letters/emails, faxes, employment agreements and affidavits
- Completed and submitted H1-B Visa filings for over 300 Foreign Nationals
- Organized and submitted invoices for AP
- Structured electronic filing system; maintained Foreign National Migration Database
- Chicago, IL
ORBIT Administrator
AON CORPORATION
Chicago, USA
02.2002 - 03.2003
- Company Overview: Chicago, IL
- Provided PeopleSoft Reports (P&L, Budget, Uploads, Vendor Payables) and managed all premium reporting
- Provided premium finance agreements and monthly balance reports
- Coordinated and submitted all departmental invoice coding; provided accounts payable support to local offices
- Provided monthly, quarterly and yearly balancing of PeopleSoft and Bridge system reporting
- Managed and consolidated reports for corporate distribution
- Chicago, IL
Education
BA - Psychology
Grand Canyon University
Phoenix, AZ01.2025
Skills
- Microsoft Office Suite
- Salesforce
- SharePoint
- Google Analytics
- RentHop
- Sprout Social
- Hootsuite
- SEO MOZ
- SEO/PPC
- WordPress
- Quickbooks
- Securities Account Management Platforms
- Thompson
- Financial record keeping
- Monthly Reporting
- Microsoft Excel expertise
- Internal Controls
- Financial statement analysis
- Accounts payable management
- Cash Flow Management
- Accounts receivable management
- Operation Monitoring
Languages
- Portuguese
- Spanish
Languages
Spanish
Native/ Bilingual
Portuguese
Native/ Bilingual
References
References available upon request.
Timeline
Finance Associate
Jayaram PLLC
07.2021 - Current
Executive Assistant to CEO & Founder and President
Spartan Capital Securities LLC
02.2020 - Current
Executive Assistant to CEO & Founder and President
JRT REALTY GROUP
07.2019 - 01.2020
Administrative Assistant to President and CEO and Office Manager
PLATINUM PROPERTIES
08.2018 - 07.2019
Digital Media and Marketing Consultant
D&M ASSOCIATES
05.2015 - 03.2017
Project Accountant
Leasing and Management Company, Inc.
11.2014 - 04.2015
Executive Assistant/Associate Manager: Global Communications & Culture
PUBLICIS: PERFORMICS
08.2011 - 10.2014
Executive Assistant
PAPYRUS-RECYCLED GREETINGS, INC.
08.2009 - 08.2010
Executive Legal Assistant
AON CORPORATION
02.2002 - 04.2008
ORBIT Administrator
AON CORPORATION
02.2002 - 03.2003
BA - Psychology
Grand Canyon University
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