Elizabeth Fuentes
Cape Coral,FL
Summary
Dedicated bilingual professional with extensive experience in operations and management within the various industries; detailed budget and expense management skills; exceptional communication, interpersonal, project supervisory, developing and implementing administrative procedures and standards, writing, and delivering presentations for executive meetings. Knowledge of HIPAA and FERPA Laws; Proficient in Microsoft Office Suite, Raiser's Edge, Concur, Timeslips 2006, Lotus, Quickbooks, WordPerfect, D- Base, Power Campus, Slate, and social media.
Overview
41
41
years of professional experience
Work History
Senior Administrator, VP of Power & Light
Wood
01.2023 - Current
- Schedule and accept calendar appointments through Outlook and Teams.
- Coordinate domestic and international travel arrangements for VP, Power & Light and VP, Technical Delivery, including the modification or cancellation of trips.
- Reconcile expense reports for myself, VP, Power & Light and VP, Technical Delivery, domestic and international.
- Work directly with real estate management for repairs of warehouses and offices.
- Create accounts with vendors, reviewing and quotes before finalizing contracts.
- Process purchase requisitions, approvals and receipt items.
- Create a ticket to IT for any device requests, access to systems and technical issues.
- Conference coordinator, internally and externally including catering, staff appreciation events, etc.
- Advertise through social media on tools and equipment.
- Onboarding processes and delegation of payroll cards (Wisely), wireless devices, laptops and phones.
- Closely monitor off-boarding; collect, return and store devices and submit termination/farewell forms.
- Work with proposal management in processing and delivering time sensitive documents.
- Process FedEx deliveries, domestic and international.
- Order office supplies, business cards and corporate credit cards.
- Track and assign commercial vehicles, maintain Darf and disclosure forms, and fuel cards.
- Process Gifts and Hospitality internal form for sponsorships over-$100 and above.
- Manage all incoming calls, assist staff with concerns and/or issues.
Personal/Executive Assistant
Elite DNA Therapy Services
01.2021 - 01.2023
- Pay all property taxes – residences, lots & rentals, and sales tax for Banyan 2016 LLC (plane).
- File & pay all FL unemployment taxes quarterly.
- Run payroll for household staff, nannies & caretakers.
- Monitor & pay household bills/expense.
- 1099s & W-4s for all the entities.
- Manage RX refills
- Manage Medicare & supplement policy payments.
- Monitor & pay grandchildren’s school tuitions & program/activity/tutoring fees.
- Monitor & renew any county rental permits, all rental property income & expenses, and repairs.
- Utilize QB Pro Plus 2022 via Right Networks for several company files.
- Reconcile all accounts (petty cash, credit cards, bank accounts).
- Manage office machines, supplies & postage.
- Work with the property manager on all home repairs & automobile upkeep.
Executive Assistant, Chief Development Officer
NCH Center for Philanthropy
01.2020 - 01.2021
- The Executive Assistant supports the NCH Center for Philanthropy’s efforts to effectively develop relationships with donors and sustain these relationships thus enhancing fund-raising efforts. The Executive Assistant, working under the direction of the Chief Development Officer:
- Documented actions and announcements (agenda, scheduling, minutes, etc.) for the Center for Philanthropy Committee quarterly meetings.
- Processed and tracked invoices, purchased requisitions, checks and online transactions.
- Maintained credit card expenses and updated online system to reflect expenditures.
- Manage constituent’s records, enters donations, posts batch, prints acknowledgment letters, creates mailing lists, creates queries, runs standard reports at periodic times, completes prospect research, and performs other work as assigned or needed to maintain a development database so it is accurate and dependable.
- Perform standard office duties including screening telephone calls, filing, processing mail, scheduling appointments as requested and other general office tasks.
- Assist with Philanthropy projects to expand the donor base and increase donations.
- Updates and maintains all records associated with the special events, receptions, and programs of the Center for Philanthropy.
Senior Admissions Counselor/Operations Specialist
Metropolitan College of New York-New York, NY
01.2017 - 01.2020
- Collaborate with the Director of Admissions and working closely with the VP for Enrollment Management: Responsible for overseeing the operations of the Admissions Office front desk and managing the information systems as it relates to enrollment efforts and goals.
- Oversee and maintain communication with prospective students to complete admissions process and ensure enrollment goals.
- Partner with Deans and Directors to schedule student interviews, transcript evaluations and process grade appeals.
- Hiring, training and managing of Recruitment Support Assistants and College Work Study students.
- Supervise communications and collaborate with Academic Deans the creation and modifications of print MCNY publications.
- Organize recruitment events.
- Develop and execute reports that will ensure data integrity and serve the enrollment goals of the Admissions Department.
- Liaison with outside vendors and contract settlements.
- Organize inventory, procure and maintain supplies, process check requests and requisitions, and perform efficient operations of the office.
- Prepared documentations and arrangements for the Board of Directors meeting.
Manager of Office Operations and Enrollment Services
Metropolitan College of New York
01.2012 - 01.2017
- Maintain monthly & quarterly Income & Loan/Mortgage spreadsheets.
- Monitor distribution deposits to Trust accounts, and personal entities.
- Work with vendors, accountants and insurance companies as needed.
- Prepare & gather all documents needed for the mid-year & year end Personal Financial Statements
- Regular communications with staff at the Daniels Building.
- Immediate response to capital calls, real estate concerns, DNA entities.
- Work with Medical Office Assistants on schedule & any documents that need attention.
- Attend meetings with CPA, Attorney, & the Insurance Brokers as needed.
- Manage requests from the family & others for use of the plane.
- Work with the Pilot on scheduling flight requests.
- Manage & pay plane expenses – and allocate all flight expenses.
- Manage Plane lease payments.
- Manage Flight Sharing Invoicing - File FET Returns.
- Gifting spreadsheet management for the Estate Attorney.
- Maintain Estate planning / Net Worth workbook – update monthly.
Executive Assistant to VP of Revenue Enhancement AVP of Patient Financial Services
Dell Services/ The Brooklyn Hospital Center (TBHC)
01.2011 - 01.2012
- Managed bi-weekly payroll for both TBHC and Dell Employees. Responsible for tracking and reporting all time for Patient Accounts/Budget and Reimbursement staff in E-Time and Dell systems (60 employees: sick, vacation, personal, leave of absence, etc.).
- Process invoices oversee purchase requisitions & track payments (collection agencies/consultants/vendors) for both Budget &Reimbursement and PFS. Cash Disbursements (Parking Expenses, Annual Memberships, and Conference Reimbursements).
- Liaison for HR. (Terminations/hiring/retirement/job descriptions, supplemental justification paperwork, etc.).
- Drafted letters, memos, scheduling, and coordination of all meetings (for VP of PFS & VP of Revenue Enhancement), create agenda and minutes for the Revenue Enhancement, Clinical Enhancement monthly meetings.
- Collate, Velobind and mail all Board presentations monthly.
- Maintain Estate planning / Net Worth workbook – update monthly.
Executive Assistant to the President (Temporary Position)
Metropolitan College of New York
01.2010 - 01.2010
- Collaborated closely with the President of the MCNY to ensure vendors and contractors settlements were processed efficiently and expeditiously.
- Prepared documentations and arrangements for the Board of Directors meeting, take minutes and distributed monthly.
- Organized special events (ordered catering, flyers, décor, music and maintained database of elite attendees).
- Organize inventory, procure, and maintain supplies, process check requests and requisitions, and perform efficient operations of the office.
Executive Assistant to the President
K Backus and Associates Real Estate Consulting Firm
01.2006 - 01.2010
- Compose and edit letters, expense reports, track and trend hourly time for employees using and create productivity spreadsheets. Organize and finalize documents for signatures, assist with RFP execution, process invoices, maintain calendar, schedule meetings and travel arrangements.
Executive Assistant, Chairman of Obstetrics and Gynecology
Woodhull Medical Group
01.2001 - 01.2006
- Aid the Chairman in all aspects –
- Initiated new tracking system to follow-up on physician productivity encounter forms to ensure higher revenue (30% increase).
- Supervised secretaries and front clerks.
- Partnered with colleagues on clinic waiting time performance improvement through surveys and questionnaires.
- Prepared quarterly reports, graphs, Quality Assurance patient case reports and update departmental manuals on policies and procedures.
- Recorded proceedings and statements of meetings (agenda, scheduling, etc.)
- Processed all requisitions, invoices, supplies inventory, track time, on-call schedules and credentialing files for all physicians and staff.
Executive Assistant to the Vice President of External Affairs
The Brooklyn Hospital Center (TBHC)
01.1997 - 01.1999
- Maintain the budget for the department, including the three major sub-departments (Communications, Community Affairs and Marketing). Record and track vacation/ sick/holiday time for administrative staff. Handle petty cash expenditure, purchase requests and office supplies. Update mailing list of VIP staff and organizations, organized and head host of special events for the Hospital -fundraising, community health fairs, etc.
- Initiated new tracking system to follow-up on physician productivity encounter forms to ensure higher revenue (30% increase).
- Supervised secretaries and front clerks.
- Partnered with colleagues on clinic waiting time performance improvement through surveys and questionnaires.
- Prepared quarterly reports, graphs, Quality Assurance patient case reports and update departmental manuals on policies and procedures.
- Recorded proceedings and statements of meetings (agenda, scheduling, etc.)
- Processed all requisitions, invoices, supplies inventory, track time, on-call schedules and credentialing files for all physicians and staff.
Administrative Assistant, Associate Dean of Grants and Contracts
Columbia University
01.1990 - 01.1997
- Editor-in-Chief of Grants and Contracts Research Journal – published monthly and distributed to all research scientists. Met and assisted research scientists and other staff with grant and scholarship opportunities.
Trading and Operations Clerk
EF Hutton & Co Stock Brokerage Firm
01.1985 - 01.1988
- A wide range of “back office” duties that included print out daily buy and sell tickets, computer control for trading confirmation, extensive phone contacts with banks, insurance companies and other clients, monitor the opening of new accounts, closing existing accounts, distributing monthly statements to departments, clients, and account executives.
Education
MBA - Health Services and Risk Management
Metropolitan College of New York
BBA - Business Administration
Metropolitan College of New York
Skills
- Office management
- Process improvements
- Systems management
- Meeting facilitation
- Recordkeeping expertise
- Customer service
- Problem-solving
- Time management
- Attention to detail
- Verbal and written communication
- Employee supervision
- MS office
- Budget management
Accomplishments
· Initiated new tracking system to follow-up on physician productivity encounter forms to ensure higher revenue (30% increase).
· Organized and head host of special events for the Hospital, raised over $1 mil.
Languages
Spanish
Native or Bilingual
Timeline
Senior Administrator, VP of Power & Light
Wood
01.2023 - Current
Personal/Executive Assistant
Elite DNA Therapy Services
01.2021 - 01.2023
Executive Assistant, Chief Development Officer
NCH Center for Philanthropy
01.2020 - 01.2021
Senior Admissions Counselor/Operations Specialist
Metropolitan College of New York-New York, NY
01.2017 - 01.2020
Manager of Office Operations and Enrollment Services
Metropolitan College of New York
01.2012 - 01.2017
Executive Assistant to VP of Revenue Enhancement AVP of Patient Financial Services
Dell Services/ The Brooklyn Hospital Center (TBHC)
01.2011 - 01.2012
Executive Assistant to the President (Temporary Position)
Metropolitan College of New York
01.2010 - 01.2010
Executive Assistant to the President
K Backus and Associates Real Estate Consulting Firm
01.2006 - 01.2010
Executive Assistant, Chairman of Obstetrics and Gynecology
Woodhull Medical Group
01.2001 - 01.2006
Executive Assistant to the Vice President of External Affairs
The Brooklyn Hospital Center (TBHC)
01.1997 - 01.1999
Administrative Assistant, Associate Dean of Grants and Contracts
Columbia University
01.1990 - 01.1997
Trading and Operations Clerk
EF Hutton & Co Stock Brokerage Firm
01.1985 - 01.1988
BBA - Business Administration
Metropolitan College of New York
MBA - Health Services and Risk Management
Metropolitan College of New York