Fatima Bautista
The Bronx,NY
Summary
Determined and proactive professional with experience driving success by supporting company leaders. Strong sense of urgency to anticipate and respond effectively to needs of senior-level executives. History of thriving in fast-paced, dynamic environments.
Overview
15
15
years of professional experience
1
1
Certification
Work History
Sr. Contracts Specialist
Montefiore Medical Center Moses Division
The Bronx, NY
10.2023 - Current
- Provide high-level administrative support for the clinical trials office, including coordinating meetings, managing the director's calendars, and preparing reports.
- Prepared agenda, meeting minutes, and reports for weekly meetings.
- Oversee the main contact line, maintain office supplies, and manage repairs, ensuring an organized and efficient office environment.
- Manage the OCT mailbox, respond to inquiries, and ensure efficient communication across departments.
- Identified opportunities for process optimization within the contracting function.
- Monitored and tracked contractual obligations to ensure timely execution of all contractual commitments.
- Collaborated closely with internal departments such as finance, procurement and legal teams during the contracting process.
- Maintained accurate records of all contracts in a centralized database system.
- Managed multiple projects simultaneously while maintaining strict deadlines.
- Communicated regularly with external parties regarding contract status updates or changes.
- Coordinated efforts between multiple stakeholders including vendors, customers and internal teams throughout the duration of a project.
Research Specialist
Montefiore Medical Center Moses Division
The Bronx, NY
10.2018 - 07.2025
- Managed administrative aspects of the Bronx MACS-WIHS Combined Cohort Study, including scheduling meetings, and coordinating research participant activities.
- Worked in concert with the Principal Investigator and/or Research Manager, develops and implements patient recruitment strategies.
- Participated in presenting projects, data, and reports at team meetings.
- Managed other research-related duties as assigned.
Senior Secretary VI
Albert Einstein College of Medicine
The Bronx, NY
09.2013 - 10.2018
- Provided high-level administrative support to the Director of the department by managing the calendar, scheduling meetings, and coordinating complex clinical appointments.
- Served as the designated assistant to the director.
- Coordinated travel arrangements and completed expense reports for travel reimbursement.
- Managed staff calendars and coordinated travel, meeting and hotel accommodations.
- Processed reimbursements for faculty members, and maintained monthly expense report.
- Provided support to faculty members in terms of preparing presentations, reports, and other materials.
- Coordinated communications, taking calls, responding to emails and interfacing with clients.
- Successfully planned and coordinated division events and teamwork activities.
- Monitor departmental materials and supplies, order as needed, and verify the accuracy of supplies received.
- Managed all payments for goods and services via the institution's E-Commerce system, EPRO.
- Managed the reception area, including receiving and distributing all mail and packages throughout the suite.
- Maintained administrative responsibilities while assisting in the daily activities of clinical research studies.
- Created spreadsheets in Microsoft Excel for record-keeping and reporting, for auditing purpose.
Regional Human Resources Assistant
Cigital
New York, NY
10.2010 - 11.2012
- Responsible for assisting the executive team of a mid-sized consulting company in managing, revamping, and restoring morale to the New York City regional office.
- Organized and executed client and internal special events and/or activities hosted by the Managing Principals or on behalf of the Regional Manager in NYC.
- Created and processed an expense report for Managing Principals and Principal Consultants.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Coordinated meeting and work schedules for staff teams and executives.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Scheduled appointments for executives with external parties, such as financial institutions.
- Greeted visitors warmly upon arrival at the office premises.
- Answered telephone calls from customers or clients providing assistance where necessary.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Assisted in organizing conferences, seminars and other events as directed by the executives.
- Managed all aspects of catering needs for special events hosted by the organization.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Developed effective filing systems for easy retrieval of information when needed.
- Assisted in developing policies and procedures pertaining to office administration matters.
- Maintained confidential records and files related to executive operations.
Education
Bachelor of Science - Business Administration And Management
Goldey Beacom College
Wilmington05-2007
Skills
- Executive support
- Advanced multitasking
- Strong decision-making
- Expense reporting
- Calendar management
- Office administration
- Project management
- Bilingual fluency in Spanish
- Exceptional verbal and written communication
- MS Office 365 suite (Excel, Word, PowerPoint, Teams)
- Concur
- Slack
- Adobe Acrobat DC
Affiliations
- Decorating
- Cooking
- Event planning
Certification
Good Clinical Practice (GCP)
CITI Courses
Languages
Spanish
Native/ Bilingual
Timeline
Sr. Contracts Specialist
Montefiore Medical Center Moses Division
10.2023 - Current
Research Specialist
Montefiore Medical Center Moses Division
10.2018 - 07.2025
Senior Secretary VI
Albert Einstein College of Medicine
09.2013 - 10.2018
Regional Human Resources Assistant
Cigital
10.2010 - 11.2012
Bachelor of Science - Business Administration And Management
Goldey Beacom College
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