Gabriela Padilla
Coral Springs,FL
Summary
Strategic and detail-oriented Executive Assistant with over 12 years of experience in administrative coordination, scheduling, and operations management. Adept at supporting senior leaders with discretion and professionalism while ensuring seamless calendar management, travel coordination, and event planning. Excels in cross-organizational collaboration, problem-solving, and process improvement to enhance efficiency and meet company objectives. Fluent in English and Spanish, facilitating effective communication across diverse teams
Overview
13
13
years of professional experience
Work History
Senior Executive Assistant
Paley Orthopedic & Spine Institute
Boca Raton, FL
09.2023 - Current
- Act as the primary point of contact for the Director of The Levy Shoulder to Hand Center, ensuring seamless scheduling and proactive calendar management
- Coordinate meetings and staff engagements, handling logistics, PowerPoint presentations, and facility reservations.
- Arrange complex domestic and international travel, including air, hotel, and ground transportation, ensuring smooth itineraries.
- Enhance communication efficiency by leveraging bilingual skills, reducing misunderstandings by 20%.
- Streamline administrative operations, improving efficiency by 25% .
Senior Executive Assistant /Assistant Manager
Columbia University Medical Center, Department of Orthopedics
New York, NY
06.2016 - 05.2023
- Provided executive-level administrative support to the Division Chief, managing day-to-day operations and prioritizing tasks for maximum efficiency.
- Maintained up-to-date organization charts and role movements, ensuring adherence to internal tracking processes.
- Scheduled and coordinated over 100 surgical procedures per month, minimizing scheduling errors by 15%.
- Managed internal and external communication, including 50+ daily emails and 30+ calls, with a 98% task completion rate.
- Led the training of new associates on scheduling and calendar management, ensuring smooth transitions and high efficiency
Executive Assistant /Assistant Manager
Columbia University Medical Center, Department of Urology
New York, NY
01.2014 - 06.2016
- Organized and proactively managed complex calendars for the senior leadership, ensuring optimal scheduling and adherence to priorities.
- Coordinated executive travel arrangements, conference registrations, and itinerary management, securing a 100% reimbursement approval rate.
- Processed and tracked expenses, ensuring 100% compliance with company financial policies.
- Facilitated staff meetings,department events, including venue booking, catering, and presentation preparation.
- Managed the annual renewal of medical licenses for five doctors, preventing compliance lapses
Medical Administrator
Columbia University Medical Center, Department of Urology
New York, NY
08.2013 - 01.2014
- Oversaw office administration, managed phone communications, and maintained patient records
- Reconciled daily cash payments with a 0% discrepancy rate
- Ensured 100% stock availability, reducing supply shortages by 30%
Lead Patient Services Representative
Pediatrics 2000
New York, NY
12.2011 - 06.2013
- Processed patient registrations and insurance authorizations
- Scheduled 50+ appointments weekly with a 95% approval rate
- Improved scheduling efficiency by 20% through enhanced referral coordination
Education
High School Diploma -
Skills
- Executive Calendar Management
- Travel Coordination
- Expense Reporting
- Compliance & Documentation
- Correspondence & Communication
- Customer & Vendor Relations
- Process Improvement
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook), Concur, WebEx
- Google Drive & Online Collaboration Tools
Timeline
Senior Executive Assistant
Paley Orthopedic & Spine Institute
09.2023 - Current
Senior Executive Assistant /Assistant Manager
Columbia University Medical Center, Department of Orthopedics
06.2016 - 05.2023
Executive Assistant /Assistant Manager
Columbia University Medical Center, Department of Urology
01.2014 - 06.2016
Medical Administrator
Columbia University Medical Center, Department of Urology
08.2013 - 01.2014
Lead Patient Services Representative
Pediatrics 2000
12.2011 - 06.2013
High School Diploma -
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