Summary
Overview
Work History
Education
Skills
Affiliations
Languages
Timeline
Generic

Gema Foster

Yonkers,NY

Summary

Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals. Proven track record of maintaining efficient office operations. Expertise in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes. Experienced Executive Secretary provides comprehensive administrative support to upper level team. Adept at managing calendars, preparing reports and coordinating meetings. Demonstrates excellent customer service, problem-solving, and communication skills. Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills. Driven and resourceful administrative professional with 15+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. 15 Driven and resourceful administrative professional with 15+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.

Overview

16
16
years of professional experience

Work History

Executive Assistant

FCB Global
09.2013 - 10.2023
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
  • Improved office efficiency by implementing new filing systems and document management processes.
  • Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
  • Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
  • Served as a liaison between departments to facilitate effective communication throughout the company.
  • Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
  • Handled payroll processing tasks accurately while maintaining strict adherence to deadlines for timely payments.
  • Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
  • Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
  • Handled confidential and sensitive information with discretion and tact.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Organized and coordinated conferences and monthly meetings.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Facilitated training and onboarding for incoming office staff.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Filed paperwork and organized computer-based information.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Upheld strict timetables by maintaining accurate, balanced calendars.
  • Promoted team productivity by keeping supplies organized and well-stocked.

Office Manager/Administrative Assistant

Nat'l Center For Comm. Schools/ CAS
04.2008 - 08.2013
  • Streamlined office operations by implementing efficient filing systems and organizational strategies.
  • Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
  • Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.
  • Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
  • Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
  • Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
  • Developed comprehensive policy manuals outlining procedures and guidelines, contributing to a well-organized workplace culture.
  • Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
  • Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
  • Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
  • Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
  • Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
  • Organized travel arrangements for executives by researching cost-effective options while accommodating individual preferences.
  • Optimized workspace usage by reorganizing floor plans according to team needs and office layout constraints.
  • Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
  • Supported department heads in accomplishing their goals through diligent administrative assistance such as report generation and data entry.
  • Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
  • Maintained computer and physical filing systems.
  • Created, maintained and updated filing systems for paper and electronic documents.
  • Developed and maintained successful relationships with vendors, suppliers and contractors.
  • Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
  • Coordinated special projects and managed schedules.
  • Defined clear targets and objectives and communicated to other team members.
  • Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
  • Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
  • Ensured accurate record-keeping with diligent data entry and database management for vital company information.
  • Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
  • Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
  • Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
  • Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
  • Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
  • Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
  • Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
  • Created and maintained databases to track and record customer data.
  • Scheduled office meetings and client appointments for staff teams.
  • Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
  • Assisted coworkers and staff members with special tasks on daily basis.
  • Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
  • Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
  • Volunteered to help with special projects of varying degrees of complexity.

Education

Bachelor of Science - Forensic Psychology

John Jay College of Criminal Justice of The City University of New York
New York, NY
05.2003

Skills

  • Scheduling
  • Report Writing
  • Invoice Processing
  • Risk Management
  • Meeting Planning
  • Customer Service
  • Travel Administration
  • Technical Support
  • Expense Reporting
  • Office Management
  • Administrative Support
  • Professional and Mature
  • Advanced MS Office Suite
  • Schedule & Calendar Planning
  • Videoconference Preparation
  • Interpersonal Communication
  • Schedule Management
  • Office Administration
  • Payroll
  • Resourceful
  • Strong Problem Solver
  • Conflict Management
  • Excel Spreadsheets
  • Conference Planning
  • Travel Coordination
  • Executive Support
  • Customer Service-Oriented
  • Event Coordination
  • Team Collaboration
  • Effective Communication
  • Inventory Management
  • Attention to Detail
  • Organizational Skills
  • Calendar Management

Affiliations

  • Gardening, DIY, Reading

Languages

Spanish
Native or Bilingual

Timeline

Executive Assistant

FCB Global
09.2013 - 10.2023

Office Manager/Administrative Assistant

Nat'l Center For Comm. Schools/ CAS
04.2008 - 08.2013

Bachelor of Science - Forensic Psychology

John Jay College of Criminal Justice of The City University of New York

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Gema Foster