Administrative Specialist
Gina Dplana
JMT Social Marketing
Miramar,FL
2
Languages
30
years of professional experience
Experienced Executive Assistant with a strong background in executive support, calendar management, travel coordination, and confidential information handling. Known for managing complex priorities, supporting smooth operations, and keeping leadership organized and prepared.
Work History
Executive Assistant
8 Years 6 Months- Coordinated domestic and international travel, itineraries, and expense reporting with precision.
- Drafted correspondence, presentations, and briefing materials for leadership and client meetings.
- Managed executive calendars, meeting logistics, and priority scheduling across competing deadlines.
- Tracked action items, project status, and follow-up tasks to maintain workflow continuity.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized and coordinated conferences and monthly meetings.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
Translator/Client Services Supervisor
7 Years 1 Month- Interpreted conversations and meetings to support clear cross-language communication.
- Translated written materials while preserving tone, intent, and cultural accuracy.
- Proofread translated content to maintain terminology consistency and linguistic quality.
- Developed glossaries and style guides for recurring trade and business terminology.
- Collaborated with internal teams to clarify source content and resolve language ambiguities.
- Reviewed sensitive documents for accuracy, confidentiality, and compliance with requirements.
- Reviewed final work to spot and correct errors in punctuation, grammar, and translation.
- Managed multiple projects simultaneously while maintaining strict deadlines and attention to detail.
- Assisted non-native English-speaking colleagues with document editing, improving overall team productivity and communication quality.
- Provided real-time interpretation services during conferences, contributing to seamless communication between speakers and attendees.
Logistics Coordinator
9 Years 1 Month- Managed shipment documentation, ensuring compliance with customs, aviation, and import-export requirements.
- Coordinated cargo schedules, aligning shipment timing with flight operations and ground handling teams.
- Liaised with carriers, vendors, and station teams to maintain accurate delivery coordination.
- Monitored freight status through tracking systems, resolving delays and rerouting issues promptly.
- Streamlined shipping workflows, improving accuracy in booking, dispatch, and receipt processes.
- Prepared logistics reports, providing clear updates on shipment movement and exceptions.
- Tracked orders and notified customers of status or potential delays.
- Collaborated with sales and customer service teams to address client concerns and expedite orders when necessary.
- Ensured compliance with industry regulations, reducing the risk of fines or penalties.
- Adapted quickly to unexpected disruptions in the supply chain, developing contingency plans to minimize negative impacts on business operations.
- Established an effective communication system between departments involved in logistics coordination ensuring seamless information flow.
- Developed relationships with key vendors, securing preferential treatment in pricing and terms negotiation.
- Improved order accuracy through meticulous data entry and verification processes.
- Reduced transportation costs by negotiating favorable contracts with carriers.
- Optimized transportation strategies by analyzing route performance data and adjusting plans accordingly.
- Streamlined shipment processes, resulting in fewer errors and increased customer satisfaction.
- Coordinated emergency logistics responses, ensuring rapid delivery of critical supplies during unexpected events.
- Balanced budget constraints with logistics requirements to optimize resource allocation.
Documents Agent
5 Years 4 Months- Managed guest inquiries regarding reservations, itineraries, and onboard services using cruise booking systems.
- Resolved booking changes, cancellations, and special requests while maintaining accurate record updates.
- Communicated fare rules, travel requirements, and policy details to support informed guest decisions.
- Coordinated with internal departments to address service issues and deliver timely guest follow-up.
- Assisted guests through pre-cruise planning, including travel logistics and excursion information.
- Documented service interactions thoroughly to support continuity and consistent customer support.
- Applied company procedures to handle sensitive situations calmly and maintain guest satisfaction.
- Maintained accurate records of client communications, transactions, policies, and other relevant documentation for seamless operations within the agency.
- De-escalated and resolved customer complaints with punctual, polite and professional service.
- Delivered exceptional customer service by proactively addressing concerns and fostering a positive experience throughout all interactions.
- Assisted clients in navigating the claims process, ensuring timely resolution of issues and optimal outcomes.
- Streamlined documentation process, reducing turnaround time for contract approvals.
Education
Associate of Science - Health Administration
No Degree - Basic
High School Diploma
Skills
Executive support
Calendar management
Travel coordination
Expense reporting
Meeting planning
Document preparation
Office management
Office administration
Admin assistance
Workflow management
Report generation
Report analysis
Database management
Excel management
Process optimization
Client relations
Customer service focus
Interdepartmental communication
Attention to detail
Information confidentiality
Strategic planning
Problem solving
Appointment setting
Travel arrangements
Proofreading
Advanced MS Office
Recruitment coordination
Recruitment coordination
Report generation
Report analysis
Software Experience
SAP,Quickbooks,Microsoft 365, Microsoft Excel , Salesforce, Macola,ERP Systems, Shopify,
Languages
English
Full Professional
Spanish
Full Professional
Timeline
Executive Assistant
JMT Social Marketing
01.2018 - 07.2026Read More
Translator/Client Services Supervisor
Trade Winds
12.2010 - 01.2018Read More
Logistics Coordinator
Amsa Airlines
11.2001 - 12.2010Read More
Documents Agent
Carnival Cruise Lines
06.1996 - 10.2001Read More
Edison Private School
No Degree from Basic
Read More
FNU
Associate of Science from Health Administration
Read More
Pace High School
High School Diploma
Read More