Giran Ceballos
New York City,NY
Summary
Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual, and productive professional when working with little to no supervision.
Overview
16
16
years of professional experience
Work History
Adminstrative Assistant
Columbia University
10.2022 - Current
- Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
- Supported executive staff by scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Improved audio-video system performance by conducting regular maintenance and timely repair of equipment.
- Ensured seamless event production by efficiently setting up, operating, and tearing down audio-video systems.
- Enhanced audience engagement with expertly designed visual presentations and sound quality.
- Collaborated with clients to determine audio-visual event requirements, ensuring their satisfaction and successful execution.
- Delivered impactful presentations as an Audio Video Technician during trade shows or seminars.
- Set up projectors, laptops and microphones for live presentations.
- Trained event staff on proper use of audio and visual equipment.
- Increased efficiency with thorough maintenance of financial records and documentation.
- Supported the finance team by processing invoices and expense claims promptly and accurately.
- Streamlined vendor payment processes, ensuring timely disbursements to maintain strong relationships.
- Input financial data and produced reports using Concur
- Managed office inventory and ordered new supplies when items were running low.
- Pitched in to assist with special projects and additional tasks.
- Handled day-to-day accounting processes to drive financial accuracy.
- Reconciled company bank, credit card and line of credit accounts, investigating and resolving discrepancies to keep accounts audit-ready.
- Facilitated collaboration within the team by organizing regular meetings, maintaining meeting minutes, and tracking project progress.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Built and maintained excellent customer relationships through timely responses to inquiries and going above and beyond to accommodate unusual requests.
- Boosted attendee satisfaction by providing exceptional customer service and promptly addressing concerns.
- Coordinated transportation logistics for VIPs or guest speakers at certain events.
- Responded to inquiries from attendees and addressed any issues or complaints.
- Directed and supervised event staff volunteers to maintain seamless event operations.
Administrative Assistant
Yeshiva University
04.2018 - 10.2022
- General office tasks such as copying, filing, and data entry
- Perform essential clerical functions for the department such as answering phones, taking messages, sorting and distributing mail, making copies, filing and organizing office documents, and assistance with scheduling appointments and/or space
- Assist with input of incident reports or logs in electronic systems, as directed
- Maintain office supplies and equipment as needed
- Update and distribute forms, calendars and other documents
- Prepare office space and computer access for new staff, responsible to orient new employees to office policies and procedures
- Perform administrative duties to include office organization, records maintenance and coordination of functions with various individuals and organizations
- Answers questions, directs requests to appropriate partners and escorts
- Write and distribute email, correspondence memos, letters, faxes and forms
- Provide general support to visitors
- Assists with drafting, formatting, copy-editing, proof-reading, and fact-checking memos, reports, presentations, spreadsheets, and other documents
- Responds to inquiries received via phone, mail, and/or email or appropriately routes them to senior administrative employees.
Fire Safety Officer
Yeshiva University
03.2008 - 04.2018
- Verify authorization of all personnel entering the facility either throughout electronic access control or visitor management system
- Maintain situational awareness of your assigned lobby and immediately report suspicious persons or activity
- Prepare and issue picture badges for employees, contractors, and other authorized persons for the campus
- Responds to personnel and site emergencies, investigates incidents and reports findings monitors security and access equipment (cameras, alarm, Identification card readers), locks, emergency call box and intercoms systems to ensure functionality and controlled entry
- Keeps Supervision and shift personnel aware of unusual incidents or events and documents findings
- Manages unruly, abusive, or injurious individuals according to established policies and procedures
- Staffs’ security posts throughout the facility to screen visitors and guests and control access to employee workspace
- Patrol all areas of the property; assist guests with building access
- Monitor Closed Circuit Televisions, perimeter alarm system, duress alarms, and fire/life safety system
- Answer phones and reply to messages quickly and accurately, providing only non-confidential information
- Respond to all alarms, security situations, breaches, maintenance problems, and fire and building hazards
- Document all events previously listed
- Act as a first responder in emergency situations
- Contact facility manager regarding any emergencies, I.e., fire, floods, power outages, locks and broken doors.
Education
B.A. in Criminology -
John Jay College of Criminal Justice
Skills
- Travel Coordination
- Minute Taking
- Invoice Processing
- Expense Reporting
- Office Equipment Maintenance
- Data Entry
- Scheduling
Personal Information
Title: Administrative Assistant
Languages
Spanish
Native or Bilingual
Software
Microsoft Word, Excel
Timeline
Adminstrative Assistant
Columbia University
10.2022 - Current
Administrative Assistant
Yeshiva University
04.2018 - 10.2022
Fire Safety Officer
Yeshiva University
03.2008 - 04.2018
B.A. in Criminology -
John Jay College of Criminal Justice
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