Jennifer Capellan
Executive Administrative Assitant
Teaneck,NJ
Summary
Dedicated executive 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
14
14
years of professional experience
Work History
Administrative Assistant
One Vanderbilt & One Madison Development, Hines Limited Interests Partnership
New York, NY
01.2019 - 04.2025
- Manage complex calendar scheduling, including high-profile meetings, conferences, and off-site events.
- Prepare executive-level presentations, reports, and briefing documents for high-stakes meetings.
- Process and track expense reports, maintain meticulous financial records, and adhere to budgets.
- Created travel arrangements and distributed travel details to appropriate personnel.Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Oversee office operations, including document management and internal communication protocols.
- Conducted research on various topics as requested by management.Created, updated, and managed departmental databases to streamline workflows.
- Ensured efficient operation of office equipment such as printers, copiers and fax machines along with office supplies inventory and placed orders when necessary.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Updated and managed contact lists regularly when changes occur in employee status or contact information.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Facilitated communication between different departments within the organization.
- Liaise with internal teams and external stakeholders to ensure efficient collaboration and problem resolution.Processed invoices for payment using accounting software applications.
- Developed and maintained filing systems for confidential documents and records.
Administrative Assistant
MyRegistry.com
Fort Lee, NJ
06.2016 - 06.2018
- Acted as a key liaison between the Customer Service Manager and clients, ensuring smooth communication.
- Managed high-volume phone and email correspondence, prioritizing urgent inquiries.
- Proofread and edited business correspondence, ensuring clarity and professionalism.
- Assisted in recruitment by organizing candidate resumes and scheduling interviews.
- Monitored customer service interactions, ensuring consistent client satisfaction.
- Translated Spanish for client meetings, improving engagement and customer satisfaction.
Administrative Assistant
M.Tucker da Singer LLC
Paterson, NJ
10.2011 - 12.2015
- Provided executive support, managing schedules, meetings, and correspondence.
- Screened visitors, callers, and emails for the executive team, ensuring efficient communication flow.
- Implemented administrative processes that improved office efficiency and productivity.
- Streamlined administrative processes, contributing to enhanced office efficiency.
- Managed shifting priorities and deadlines effectively, ensuring tasks were completed on time.
- Maintained and organized confidential files and records.
Education
Certificate of Cytology -
Rutgers University
05.2015
Bachelor of Science - Health-Related Professions
Fairleigh Dickinson University
05.2014
Skills
- Calendar management
- Document management
- Expense tracking
- Report preparation
- Travel & Event Coordination
- High-Level Correspondence
- Confidential Document Handling
- Project & Workflow Coordination
- Technical Proficiency
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Google Suite, Adobe Acrobat, DocuSign
- Zoom & Virtual Meeting Management
- Box & Cloud-Based Storage Systems
- Interpersonal & Leadership Skills
- Strong Communication & Relationship Building
- Discretion & Confidentiality
- Problem-Solving & Critical Thinking
- Time Management & Prioritization
- Team Collaboration & Leadership
- Travel coordination
- Database management
- Office operations
- Internal communication
- Event planning
- Data entry
- Confidential record-keeping
- Time management
- Research skills
- Videoconference preparation
- New business development
- Training and coaching
- Excel spreadsheets
- Executive management support
- Highly organized
- English & Spanish fluency
Languages
Fluent in Spanish
Languages
English
Full Professional
Spanish
Full Professional
Timeline
Administrative Assistant
One Vanderbilt & One Madison Development, Hines Limited Interests Partnership
01.2019 - 04.2025
Administrative Assistant
MyRegistry.com
06.2016 - 06.2018
Administrative Assistant
M.Tucker da Singer LLC
10.2011 - 12.2015
Certificate of Cytology -
Rutgers University
Bachelor of Science - Health-Related Professions
Fairleigh Dickinson University
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