Jessica Acosta
Miramar,FL
Summary
Candidate embarking upon a career with a dynamic company that encourages employee’s growth and promotional opportunities to mutual benefit. Personable administrative professional dedicated to cultivating positive client, staff and management connections. Highly-developed communicator with outstanding skills in complex problem-solving and conflict resolution. Expertise in resource allocation and schedule management.
Overview
9
9
years of professional experience
Work History
Executive Administrative Assistant
Segal Trials
04.2021 - Current
- Review and prepare documentation for executive staff
- Follow up emails and/or other communications received
- Assist with coordination and preparation of meetings and/or other events
- Preparing calendars, filing, faxing, copying, scanning, researching and other clerical work
- Make travel arrangements, as needed
- Coordinate reservation of the conference rooms
- Reception duties including greeting guests, calling courier, receiving incoming mail for administrative staff, preparing outgoing mail
- Maintain organization and cleanliness of the administrative suites
- Order and maintain stock of general office, cleaning, bathroom, and breakroom supplies
- Manage special projects when requested
- Perform other administrative tasks when required.
OFFICE ADMINISTRATOR
FIGUERAS SEATING COMPANY
12.2019 - 04.2020
- Maintained US BRANCH VP Calendar and travel arrangements
- Coordinated travel for all seating and equipment in the US, CANADA AND EUROPEAN BRANCH
- Coordinated and conducted monthly budget meetings for the US BRANCH
- Arranged all logistics for each project for all branches (expense reports, travel, architect drawings and PowerPoint presentations)
- Maintained excel sheets for all seating inventory, open and closed projects and monthly financial reports
- Contact person for all calls and emails for new clients and routed to the proper salesperson in the US and Canada Branch
- Organized presentations for VP tailored specifically for each new and current client
- Created agendas and recorded minutes for monthly US staff meetings
- Handled shipping and transportation for all seating and materials needed for each project
- Maintained inventory for all seating, wood samples, fabric samples and drawings via excel forms
- Handled all office supply purchases
- Worked with Microsoft word, excel, power point, google docs, adobe and data entry CRM.
Executive Assistant/ Office Manager
Susan b. anthony recovery center/Westcare Foundation
10.2018 - 11.2019
- Assisted customers having hardware, software and networking issues
- Researched employee issues to resolve complaints promptly on IT issues
- Provided helpdesk support to users of proprietary software
- Fill-in for in-house IT services, installing new desktop and configuring software and setup up of new users
- Technical troubleshooting on all campus equipment and cell phones
- Assisted with adding our new IT infrastructure
- Provide administrative support to c-suite and Management Team as needed
- Assist with Administrative events (All Staff Meetings, ERC Events, Department Meetings) during and after work hours
- Coordinated teleconference meetings and weekly meetings for c-suite and supervisors organized quarterly monthly meetings and their logistical elements( scheduling,preparing,the facility, organizing handouts and/or binders for attendees
- Arranged catering for department meetings and events
- Handled all domestic travel reservations Assisted the Account Department with quickbooks Manage and prioritize our c-suite department schedules to ensure that their time is focused on critical,strategic issues
- Maintained and recorded minutes Ensured and maintained confidentiality of all communications and documentation Performed a variety of accounting activities, such as preparing between 10 and 20 checks requests, expense reports, purchase orders, and invoices each week
- Conduct quarterly fire drills for Administrative building
- Proficient on Microsoft 365i(Excel,powerpoint and word) and Adobe Acrobat and creating forms on Medical Mime (EHR)
- Knowledgeable with Windows7,8 and 10
- Established business relations with vendors
- Provided efficient and professional administrative and clerical service to c-suite and supervisors
- Assisted with maintaining office budget, negotiated office equipment/supplies price reductions
- Point person for maintenance, mailing, shipping, supplies, equipment
- Monitor and maintain office supplies inventory
- Outreach/Research vendors for services needed (maintenance, pest control, ect) Assist with annual inspections
- Assist Human Resources Dept
- With background screening and processing new hires
- Filing
- Create packets for training and new hires Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Assisted HR with filing and updating and preparing forums Helped with Front Desk on training and assisting as backup when needed.
Executive Administrative assistant
children’s Harbor INC.
10.2015 - 10.2018
- Provide support to Administration and upper management as needed, including faxing, filing, photo copying, labeling, taking dictation
- IT support/uploading printers to server/adding emails to employee’s cell phones Troubleshooting cell phones and computer issues Maintain/Develop updated spreadsheets related to billing; data collection; client information; and programmatic outcomes
- Coordinated teleconference meetings and weekly meetings for c-suite and supervisors organized quarterly monthly meetings and their logistical elements( scheduling,preparing,the facility, organizing handouts and/or binders for attendees
- Arranged catering for department meetings and events
- Handled all domestic travel reservations Manage and prioritize our c-suite department schedules to ensure that their time is focused on critical,strategic issues
- Maintained and recorded minutes Ensured and maintained confidentiality of all communications and documentation Create forms and labels for charts Inventory assistance Quickbooks assistance to the VP of Finance Tracking and ordering office supplies and materials Selected tasks requiring driving – delivering to post office; bank deposits, contract managers; picking up supplies/donations; etc
- Mileage reimbursement given for these tasks
- Assist with fundraising or promotional events as needed and advocate Charites and companies on the organization
- Assist with accreditation (COA) tasks, including obtaining updates from the COA site and helping prepare self-study (back-up evidence).
Education
High School Diploma -
EVERGLADES HIGH SCHOOL
06.2009
Skills
- Work with a high level of discretion
- Dependable
- Positive demeanor
- Eager to learn and grow
- Able to utilize clinical training techniques (CARE) into a personal approach to business environment
- Strong written and oral communication skills
- Bi-lingual (Spanish/English)
- Business Correspondence
- Logistics Coordination
- Scheduling
- Travel Arrangements
- Expense Reporting
- Travel Coordination
Timeline
Executive Administrative Assistant
Segal Trials
04.2021 - Current
OFFICE ADMINISTRATOR
FIGUERAS SEATING COMPANY
12.2019 - 04.2020
Executive Assistant/ Office Manager
Susan b. anthony recovery center/Westcare Foundation
10.2018 - 11.2019
Executive Administrative assistant
children’s Harbor INC.
10.2015 - 10.2018
High School Diploma -
EVERGLADES HIGH SCHOOL