Summary
Overview
Work History
Education
Skills
Languages
Timeline
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Jillian Ortiz

Sandy Hook,CT

Summary

Dynamic Executive Assistant with a proven track record at Hadassah, excelling in managing complex calendars and coordinating international business trips for Division Directors. Recognized for enhancing operational efficiency and maintaining confidentiality. Proven track record in enhancing operational efficiency through effective scheduling, data management, and meeting organization. Skilled in maintaining confidentiality and fostering collaboration in team environments. Bilingual in Spanish, with strong proficiency in Microsoft Office and Salesforce dedicated to supporting executive functions in a remote setting.



Overview

12
12
years of professional experience

Work History

Executive Assistant to the Director

Hadassah
08.2022 - Current
  • Provided high-level administrative support to executive team, managing calendars, scheduling meetings, and coordinating travel arrangements
  • Prepared and edited correspondence, reports, and presentations for our division team
  • Managed confidential information with utmost discretion and maintained strict confidentiality protocols
  • Screened phone calls and emails for Division Directors, prioritizing messages and responding on their behalf when necessary
  • Organized and facilitated meetings, including preparing agendas, taking minutes, and distributing meeting materials
  • Coordinated logistics for company events such as conferences, seminars, and off-site retreats
  • Managed expense reports for Division Director by accurately tracking expenses, reconciling receipts, and submitting timely reimbursement requests
  • Collaborated with cross-functional teams to coordinate projects or initiatives led by the Division Directors
  • Coordinated complex travel itineraries including flights, accommodations and ground transportation
  • Liaised between volunteer staff and Hadassah staff providing exceptional customer service support
  • Managed multiple tasks priorities simultaneously adapting changing needs deadlines seamlessly

Office Manager

Lynbrook Smiles
07.2016 - 07.2022
  • Managed daily office operations, including scheduling appointments, coordinating meetings, and handling correspondence
  • Developed and implemented efficient filing systems to improve document organization and retrieval
  • Oversaw inventory management, ensuring adequate supply levels while minimizing waste and reducing costs
  • Assisted in the recruitment process by screening resumes, conducting initial interviews, and coordinating candidate assessments
  • Collaborated with IT department to troubleshoot hardware/software issues and ensure smooth functioning of office equipment
  • Negotiated contracts with vendors for office supplies/services to secure cost-effective solutions without compromising quality or service levels
  • Provided training to new employees on company policies/procedures as well as proper use of office equipment/software tools
  • Managed relationships with external stakeholders such as clients, suppliers/vendors, contractors/subcontractors in a professional manner
  • Developed and implemented employee recognition programs to boost morale and increase employee engagement
  • Managed the office budget, tracking expenses and identifying areas for cost-saving measures
  • Led a team of administrative staff members in achieving departmental goals through effective delegation of tasks

Office Manager

Dr. Adlow
03.2013 - 07.2016
  • Assisted in the recruitment process by screening resumes, conducting initial interviews, and coordinating candidate assessments
  • Maintained confidential employee records, ensuring compliance with privacy regulations
  • Spearheaded the transition to a paperless office environment, resulting in significant cost savings and improved sustainability
  • Managed the office budget, tracking expenses and identifying areas for cost-saving measures
  • Developed and implemented efficient filing systems to improve document organization and retrieval
  • Managed daily office operations, including scheduling appointments, coordinating meetings, and handling correspondence

Education

Molloy College
Rockville Centre, NY

Skills

  • Executive support
  • Calendar management
  • Office administration
  • Time management expertise
  • Expense reporting
  • Travel arrangements
  • Cross-functional coordination
  • Exceptional organization
  • Meeting facilitation

Languages

Spanish
Native or Bilingual

Timeline

Executive Assistant to the Director

Hadassah
08.2022 - Current

Office Manager

Lynbrook Smiles
07.2016 - 07.2022

Office Manager

Dr. Adlow
03.2013 - 07.2016

Molloy College

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