Johanne Caglianone
Tampa,FL
Overview
9
9
years of professional experience
1
1
Certification
Work History
Senior Executive Assistant
IntelliChief LLC
Tampa, FL
03.2017 - Current
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Handled confidential information with discretion and integrity.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Managed all aspects of catering needs for special events hosted by the organization.
- Executed special objectives and projects in response to executive team and board member requests.
- Researched and prepared information for presentations to high-level executives.
- Facilitated communication between senior management and staff.
- Conducted research and collected and analyzed data to prepare reports and documents.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Leveraged word processing software to create proposals, letters and memos.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Coordinated meeting and work schedules for staff teams and executives.
- Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.
- Greeted visitors warmly upon arrival at the office premises.
- Ensured compliance with federal, state and local employment laws.
- Developed employee orientation and training programs for new hires.
- Coordinated employee benefits programs, including health insurance and retirement plans.
- Oversaw inventory control processes ensuring availability of supplies at all times.
- Managed and tracked expenses to meet company budget requirements.
- Maintained confidential records and files related to executive operations.
- Followed proper accounting and bookkeeping procedures to support audits.
- Took detailed notes in meetings and disseminated information afterward.
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Managed daily invoices, reports and proposals.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Filtered important calls and spam calls to help executives prioritize specific clients and expedite daily operations.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Reviewed incoming reports, applications and memos to determine workplace priorities.
- Updated and implemented administrative and executive support policy changes and monitored effects.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
- Monitored incoming emails and responded accordingly in a timely manner.
- Facilitated communications by forwarding emails, transferring calls and filing documents.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Answered telephone calls from customers or clients providing assistance where necessary.
- Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Scheduled appointments for executives with external parties such as vendors or suppliers.
- Responded promptly to inquiries from customers or clients regarding products or services offered by the company.
- Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Delivered optimal administrative, customer service and case management support.
- Developed effective filing systems for easy retrieval of information when needed.
- Ensured that all relevant paperwork was completed accurately prior to submission for approval.
- Prepared invoices and drafted memos for executives.
- Coordinated multiple schedules using online calendaring system.
- Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
- Conducted research on various topics as requested by executives or senior management personnel.
- Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
- Completed day-to-day duties accurately and efficiently.
- Assisted in developing policies and procedures pertaining to office administration matters.
- Utilized advanced technical skills and expertise to troubleshoot complex problems and implement solutions.
- Managed time effectively to ensure tasks were completed on schedule and deadlines were met.
- Demonstrated strong problem-solving skills, resolving issues efficiently and effectively.
- Conducted testing of software and systems to ensure quality and reliability.
- Provided support and guidance to colleagues to maintain a collaborative work environment.
- Conducted comprehensive research and data analysis to support strategic planning and informed decision-making.
- Utilized various software and tools to streamline processes and optimize performance.
- Worked with cross-functional teams to achieve goals.
- Worked successfully with diverse group of coworkers to accomplish goals and address issues related to our products and services.
- Achieved cost-savings by developing functional solutions to problems.
- Held exit interviews and documented information discussed with employees.
- Assisted in employee recruitment, hiring and interview processes.
- Advised leadership on vacation and sick time, benefits, job services and employment discrepancies.
- Investigated workplace issues with professionalism and sensitivity and detailed incidents in reports to senior executives.
- Reported on workplace health and safety compliance to superiors.
- Worked with management to create performance measurement, employee development and employee compensation strategies.
- Launched innovative incentive program to achieve low turnover rate in highly competitive market.
- Advised leadership and personnel on driving HR policies, union negotiations, and business strategy implementation.
- Assisted in developing succession planning strategies for key positions within the organization.
- Resolved conflicts between different departments or personnel using sound judgment to maintain a harmonious work environment.
- Coordinated various benefits programs such as medical insurance, retirement plans and vacation policies.
- Handled employee discipline and termination to address policy infractions.
- Researched industry trends to inform compensation and performance strategies.
- Investigated employee relations matters through interviews with involved parties to ensure a fair resolution.
- Conducted background checks and reference checks of prospective employees.
- Developed compensation packages that are competitive yet cost effective for the organization.
- Scheduled meetings with employees to address concerns and grievances.
- Used data and analytics to improve company processes for recruitment, selection and onboarding.
- Attended conferences, workshops and special events to recruit qualified candidates for company.
- Implemented organizational change initiatives effectively while minimizing disruption in operations.
- Achieved desired work environment and performance by proactively advising and guiding employees on best practices and overseeing HR training.
- Supported top talent identification processes by interviewing candidates and executing onboarding, orientation, and benefits processes.
- Evaluated current HR processes and recommended changes when necessary to improve efficiency.
- Provided HR consultation services to leadership and department heads.
- Encouraged open communications, promoting positive and pro-employee work environment.
- Conducted employee performance reviews and implemented corrective actions to increase productivity.
- Developed hiring and recruitment policies to drive transparent and fair hiring process for selecting candidates on basis of merit and relevance with job.
- Managed full-cycle human resource operational activities to maximize HR employee performance.
- Organized team building activities to foster collaboration among staff members.
- Helped with employee transfers and referrals.
- Reviewed job descriptions regularly to ensure accuracy of duties assigned to each position.
- Managed compensation, insurance and vacation days within employee benefits programs.
- Directed HR programs, policies and processes to improve operational efficiency.
- Organized employee directories and updated individual contact information.
- Liaised between management and employees by relaying work information, adjustments and grievances.
- Assisted in the development of performance management systems including goal setting, performance reviews, corrective action plans and disciplinary procedures.
- Suggested promotions and wage increases according to employee performance.
- Compiled reports to provide management with accurate information and comply with policies and procedures.
- Aligned HR policies with federal and local regulations.
- Organized orientation sessions for new hires and provided them with onboarding information.
- Facilitated communication between management and staff by conducting regular meetings to discuss concerns or suggestions.
- Provided guidance on labor law compliance issues such as FMLA, ADA, Title VII.
- Collaborated with department managers to develop comprehensive training programs that meet the needs of each individual team member.
- Analyzed data gathered from surveys, focus groups or other methods to identify areas of improvement within the organization's HR practices.
- Created job postings, tracked applicants and maintained applicant database.
- Developed and implemented recruitment strategies to attract qualified candidates.
- Used HR website and other media to communicate HR processes, increasing understanding and consistent use.
- Created and implemented employee retention strategies.
- Identified, screened and interviewed potential employees.
- Prepared presentations to company executives regarding employee performance and retention trends.
- Maintained employee records in accordance with company policy and applicable legal requirements.
- Collaborated closely with team members to achieve project objectives and meet deadlines.
- Maintained updated knowledge through continuing education and advanced training.
- Launched wellness plans to reduce stress, boost morale and increase productivity.
- Initiated employee evaluation process and recommended policy changes to help staff progress toward desired readiness goals.
- Recruited new employees and built relationships, driving visibility.
- Identified operational weaknesses to improve or innovate people, programs and processes.
- Handled sensitive employee and company information with highest level of confidentiality and discretion.
- Created staff teams based on employee strengths and made adjustments to promote overall productivity.
- Managed inventory and supplies to ensure materials were available when needed.
Executive Assistant Manager
RIZZETTA & COMPANY INC.
Tampa, FL
10.2015 - 04.2016
- Provided administrative support to executive management team.
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
- Managed and tracked expenses to meet company budget requirements.
- Planned and controlled budgets for contracts, equipment and supplies.
- Coordinated meetings, travel arrangements and event planning activities.
- Compiled data from various sources into meaningful formats for use by executive staff members.
- Established work procedures or schedules to organize daily work of administrative staff.
- Organized and maintained files, databases and records.
- Negotiated and reviewed contracts, rates and terms with current facilities and suppliers.
- Created spreadsheets to track expenses and budgets.
- Pitched in to help with office tasks during busy periods and staff absences.
- Responded promptly to requests from external clients and internal departments in accordance with established protocols.
Education
Bachelor of Science - General Studies
University of South Florida
Tampa, FL08-2023
Associate of Science - Computer Information Systems
Hillsborough Community College
Tampa, FL06-1997
Skills
- 85 WPM Software Proficiency
- Computer skills
- Customer relations
- Teamwork and collaboration
- Good Telephone Etiquette
- Relationship building
- Google drive
- FLUENT IN Spanish
- Microsoft office
- Collaboration
- Supervision and leadership
- Team management
- Quality assurance
- Research
- Interpersonal communication
- Self-Directed
- Microsoft Word
- Written communication
- Maintenance & repair
Affiliations
- I train for Marathons and also volunteer for various organizations such as Owl's Nest Wildlife Rescue
Certification
- I am certified in Tableau
Languages
Spanish
Professional
References
References available upon request.
Timeline
Senior Executive Assistant
IntelliChief LLC
03.2017 - Current
Executive Assistant Manager
RIZZETTA & COMPANY INC.
10.2015 - 04.2016
- I am certified in Tableau
Bachelor of Science - General Studies
University of South Florida
Associate of Science - Computer Information Systems
Hillsborough Community College