Kayla Garcia
New York,NY
Summary
Forward-thinking administrative professional, accomplished in supporting company leaders with key functions. Skilled at managing busy schedules, organizing projects, and providing high-quality administrative support to the executive team. Demonstrates strong analytical abilities, effective prioritization, and the ability to complete tasks with professionalism and sound judgment.
Overview
9
9
years of professional experience
Work History
Executive Assistant/Office Manager
Office of the New York City Comptroller
New York, NY
10.2023 - Current
- Calendar assistance, scheduling, and other administrative assistance for two Chiefs of Staff and three Deputy Comptrollers
- Handling the lobbyist disclosure (LADR) process for two Chiefs of Staff and three Deputy Comptrollers
- Monitoring the inbox and telephone for the comptroller's general line.
- Manage the Board Room calendar and the facilities/BIST needs for meetings in the board room.
- Ensured the coffee station and reception area were clean, organized, and fully stocked
- Maintained kitchen area cleanliness and inventory, ensuring supplies were consistently replenished
- Work with the Facilities team, IT, and other departments regarding Executive Office needs
- Provided front desk coverage during staff absences, managing incoming calls, visitor check-ins, and general inquiries
- Being the ARAS point person for the Executive department, making ARAS requests for Comms, Policy, Executive, Equity, and other departments if needed
- Formatting letters for the Comptroller's signature
- Maintaining an archive system for CBL letters and files
- Taking notes in meetings, as requested by Comms, Policy, Executive, or Public Affairs
- Assisted the comptroller and staffing team as needed, providing administrative and operational support
- Facilitated communication between departments to streamline project support and enhance collaboration
- Organized and coordinated meetings, including logistics, materials, and follow-up actions
- Tracked and reconciled expense reports, ensuring compliance with budgetary constraints
- Handled incoming correspondence, filtering and prioritizing based on urgency and relevance
- Provided logistical support for events, ensuring all arrangements met executive expectations
- Streamlined administrative processes to improve office efficiency and reduce turnaround times
- Maintained company confidence and protected business operations by keeping sensitive information confidential
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities
- Ensured compliance with applicable laws regarding employment practices
Practice Manager
Curated Mental Health
New York, NY
02.2021 - 09.2023
- Coordinated patient care initiatives to enhance service delivery across multiple departments
- Implemented staff training programs to improve operational efficiency and service quality
- Monitored performance metrics to identify areas for improvement and streamline operations
- Ensured compliance with healthcare regulations and standards through regular audits and training
- Facilitated communication between clinical and administrative teams to enhance collaboration
- Promoted a positive workplace culture through team-building activities and open communication
- Coordinated patient feedback initiatives to gather insights for service enhancement
- Communicated with patients compassionately, while maintaining patient privacy
- Complied with OSHA and HIPAA regulations
- Coordinated staff recruitment, training, and scheduling activities.
- Managed inventory levels to ensure adequate supplies while minimizing waste
- Conducted performance reviews to support staff development and improve team productivity
- Resolved escalated customer service issues promptly, while maintaining a high level of professionalism
- Managed vendor relationships for supplies and services related to the practice
- Oversaw all aspects of day-to-day practice operations, including front desk reception, appointment scheduling, billing and coding, and insurance verification
- Ordered supplies needed and kept tabs on inventory levels
- Conducted regular meetings with staff to discuss operational issues and ensure proper communication between departments
Executive Assistant
Great Performances
New York, NY
01.2017 - 01.2021
- Coordinated travel arrangements, accommodations, and personal assistance through collaboration with executive assistants
- Maintained confidentiality of sensitive information to protect business operations and company integrity
- Managed the master calendar to schedule meetings across multiple time zones effectively
- Handled high-priority issues with professional administrative discretion and efficiency
- Tracked expenses meticulously to adhere to budget requirements
- Created proposals, letters, and memos utilizing advanced word-processing software
- Selected catering services for events, optimizing cost and menu options based on client needs
- Monitored and responded to incoming communications, ensuring timely and appropriate follow-up
- Trained new administrative staff on company policies and procedures, fostering a collaborative environment
- Assisted in planning and executing company events, enhancing team engagement and morale
Education
Bachelor of Arts -
Lehman College
Bronx, NY01-2027
Associate of Applied Science - Early Childhood Education
Bronx Community College
Bronx, NY05-2020
High School Diploma -
Richard R Green HST
New York, NY05-2011
Skills
- Administrative support
- Effective communication
- Team collaboration
- Problem resolution
- Event coordination
- Calendar management
- Task delegation
- Mail management
- Multi-line phone proficiency
- Document handling
- Information confidentiality
- Staff management
- Travel administration
- Executive support
Timeline
Executive Assistant/Office Manager
Office of the New York City Comptroller
10.2023 - Current
Practice Manager
Curated Mental Health
02.2021 - 09.2023
Executive Assistant
Great Performances
01.2017 - 01.2021
Bachelor of Arts -
Lehman College
Associate of Applied Science - Early Childhood Education
Bronx Community College
High School Diploma -
Richard R Green HST