Lydia Nieves
Newark,NJ
Summary
Executive Assistant with 17 years of experience supporting C-Level executives in healthcare, finance, and technology industries. Demonstrates exceptional organizational and bilingual communication skills, and excels in managing complex administrative tasks and fostering seamless operations. Known for innovative problem-solving, leadership, and dedication to enhancing executive efficiency and client service.
Overview
25
25
years of professional experience
Work History
Executive Assistant to President of Overlook Medical Center & Senior Vice President, Atlantic Health System
Atlantic Health System
02.2021 - Current
- As the Executive Assistant to the President, my role is critical in ensuring smooth operations and effective communication between the President, senior leadership, and internal and external stakeholders
- By effectively managing administrative tasks and providing support to the President and senior leadership, I contribute to the overall success and effectiveness of the hospital and its mission to deliver high-quality patient care
- Efficiently manage the calendars of C-Suite executives, including the President, scheduling appointments, meetings, and events
- Coordinate with internal and external stakeholders to schedule meetings and ensure optimal use of executives' time
- Assist in planning various Board committees, ensuring all necessary materials are prepared and distributed on time
- Consult with board members and committee chairs to coordinate meeting planning and agendas
- Organize team events, off-site retreats, and travel arrangements for executives, ensuring seamless execution and adherence to budgetary constraints
- Coordinate coordination such as venue selection, catering, transportation, and accommodations
- Review and summarize reports and documents for the President and senior leadership, highlighting key points and action items
- Prioritize multiple projects and tasks, ensuring timely completion and adherence to deadlines
- Process expense reports and invoices for the C-Suite executives, verifying accuracy and ensuring timely submission for reimbursement
- Maintain organized records of expenses and financial transactions
- Supervise the administrative team, providing guidance and support as needed to ensure efficient operations
- Delegate tasks and responsibilities effectively, fostering a collaborative and productive work environment
- Oversee special projects aimed at improving operational efficiency and enhancing patient care within the medical center and health system.
Executive Assistant
Wells Fargo
04.2019 - 02.2021
- Provide day-to-day administrative support for the business needs of a senior level banking executive which involved but not limited to, complex calendar, email management, phone calls, confidential inquiries, and more
- Managing calendars and meeting schedules of direct reports including prioritization of competing demands, ensuring that the executive is updated and have all the necessary information in advance of meetings
- Developed and implemented improved administrative processes that reduced redundancy, improved accuracy and efficiency and achieved organizational objectives
- Prioritized meeting requests with internal and external groups and establish agendas as well as planned and coordinated special events, off-sites, assisted with presentations, and developed itineraries for meetings
- Planned, budgeted, and coordinated all travel arrangements making changes as needed and preparing expense report submissions for executive and direct reports
- Collaborated with IT Department for resolving technology issues and needs for executive
- Supported with ad hoc tasks and projects, as needed by the team.
Business Initiatives Consultant 2
Wells Fargo
04.2019 - 02.2021
- Manage and implement full on-boarding functions of candidates once offer has been accepted
- Support HR leadership team in creating a smooth transition for every new associate (Contractors and FTEs)
- Oversee coordination of the new hire of all required onboarding documents including, but not limited to, employment paperwork, tax forms and background check forms, ensuring compliance with standard onboarding practices and procedures
- Responsible for appropriate follow-up of each required element in the onboarding process within time limits established and produce retention metrics reports and action plans to address deficiencies
- Liaison with HR, Training and Operations to enhance employee experience and clearance process to ensure timely implementation to the workforce and be ready on their start date
- Update and manage team organization charts and distribution lists to safeguard accuracy of staff contact information for workforce reports
- Supports team floor and other locations with ad hoc tasks
- Manage entire off-boarding process for all terminated employees (removing all systems access, consulting with all involved parties to ensure a smooth transition of company property returns).
Business Management Specialist to Chief Inclusion & Diversity Officer, HR SVP
TIAA
06.2017 - 04.2019
- Provided a full range of administrative support to the Diversity & Inclusion executive as well as her supporting team, maintained business calendars, and scheduled appointments and confidential meetings for executive
- Maintained integrity of executive's schedule, resolving conflicts, foreseeing scheduling issues, and sending and responding to invites on behalf of the executive
- Served as the first point of contact for administrative matters, managing the phone line and incoming inquiries with utmost professionalism and discretion, including overseeing requests and troubleshooting any issues
- Monitored and tracked departmental budget by reconciling invoices, PO's and team expenses and coordinated monthly budget team meetings while updating team of expenses' progress
- Continuously evaluated operating practices and procedures, determined where improvements could be made and worked with management to implement changes as appropriate
- Ensured executive was properly prepared for all meetings, printing pre-reads, providing bios on meeting participants, and anticipating prep materials
- Scheduled, coordinated, and facilitated team meetings (including reserving conference rooms, catering, A/V support), facilities usage, events, and travel arrangements, as required
- Completed and reconciled invoices thru receipts, invoices and prepares team expenses for submission and payment process.
Sr. Administrative Assistant
TIAA
04.2014 - 06.2017
- Assist executive and senior managers with multiple calendar oversight, organizational tasks, all aspects of domestic and international travel
- Coordinated off-site activities including contract negotiation, vendor coordination, team building and entertainment activities
- Tracked, monitored spending, and processed expense reports to ensure reimbursement in a timely manner
- Coordinated travel and attended the quarterly planning of the Risk Team's Board of Directors' meeting by scheduling, coordinating, and setting up guest speakers attending either virtual or in-person
- Prepare and disseminate Board meeting agendas, board book and presentations with oversite of the Chief Risk Officer
- Maintained an elevated level of professionalism and clear communication with Board members, consistently keeping them current on all pertinent ELC issues and meetings
- Assisted with coordination and execution of special projects at the request of the CRO which may include planning and coordinating multiple presentations and materials to meet project needs
- Served as a backup resource for the C-Suite Executives to support them in a wide variety of tasks and duties as delegated by the ELC and CRO
- Oriented new employees to company policies and monitored for smooth on-boarding and administrative setup
- Outside of daily responsibilities, ensured seamless office operations, including overseeing administrative staff, and providing monthly training and assessment of completion of tasks; coordinating with corporate office services with space planning, office organization, connected with mailroom to ensure timely receipt/delivery of vital job-related packages, and served as point-person for all ad hoc inquiries on the floor.
Executive Assistant to SVP of Global Tax - Contractor
Viacom
06.2013 - 05.2014
Executive Assistant to SVP of Sales & Marketing (Latin America Region)
DirecTV
08.2011 - 04.2013
Exec. Administrative Assistant to Plan President, CFO and COO
UnitedHealth Group
06.2007 - 08.2011
- Supported Plan President, CFO, and COO, ensuring seamless operations and effective communication
- Coordinated executive schedules, resulting in improved meeting efficiency and time management
- Facilitated interdepartmental communication, enhancing collaboration and project completion rates
- Managed confidential information, maintaining high levels of trust and security
- Streamlined administrative processes, contributing to measurable operational improvements
- Fostered strong relationships with internal teams and external partners, contributing to a cohesive and productive work environment.
Education
High School - Business Administration -
Abraham Clark High School
Roselle, NJ06.1978
Skills
- Office Suite (Experienced)
- Google Workspace
- Concur Travel/Expense Management (Expert)
- Calendar Management (Expert)
- Bilingual Communication (Expert)
- Event Planning (Experienced)
- Notary (Expert)
- Meeting Scheduling (Expert)
- Staff Meetings (Expert)
- Written Communication (Skillful)
- Verbal Communication (Expert)
- Executive Leadership
- Special Projects
- Organizational Skills (Expert)
- Company Policies
- Team Meetings (Expert)
- Meeting Arrangements (Expert)
- Marketing (Skillful)
- Administrative Support (Expert)
- Travel Planning (Expert)
- Office Equipment Proficiency (Expert)
- Planning Meetings (Expert)
- Expense Reports (Expert)
- Policies And Procedures (Experienced)
- Travel Reservations (Expert)
- Administrative Duties (Expert)
Timeline
Executive Assistant to President of Overlook Medical Center & Senior Vice President, Atlantic Health System
Atlantic Health System
02.2021 - Current
Executive Assistant
Wells Fargo
04.2019 - 02.2021
Business Initiatives Consultant 2
Wells Fargo
04.2019 - 02.2021
Business Management Specialist to Chief Inclusion & Diversity Officer, HR SVP
TIAA
06.2017 - 04.2019
Sr. Administrative Assistant
TIAA
04.2014 - 06.2017
Executive Assistant to SVP of Global Tax - Contractor
Viacom
06.2013 - 05.2014
Executive Assistant to SVP of Sales & Marketing (Latin America Region)
DirecTV
08.2011 - 04.2013
Exec. Administrative Assistant to Plan President, CFO and COO
UnitedHealth Group
06.2007 - 08.2011
High School - Business Administration -
Abraham Clark High School
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