Lydia Nieves
Newark,NJ
Summary
A dynamic and purposeful Administrative Support Professional with 35+ years’ experience providing outstanding support for C-Level executives in the Financial, Technology, Media, and Healthcare industries. Exceptional organization and bilingual communication skills, strong bias for action, with an initiative-taking approach to executive support. A forward thinker with the proven capacity to motivate others through leadership, negotiation, and creative problem solving while ensuring superior client service. Organizational skills: Expert in highly confidential matters, complex calendar management, meeting planning, domestic and international travel itineraries, expense reporting and working without close supervision managing multiple projects ensuring productive workflow. Communication skills: Possess superior bilingual written and verbal communication skills, extremely confident, articulate in professional speaking abilities (and experience). Overseeing day-to-day activities working with and communicating to multiple teams, vendors, and executives
Overview
18
18
years of professional experience
Work History
Sr. Administrative 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
Executive Assistant to President of Overlook Medical Center & Senior Vice President
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.
- Coordinate leadership retreats focused on strategic planning, team building, and professional development.
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
TIAA
05.2014 - 04.2019
- Chief Inclusion & Diversity Officer, HR SVP - (2018 to 2019)
- HR COO, HR Chief of Staff, HR Business Partner - (2017 to 2018)
- 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
01.2014 - 01.2017
- Chief Risk Officer, Sr. Managing Director - (2014 to 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
Education
Diploma - Business Administration
Abraham Clark High School
Roselle, NJSkills
- Office Suite (Outlook, Word, Excel, PowerPoint, Publisher, Visio)
- Google Workspace
- Concur Travel/Expense Management
- Calendar Management
- Fluent Bilingual Communication Skills (English & Spanish)
- Event Planning
- State of NJ Licensed Notary
Languages
Spanish
Native or Bilingual
Timeline
Executive Assistant to President of Overlook Medical Center & Senior Vice President
Atlantic Health System
02.2021 - Current
Sr. Administrative Assistant
Wells Fargo
04.2019 - 02.2021
Business Initiatives Consultant 2
Wells Fargo
04.2019 - 02.2021
Business Management Specialist to
TIAA
05.2014 - 04.2019
Sr. Administrative Assistant
TIAA
01.2014 - 01.2017
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
Diploma - Business Administration
Abraham Clark High School
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