Maria Montserrat Smith
Miami Beach,FL
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff with over 25 years of experience. Expertly assists executive team using exceptional communication and organizational skills. Analytical problem-solver and independent decision-maker with excellent customer relations aptitude and relationship-building skills.
Overview
32
32
years of professional experience
1
1
Certificate
4
4
Languages
Work History
Executive Assistant to the Chief Executive Officer
Smith Logistic Solutions
12.2001 - Current
- Coordinated travel arrangements by booking airfare, hotel, and ground transportation, for all 7 directors and CEOs.
- Anticipated potential challenges in daily operations and devised appropriate solutions to maintain uninterrupted workflow in the executive office.
- Organized and coordinated conferences and monthly meetings contributing to smooth business operations.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Maintained confidentiality by handling sensitive information with discretion and professionalism.
- Boosted morale with event planning and coordination of company-wide functions, celebrations, or gatherings.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Used advanced software to prepare documents, reports, and presentations.
- Conducted regular audits of logistics processes to identify areas for improvement and ensure adherence to industry best practices.
- Oversaw compliance with international trade regulations, ensuring timely customs clearance for shipments.
- Trained and mentored staff, fostering a culture of continuous improvement within the department.
- Collaborated with cross-functional teams to develop strategies for reducing lead times and improving customer satisfaction.
- Trained new staff on job duties, company policies, and safety procedures for rapid onboarding.
- Coordinated daily dispatching of 23 drivers to accomplish delivery requirements.
- Managed a diverse team of professionals, fostering a positive work environment and high employee satisfaction.
Executive Assistant to Director Public Relations
VW Volkswagen Group Of America
04.1999 - 08.2001
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Coordinated events for over 300 staff members, promoting team-building activities and boosting morale within the workplace, also working on ad-hoc projects.
- Answered approximately 100 incoming phone calls and over 200 email inquiries on a daily basis.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences using advanced software; spreadsheets and databases.
Senior Office Manager
Supreme Court Of Justice
03.1992 - 03.1999
- Prepared drafts of forms, letters and agreements for legal staff use.
- Managed volumes of over 500 weekly general clerical needs such as opening and closing files, scanning sheets and faxing documents.
- Generated pleadings and other legal documents for review by attorneys and paralegals.
- Created and submitted 20 weekly legal summary to managers, covering current cases, records requests and collections statuses.
- Managed high-volume workloads with accuracy and efficiency, meeting strict deadlines and maintaining high standard of quality in all tasks.
- Maintained professionalism under pressure when dealing with challenging situations or sensitive issues requiring discretion and diplomacy.
- Maintained an organized filing system for easy access to critical documents and streamlined record-keeping practices.
- Reduced case backlog by prioritizing tasks and maintaining organized case files for easy access by attorneys.
Education
Master of Science - Political Science And Government
Florida International University
Miami, FL12.2024
Bachelor of Science - Criminal Justice
Florida International University
Miami, FL05.2018
Associate of Arts - Legal Studies
Miami Dade College
Miami, FL05.2016
Skills
- Executive Support & Staff Supervision
- Problem Resolution - Efficient multi-tasker
- Bilingual
- Proficient in Office Suite and Mac software
- Interior and landscape design lover
- Leadership and team building
Certification
- Licensed Florida Realtor - SL#3507746 - Active
- Licensed Notary Public - Commission No. HH43898 - Active
- Certified ATA Translator and Interpreter - Active
- Immigration Forms Specialist - NNA - Active
- Certificate in National Security (F.I.U. - 2017)
- Certificate in Management Analysis (Kaplan - 2023)
Languages
Spanish
Native or Bilingual
English
Native or Bilingual
French
Limited Working
Italian
Limited Working
Software
Microsoft Office
IWork Suite
MLS Matrix
Timeline
Executive Assistant to the Chief Executive Officer
Smith Logistic Solutions
12.2001 - Current
Executive Assistant to Director Public Relations
VW Volkswagen Group Of America
04.1999 - 08.2001
Senior Office Manager
Supreme Court Of Justice
03.1992 - 03.1999
Master of Science - Political Science And Government
Florida International University
Bachelor of Science - Criminal Justice
Florida International University
Associate of Arts - Legal Studies
Miami Dade College
Golfing, skiing, jet-skiing, horseback riding
In my free time I enjoy practicing all kinds of watersports with my children, or by myself, as well as skiing and golfing during the winter months.