Mayra Rivera
West Palm Beach
Summary
Dynamic Executive Administrative Assistant with a proven track record at Sugar Cane Growers Cooperative of Florida, excelling in calendar management and travel coordination. Bilingual and results-oriented, I foster effective communication across departments, ensuring operational efficiency and enhancing team collaboration. Committed to maintaining confidentiality while driving successful project outcomes.
Overview
27
27
years of professional experience
1
1
Certification
Work History
Executive Administrative Assistant
Sugar Cane Growers Cooperative of Florida
Belle Glade
05.2022 - Current
- Managed executive schedules and coordinated meetings for leadership team.
- Organized travel arrangements and itineraries for executives and staff.
- Maintained confidential files and sensitive information securely.
- Assisted in budget tracking and expense reporting for department projects.
- Facilitated communication between departments to support operational needs.
- Provided training and support to new administrative staff members.
- Prepared agendas for meetings; took minutes during meetings; distributed meeting notes to appropriate personnel.
- Ordered office supplies as needed while monitoring inventory levels to ensure adequate stock is available at all times.
- Organized and maintained executive calendars, scheduled meetings, conferences, travel arrangements, and appointments.
- Reviewed and processed expense reports and invoices for accuracy and completeness.
- Coordinated meeting and work schedules for staff teams and executives.
- Greeted visitors upon their arrival; directed them to the appropriate destination or person; provided general information about the organization when necessary.
- Made travel arrangements for employee trips and conferences.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
Operations Associate
UG2
West Palm Beach
08.2018 - 03.2020
- Assist with day-to-day operations: perform administrative tasks for production of documents, work flow, and other services to ensure adherence to quality standards, deadlines, and proper procedure
- Act as a liaison between independent vendors on behalf of UG2
- Assist the operations manager in daily management
- Enforce departmental policies, procedures, and service standards
- Assist in the coordination of overall work of the staff for the department in accordance with the company's policies, to include reviewing work performance and motivating employees to work more effectively, identifying performance problem causes and issues and developing solutions to those problems
- Manage the staffing process, including recruiting, interviewing, hiring and onboarding
- Manage employee schedules and rosters including processing of leave and sick time
- Generate and review reports, which may include status reports, production reports, jobs in progress reports, overdue jobs report.
- Monitoring inventory and placing supply orders.
- Ensure Marketing events are properly executed with staffing and set up
- Resolve issues and complaints in accordance with company policies
- Process vendor invoices in a timely manner, maintaining direct communication and working with Related Companies Accounting Department
Showroom Sales Administrator
BLACKMAN PLUMBING
West Palm Beach
06.2017 - 08.2018
- Manage daily basis incoming calls. Warmly welcome customers who visit the showroom daily, listen to their needs and guide them to available sales staff.
- Handle complaints, provide appropriate solutions and alternatives within the time limits and follow up to ensure resolution. Maintains rapport with customers, managers, and employees by arranging continuing contacts.
- Resolve product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; following up to ensure resolution.
- Follow communication procedures, guidelines and policies.
- Process purchase orders for customers and follow up with different manufacture companies. Assist with placement of orders, refunds, or exchanges.
- Take payment information and other pertinent information such as addresses and phone numbers.
- Send the information of the purchase orders to the warehouse to release the items and track them with the different freight companies.
- Work with customer service manager to ensure proper customer service is being delivered. Verify, allocate, post and reconcile transactions.
- Process and prepare cash reports by collecting and analyzing the sales reconciliation information received from the accounting department.
- Manage and prepare bank deposits. Receive, maintain, handle and process the money from the petty cash. Provide accurate, valid and complete information by using the right methods/tools.
- Help and collaborate with the marketing department in the organization of events and activities carried out in the showroom.
- Contribute to team effort by accomplishing related results as needed.
- Communicate with Sales Associates, Manager and/or Director on work status and client issues that arise. Go the extra mile to help customers and support coworkers.
Education Department Director PR
ALMA Financial Assistance, Corp. Non-Profit Organization
11.2005 - 08.2015
- Direct and coordinated all financial educational department functions of Non-Profit Organization with ten years of management and project experience.
- Assure that department is properly staffed and re-assigned roles and responsibilities to better balance the work load within the department.
- Planned, coordinated and controlled daily operations of the financial educational department.
- Active member of Board of Directors. Designed, coordinated and complete the agenda and annual report of all the activities for the Board of Directors Annual Meeting.
- Creator of Instructional Manual and Financial Educational Program for the Company.
- Collaborated with governmental entities, private companies, administrative team members, and finance department on special projects and events.
- Created detailed administrative and procedural processes to improve accuracy and efficiency.
- Cultivated strong working relations with other industry executives. Cultivated positive relationships with other financial and education professionals, programs and associations.
- Handled all media and public relations inquiries.
- Coordinated meetings with local agencies, companies, schools, churches, and associations to offered the educational program.
- Providing support and guidance to customers interested in the proper management of their personal finances.
Spanish and History Teacher
COLEGIO NSTRA SRA DE GUADALUPE
San Juan
08.2001 - 05.2003
- Developed interesting course plans to meet academic, intellectual and social needs of students.
- Routinely met with students' parents regarding in-class issues and learning interruptions to discuss solutions.
- Used variety of teaching techniques to encourage student critical thinking and discussion in History and Spanish courses.
- Taught Creative writing to a diverse class of 20 students.
- Developed, administered and corrected tests and quizzes in a timely manner.
- Received high remarks for the creativity of classroom lesson plans and instructional techniques from students, parents and faculty.
- Combined discipline plan with effective measures and various lesson plans to increase concentration, participation, and progress student accountability.
- Designed lesson plans focused on age and level-appropriate material.
Customer Service Representative
PROCTER & GAMBLE CO
San Juan
04.1999 - 05.2001
- Organized weekly sales reports for the sales department to track product success.
- Created new processes and systems for increasing customer service satisfaction.
- Computed accurate sales prices for purchase transactions.
- Generated sales and inventory reports in Excel with data from a variety of sources.
- Promptly responded to general inquiries from members, staff, and clients via mail, e-mail and fax.
- Served as the company's bilingual Spanish/English customer service representative.
- Successfully interacted with customers and retail buyers to expedite orders.
- Communicated all merchandise needs or issues to appropriate supervisors.
Education
Bachelor's - Spanish Education
University of Puerto Rico
San Juan, PR05.2001
Skills
- Customer Service
- Order Entry
- Outlook
- Administrative assistant
- Operations management
- Budgeting
- Accounting
- MS Word
- MS Excel
- MS PowerPoint
- Good oral and written communication skills
- Bilingual
- Leadership
- Results-oriented
- Calendar management
- Expense reporting
- Travel coordination
- Confidentiality maintenance
- Office administration
- Meeting facilitation
- Maintaining schedules
- Customer service
- Scheduling
- Travel planning
- Event coordination
- Meeting planning
- Strong problem solver
Certification
- Florida 2-15 Life, Health and Annuities Insurance License, 03/01/16
- Florida 4-40 Customer Service Representative, 07/01/17
- PFE Certified Debt Management Professional, 05/01/14
References
References available upon request.
Timeline
Executive Administrative Assistant
Sugar Cane Growers Cooperative of Florida
05.2022 - Current
Operations Associate
UG2
08.2018 - 03.2020
Showroom Sales Administrator
BLACKMAN PLUMBING
06.2017 - 08.2018
Education Department Director PR
ALMA Financial Assistance, Corp. Non-Profit Organization
11.2005 - 08.2015
Spanish and History Teacher
COLEGIO NSTRA SRA DE GUADALUPE
08.2001 - 05.2003
Customer Service Representative
PROCTER & GAMBLE CO
04.1999 - 05.2001
Bachelor's - Spanish Education
University of Puerto Rico