MELISSA BIGIO ORTIZ

Work History

Executive Administrative Assistant

JP Morgan Chase Connected Commerce Rewards

09.2022 - 02.2024

Provide administrative support to 3 senior level executives
Maintain frequently changing calendars for three executives on a daily, weekly, and monthly basis
Prepare, reconcile, and track expense reports via Concur for three executives
Arrange frequent travel via Amex Travel
Prepare and submit Business Visa and other important documents for travel to India via CIBT
Arrange ground transportation in India for all the executives
Reply to incoming emails, inquiries, training on company policies and procedures about work procedures, technology, and other relevant information for new hires & existing employees
Assist with floor issues such as entering PRISM & MyTechub tickets and following through to get them completed on behalf of employees on the floor
Update to department organization charts in Visio
Order supplies and process invoices through Ariba/SAP system and maintain office supplies inventory
Maintain department distribution lists for floor and teams via MyTechub
Prepare internal mail such as large and small shipment of boxes with Chase swag and giveaways to employees in other sites as needed
Logistics with meeting set up that include however, not limited to reserving rooms, requesting their seat arrangements set up, ordering meals double checking access via Smart Access for employees visiting other sites, parking information etc
Pick-up mail and distribute to floor employees as well as maintain mail folders
Coordinate all logistics of executive level appointments, staff meetings, receptions, town halls, off-sites, and conference calls
Prepare and review materials and correspondence for meetings
Assist with creation/modification of presentations, spreadsheets, and other various documents
Organize and secure highly confidential company and employee information
Assist in special projects as needed such as volunteering in the Rewards Connected Commerce Internal & External Culture Council with various volunteering events via MyCR
Organized floor activities logistics from start to finish for floor employees that included however was not limited to ordering meals, making sure all was in order, supplies, etc
Serve as back up support for other managers or administrative staff when required
Order office supplies for Department thru Ariba System
Arrange all logistics for the ED’s and VP’s frequent leadership meetings ensuring all aspects of these ran smoothly
Volunteer as a fire warden for 1CC-17th floor

Executive Assistant II

AAA Alliance Club, Inc.

06.2021 - 10.2021

Company Overview: (Contract Job via Randstad)
Perform administrative duties in support of the executive: scheduling, coordinating, screening calls, filing, in/out correspondence and communications, etc
Manage executive’s calendar
This includes paying strict attention to details and anticipating potential changes and problems
Plan meetings as required on behalf of the organization and/or department; would include but not be limited to scheduling dates, locations, coordinating logistics, transportation needs, presentation requirements, and technology setup
Planning these meetings may be done autonomously or as part of a larger team
In a Project Analyst role, complete special projects: designing reports; capturing data, information and opinions; performing analysis; providing summaries and exception information
Update PPT presentations
Manage updates to department organization charts, new staff orientation
Prepared, reconciled, and tracked expense reports
Order office supplies for Department
Other duties as assigned
(Contract Job via Randstad)

Marketing Admin Budget Manager

Produce Marketing Association

09.2019 - 07.2020

Administrative Support:
Handle all administrative tasks necessary to assist the Chief Content Officer to maximize productivity
Proofread emails and other documents, as required
Support onboarding of new and temporary Marketing staff
Schedule meetings and conference calls
Handles general correspondence, written and verbal with vendors and staff
Takes notes and minutes at meetings as needed/transcribes flip charts
Updates PPT presentations
Distributes marketing materials to staff; maintains marketing bulletin board to ensure it displays current marketing materials
Interacts with staff members to request information and reports
Manage stationery and supplies
Manage updates to department organization charts, new staff orientation
Manage vacation and holiday schedules on team calendars
Maintain and update Department policies and Standard Operating Procedures
Submit award entries and paperwork
Manages magazine subscription and professional membership renewals
Other duties as assigned
Budget Management Support:
Administrative management of $3m+ annual Marketing budget and $500K+ Content Management budgets
Analyze and enter monthly GLs, reviewing with team members as needed
Enter budget monthlies for both Marketing and Content Management
Conduct budget review meetings with teams to monitor revenue and expenses and discusses upcoming forecasts
Develops mid-year and EOY adjusted projections with Marketing and Content Management teams
Work closely with Finance on timing of expenses and other questions
Financial Management of PN3/PO System:
Manage PO process and invoice verification across all projects for PMA Marketing
Process invoices with Finance and manage expense tracking
Send out RFQs for printing based upon requests from Art Director
Vendor and Contract Management:
Develop and manage all vendor contracts for Marketing
Conduct vendor communications as needed, particularly with EOY expenses
Maintain list of vendors and contact information

Executive Assistant to Director

State of Delaware

02.2019 - 03.2019

Company Overview: (Contract Job via 22nd Century Technologies, Inc.)
Managed calendar, travel and all expenses
Utilized customer service skills to handle all incoming calls
(Contract Job via 22nd Century Technologies, Inc.)

Executive Assistant to Chief Technology Officer

JP Morgan Chase & Co.

12.2012 - 11.2018

Provided administrative support to senior-level executives
Handled incoming calls, responded to inquiries, and clarified company policies and procedures
Prepared, reconciled, and tracked expense reports through Concur system
Ordered supplies and processed invoices through Ariba/SAP system
Maintained frequently changing calendars through Outlook
Coordinated all aspects of executive level appointments, staff meetings, receptions, town halls, off-sites and conference calls
Prepared and review materials and correspondence for meetings
Assisted with creation/modification of presentations, spreadsheets, and other various documents
Coordinated frequent travel arrangements - both international and domestic via the corporate travel website Carlson Wagonlit Travel
Organized and secured highly confidential company and employee information
Assisted in special projects as needed such as monthly highlights newsletter employees
Served as back up support for other managers or administrative staff when required
Ordered office supplies for Department thru the Ariba System
Arranged all the logistics for the VP’s frequent Leadership Meetings ensuring all hotel, restaurant, travel, PowerPoint presentations, catering were ordered in the most concise manner

Executive Assistant VP North America Service

Siemens DX

10.2008 - 12.2012

Company Overview: Consultant
Provided administrative support to a senior-level executive
Prepared, reconciled, and tracked expense reports through SPA system
Ordered supplies and processed invoices through SRM system
Handled incoming calls, responded to inquiries, clarified company policies and procedures
Maintained frequently changing calendars through Outlook
Coordinated all aspects of executive level appointments, meetings, receptions and conference calls
Coordinated frequent travel arrangements - both international and domestic
Consultant

Administrative Assistant III

Siemens DX

09.2010 - 04.2011

Company Overview: Consultant
Scan and attach the decontamination certificates in the Siebel record and also enter the notes in the notes field of all of the processes that have been followed
Enter orders in P-41 after all of the decontaminations are done
Request UCC Filing to CSC – All contract administrators request that I submit UCC Filings for the existing contracts to CSC after I have researched in the Dun and Bradstreet website
Consultant

Training Coordinator GPE Latin America

Siemens DX

10.2008 - 05.2010

Company Overview: Consultant
Expense Report Submission Director and Sr
Manager of GPE
Training coordination and logistics for the Latin America countries
Preparation of governmental documentation such as Visa Travel requests, applications etc
On behalf of the trainees that travel from the Latin America countries to the United States Embassy of the respective countries involved in the trainings upon Siemens request
Preparation, Review and Maintenance of the Latin America Monthly Budget
Preparation of Employee Bulletins, Surveys, Power Point presentations and Quarterly Newsletters for the GPE Latin America Division
Maintenance of my manager’s Outlook Calendar
Arrange travel reservations on an ongoing basis for GPE Latin America in general
Order Supplies and Instruments thru the SRM System
Administration of the Educational Support System (DESS) Website for the Latin America Region
Consultant

Overview

Work History

Executive Administrative Assistant

Executive Assistant II

Marketing Admin Budget Manager

Executive Assistant to Director

Executive Assistant to Chief Technology Officer

Executive Assistant VP North America Service

Administrative Assistant III

Training Coordinator GPE Latin America

Education

Project Management Certificate -

Diploma - Business Administration Management Concentration

Skills

Languages

Timeline

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