Nicole Gaetano
Administrative Specialist II
Sarasota,FL
Summary
Accomplished Administrative Specialist dedicated to leading highly effective administrative teams and efficiently managing office operations with diplomacy and professionalism. Proven track record of leadership and coaching skills while supervising and monitoring employee performance, in a broad variety of management and customer service related positions. Offer keen attention to detail, and strong organizational and decision making skills to manage multiple, concurrent tasks; A self-motivated, collaborative work ethic to perform effectively in independent or team environments, with a dedication to accurately determining and achieving strategic administrative objectives.
Overview
22
22
years of professional experience
Work History
Administrative Specialist II
Sarasota County Government
01.2017 - Current
- Provide administrative support to Land Development Manager and staff;
- Maintain complex calendar; schedule and coordinate appointments, coordinate logistics, and arrange travel as necessary;
- Draft Correspondence; prepare complex reports; manage and organize paper and electronic documents and create formal presentations using PowerPoint;
- Track budget expenditures and revenues;
- Gather information for performance measures and action items; verify reports for completeness and accuracy;
- Responsibly source and coordinate ordering of office supplies, and other goods and services, utilizing Purchasing Card or other purchasing mechanisms;
- Maintain roster of Land Development Staff, including phone list and emergency contact information;
- Serve as Administrator of Land Development Services Continuity of Operations Plan (COOP);
- Act as Liaison for Engineer’s Round Table;
- Created and updated physical records and digital files to maintain current, accurate and compliant documentation;
- Prepared and distributed team-based communications to foster collaboration and enhance team morale;
- Scheduled meetings - both in person and virtual, booked conference rooms and prepared meeting agendas;
- Produced highly accurate internal and external letters and memoranda;
- Maintained and optimized Manager's calendar. Scheduled appointments and meetings both in person and virtual. Addressed conflicts with adequate time for preparation, follow-up and planning. Prepared meeting agendas;
- Resolved customer concerns efficiently to promote satisfaction and loyalty;
- Monitored and managed expenses with allotted budgets and reviewed and approved expense reports;
- Offered office-wide software support and training, troubleshooting issues and optimizing usage;
- Delivered top-notch administrative support to office staff, promoting excellence in office operations;
- Sorted, opened and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
Permitting Coordinator/Planning Assistant
Sarasota County Government
01.2013 - 01.2017
- Receive and review permit paperwork and payments, and schedule requested inspections;
- Distribute completed files to appropriate departments for review;
- Process contractor licensing requests, fees and respond to inquiries;
- Provide customer service to assist contractors, and the public, with county policies, ordinances and Florida Building Code;
- Assist Planners with research and information requests, such as Future Land Use information, Zoning designations, and Petition related inquiries;
- Process incoming petition paperwork and payments related to Pre-Applications, Special Exceptions, Rezones and Neighborhood Workshops;
- Provide excellent customer service as Planner of the Day responding to customer inquiries related to Planning, Zoning and Permitting;
- Maintain Planner of the Day schedule and calendar;
- Worked closely with applicants to determine eligibility and verify accuracy and integrity of application data;
- Assisted newly hired clerks in learning about application reviews and verification procedures, performance strategies and customer service techniques;
Community Director/National Traveler
Aspen Square Management
10.2000 - 01.2012
- Managed daily operations of multi-family housing properties of varying sizes across the US;
- Administered property related budgets, reviewed invoices, tracked costs and prepared and evaluated monthly and quarterly financial statements;
- Analyzed operational information for impact on Return on Investment (ROI), identified trends and recommended appropriate adjustments, and offered suggestions for capital improvements to maximize profitability;
- Developed annual operating budgets and forecasts;
- Supervised, mentored, and trained associates to meet and exceed performance goals;.
- Oversaw facilities maintenance and repairs to improve resident quality of life.
- Conducted inspections of property grounds, buildings and equipment to identify maintenance concerns and direct timely repairs.
- Communicated effectively with owners, residents and on-site associates.
- Promoted positive company and owner relationships through proactive attention to concerns.
- Developed and implemented innovative, comprehensive marketing campaigns to attract residents including on-site events and community outreach;.
- Introduced effective lease renewal programs;
- Developed and implemented unique and engaging activities for residents to promote successful resident retention, and minimize delinquency and vacancy loss;
- Generated professional networks by engaging in professional, industry and government organizations.
- Provided professional support to executives.
Traffic Coordinator
Oklahoma's News Channel 4
01.2008 - 01.2010
- Worked closely with Sales team to accurately execute broadcast instructions for local/national markets;
- Ensured accurate placement of insertion orders into program logs to comply with customer requirements. This included making sure spots were aired in the quantity requested - per hour - per day, as well as desired time aired and placement of ads.
- Successfully organized spots according to importance and urgency;
- Created 5-6 daily logs for assigned channel;
- Edited all changes made to ensure successful scheduling was aired;
- Managed aging commercial spots and developed and implemented new strategies and programs designed to ensure long-term clients;
- Tracked missing materials
Education
H.S. Diploma -
St. Croix Central High School
05.2020 - 06.1985
Skills
Schedule Management
Employee Development
Project management experience
Document management
Travel coordination
Cost reduction and budgeting
Business correspondence
Meeting coordination
Managing office supply inventory
As an Administrative Specialist I have experience with staff leave of absence requests on both intermittent and continuous basis, ensuring necessary paperwork was received and sent to HR for processing
Served as an evaluator for department promotional assessments
I have taken many training classes through the county which have been very helpful in developing my skills as an effective team leader and administrative professional, including but not limited to: Hallmarks of Supervisory Success, Crucial Conversations, Resolving Conflicts with your Peers, Developing Team Agility, Addressing Emotions at Work and Project Management Fundamentals
Additional Information
As a former military spouse of many years I feel I'm a great fit for this position. The skills I learned throughout that endeavor have prepared me for a position such as this in several ways, not the least of which is that I understand and respect the military (paramilitary) dynamic. The chain of command, structured environment and daily functions are very familiar to me. I believe I can add value to your group with my extensive knowledge, skills and abilities learned over 20+ years in the Air Force community.
Timeline
H.S. Diploma -
St. Croix Central High School
05.2020 - 06.1985
Administrative Specialist II
Sarasota County Government
01.2017 - Current
Permitting Coordinator/Planning Assistant
Sarasota County Government
01.2013 - 01.2017
Traffic Coordinator
Oklahoma's News Channel 4
01.2008 - 01.2010
Community Director/National Traveler
Aspen Square Management
10.2000 - 01.2012