Ruth Padilla
Delray Beach,FL
Summary
Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes. Background in providing support to Sr. executives.
Overview
10
10
years of professional experience
1
1
Certification
Work History
Executive Assistant to Sr. VP of Finance-Capital Markets, Sr. VP of Finance and Chief accounting officer
Bluegreen Vacations Unlimited Inc.
11.2019 - 04.2020
- Achievements: Worked with Executives, keeping open communication between staff and executives
- Worked closely with other Executive Assistants to coordinate board meetings and other office events
- Arranged domestic business travel arrangements for Executives
- Served as a gatekeeper, screened all incoming calls & correspondence
- Managed and updated electronically business contacts
- Managed complex expense reports on a weekly/monthly basis
- Served as a liaison between the accounting staff and Executive Team, saving time and prioritizing projects
- Coordinated Executive meetings and luncheon as needed
- Prepared and edited PowerPoint presentation for Executive meetings and road shows
- Input invoices and billings on a daily basis on Coupa software
- Handled private and sensitive information at a high Executive level of confidentiality
- Verified credit card company charges, verification of receipts along with accounting software memberships
- Maintained office supplies and mindful of budget costs
Executive Assistant to CDO
U.S. Anesthesia Partners
Fort Lauderdale, FL
02.2017 - 01.2019
- Achievements: Learned new software systems for travel and expense purposes. Built working relationships throughout all offices from Dallas to Utah. Worked with all levels of Executive Management, staff and clients.
- Responsibilities:
- Screened and coordinated new hire resumes for Business Development Team.
- Arranged relocations for new employees and hotel accommodations for new hires out of state
- Screened all proper paperwork including passports & visas as required
- Served as a gatekeeper, screened all incoming calls & reviewed correspondence as needed
- Proactively kept up to date on communications within the department and new clients
- Implemented new electronic filing system for Chief Developing Officer
- Managed complex reports for Chief Developing Officer on a weekly/monthly basis
- Arranged business travel arrangements including air, hotel and conference spaces
- Coordinated business events which included catering, holiday events and business client dinners
- Reviewed agreements and banquet proposals, BEO (banquet event order) for conferences out of state
- Researched daily for potential anesthesia company clients
- Assisted HR director and CEO as needed
Admin Secretary/Unit Secretary
MEMORIAL SLOAN KETTERING CANCER CENTER
New York, New York
11.2009 - 01.2017
- Achievements: Maintained positive working relationships with patients as well as medical professionals while providing consistent, quality service for an extended period. Learned the medical protocol and vocabulary necessary to perform administrative work required to keep a medical facility (floor) running efficiently in a high stress and fast paced environment.
- Responsibilities:
- Managed room assignments for admitted patients and coordinated family communication between doctor and patient
- Performed general office duties, such as ordering supplies, maintaining patients records, management database systems, and performing basic bookkeeping
- Assisted with dictation and transcription, provided bi-lingual translation when needed between patient and medical staff
- Prepared and composed correspondence, reports, memoranda and other private patient documents
- Processed basic payment requests, requisitions and invoices
- Maintained records and file system to effectively manage information following regulatory guidelines
- Responded to various situations in the department in addition to providing lateral services to other areas within the hospital
- Handled private and sensitive information at a high level of confidentiality
- Served as a gatekeeper for patients and medical staff
Education
Bachelor of Science - Business Administration
The University of Phoenix
01.2028
Skills
- Typing 60 WPM, Microsoft Windows Office Suite (Excel, Word, and PowerPoint), Healthcare information Systems care (Clinical Information System), Google Docs, Concur, Workday, Microsoft Teams, Zoom, MacBook Air, Works, Social Media Knowledge such as Facebook, Instagram, Twitter
- Executive support
- Schedule & calendar planning
- Administrative support
- Strong problem solver
- Office administration
- Information confidentiality
- Customer Service-oriented
- Scheduling
- Travel coordination
- Meeting planning
- Document preparation
- Advanced MS office suite
Accomplishments
- Manage complex calendars for multiple executives across multiple time zones. Reduced scheduling conflict.
- Negotiate corporate travel discounts.
- Created detailed expense reports in excess of $10,000, including currency exchanges.
- Planned corporate meetings, lunches and special events for groups of 55 + employees.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Collaborated with team of 5 in the development of charity events/office
- Raise money for multiple charities such as including susan G. Komen breast cancer org.
- Organize yearly events such as earth day, beach clean up
Affiliations
American Cancer Society
Feeding America
Certification
- Active Shooter PowerPoint Training for office Managers, Emergencies and other unexpected situations
- Communicating with Tact and Professionalism
- The Administrative/Executive Conference
- Florida Notary
- CPR certification
LANGUAGES
Bi-lingual English and Spanish (Written and Language)
Interests
- Sharing travel tips, recommendations, and insights with fellow enthusiasts
- Participating in fundraising events to support local charities, schools, or community projects
- Volunteering for community initiatives to give back to local communities and make a positive impact
- Sharing recipes, cooking tips, and culinary experiences through blogs and social media platforms
- Learning new cooking techniques and expanding my culinary skills
Timeline
Executive Assistant to Sr. VP of Finance-Capital Markets, Sr. VP of Finance and Chief accounting officer
Bluegreen Vacations Unlimited Inc.
11.2019 - 04.2020
Executive Assistant to CDO
U.S. Anesthesia Partners
02.2017 - 01.2019
Admin Secretary/Unit Secretary
MEMORIAL SLOAN KETTERING CANCER CENTER
11.2009 - 01.2017
Bachelor of Science - Business Administration
The University of Phoenix