SANDRA P. PARADA
Randolph,USA
Summary
Dynamic Executive Assistant with a proven track record at Harvard University, excelling in time management and customer relations. Expertly coordinated high-profile events and managed complex schedules, ensuring seamless operations. Recognized for enhancing departmental efficiency and delivering exceptional support services, while effectively monitoring expenses and fostering teamwork.
Overview
26
26
years of professional experience
1
1
Certification
Work History
Executive Assistant to Vice President of Campus Services
Harvard University
Cambridge, MA
09.2021 - Current
- Manage the Vice President of Campus Services’ calendar with an extensive knowledge of availability and priorities, to anticipate scheduling needs and respond to meeting requests.
- Provide professional and high-level administrative support to the Vice President of Campus Services and Senior Staff.
- Ensure that briefing materials are prepared in advance of meetings and events, which include establishing internal and external deadlines, collaborating with internal stakeholders, compiling briefing materials, and obtaining agendas.
- Serve as the principal contact and source of information for customers of the department, including faculty, students, staff, and external customers.
- Review, assess, route, answer and monitor follow up action steps on correspondence.
- Answer and route phone calls, mail and e-mail messages and handle wide-range information dissemination.
- Monitor departmental budgets including tracking expenditures and providing reports.
- Prepare monthly financial reports using HART as the on-line financial system.
- Plan and execute travel arrangements accordingly.
- Process payments, invoices, reimbursements, and corporate card statements using Concur, and B2P financial systems.
- Coordinate departmental meetings, conferences, retreats and social events. This includes reserving meeting venues, arranging media, catering, guest outreach, and materials.
- Purchase and maintain inventory of supplies for the office and kitchen area.
- Perform other related duties and projects as assigned or requested.
Staff Assistant, III
Harvard University Dining Services
Cambridge, MA
01.2012 - 09.2021
- Provided administrative and secretarial support to the Managing Director and HUDS Management Team.
- Scheduled and organized complex activities such as meetings, travel itineraries, conferences, and departmental activities for HUDS managers.
- Established, developed, maintained, updated, and retrieved filing system and email distribution lists for HUDS.
- Assisted General Managers during commencement activities.
- Acted as liaison with other departments and outside agencies, including high-level staff such as Faculty Deans, and House Administrators.
- Worked independently and with the team on special nonrecurring and ongoing projects. Acted as the point of contact for special projects, at the request of my manager, which included: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
- Typed and designed general correspondence, memos, charts, tables, graphs.
- Supported department of finances. Responsibilities: Retrieved and distributed to clients the monthly budget reports using HART, processed invoices and purchase orders in Buy-2-Pay, Quick Checks Request, Travel Reimbursements, documented corporate credit card expenses to corporate finance.
- Coordinated catering for large events and group luncheons.
- Assisted Human Resources with interview scheduling, trainings, and translation for employee grievances.
- Set up new hires by processing on-boarding forms and submit to HUIT. Arranged with Telecom cell phone requests for managers.
- Processed employee’s off-boarding forms.
- Submitted building work requests to Harvard Real Estate when needed.
- Answered and directed phone calls to appropriate parties.
- Performed general duties such as ordering supplies, faxing, opening/sorting incoming correspondence.
Operations Administrator
Harvard University
Cambridge, MA
02.2008 - 12.2011
- Provide administrative support to the Director of Building Infrastructure and Operations unit.
- Maintain the OPTIMA database by updating newly identified projects as well as completed projects and run reports.
- Maintain and update internal/external contacts for the FAS Local Emergency Plan.
- Act as the first point of contact to update and process maintenance work orders through the DMS database.
- Maintain calendars for the group, coordinate meetings and book conference rooms.
- Communicate with building managers and assist them with requests throughout completion.
- Direct incoming calls and greet walk-in visitors.
- Process invoices using Paradox system.
- Notarize contracts and other documents as needed.
- Assist with presentations and other special projects as assigned.
- Serve as back up support for various reception areas and departments.
- Handle mail, fax, photocopy, file, and order office supplies.
Risk Control Technical Assistant/Administrative Assistant
OneBeacon Insurance Group
Canton, MA
11.2000 - 09.2007
- Processed all nationwide small business C/L Risk Control recommendations on a timely manner.
- Mailed out initial and follow-up letters to insureds and agents by diary date.
- Processed all incoming response letters and attached complied recommendations into RCIS system.
- Handled incoming calls from insureds, agents, and underwriters to assist with questions in reference to status of recommendations and other issues.
- Assisted VP of Risk Control with internal/external correspondence, memos, reports, presentations, and other special projects as assigned.
- Maintained calendars, arranged conference calls, booked conference rooms, and made travel arrangements for VP of Risk Control and Small Business Manager.
- Directed visitors, incoming and outgoing phone calls appropriately.
- Drafted annual budget, budget amendments, and final budget for submission for Home Office Risk Control and regional fields.
- Kept attendance for group, ordered office supplies, collected, and processed related bills.
- Sorted mail, faxed, photocopied, and filed documents as needed.
Administrative Assistant/ Structure Settlements Assistant
OneBeacon Insurance Group
Canton, MA
08.1999 - 11.2000
- Assisted AVP and 5 members of the Property Claims Group.
- Completed Large Exposure reports and Serious Loss Advisory reports (SLA).
- Entered and updated the staff’s Property Loss Reports into the system.
- Maintained the Access and Excel database for Structure Settlement cases.
- Maintained a “Diary” of pending submissions and ensured accuracy of submissions to Life Company.
- Prepared internal/external correspondence such as memos, letters and reports and assisted with special projects as requested.
- Directed incoming calls and visitors appropriately.
- Sorted mail, faxed, photocopied, and filed documents as needed.
Education
Computer Business Systems Course - Practical experience included integration of all Microsoft packages, utilization of IBM WordPerfect, Lotus 1-2-3, DOS, Dbase IV, and Accounting
COMPUTER LEARNING CENTER
Somerville, MA06.1992
Word Processing Executive Secretary -
THE HICKOX SCHOOL
Boston, MA05.1991
Skills
- Time management
- Expense monitoring
- Support services
- Customer relations
- Event planning and execution
- Teamwork
Languages
Spanish
Native/ Bilingual
Certification
Notary Public Licensed in Massachusetts
Timeline
Executive Assistant to Vice President of Campus Services
Harvard University
09.2021 - Current
Staff Assistant, III
Harvard University Dining Services
01.2012 - 09.2021
Operations Administrator
Harvard University
02.2008 - 12.2011
Risk Control Technical Assistant/Administrative Assistant
OneBeacon Insurance Group
11.2000 - 09.2007
Administrative Assistant/ Structure Settlements Assistant
OneBeacon Insurance Group
08.1999 - 11.2000
Computer Business Systems Course - Practical experience included integration of all Microsoft packages, utilization of IBM WordPerfect, Lotus 1-2-3, DOS, Dbase IV, and Accounting
COMPUTER LEARNING CENTER
Word Processing Executive Secretary -
THE HICKOX SCHOOL