Stephanie Villao
Elizabeth,NJ
Summary
Detail-oriented administrative assistant with over 5 years of experience providing comprehensive support to executives and teams in fast-paced office environments. Proficient in managing calendars, coordinating meetings, and facilitating communication. Skilled in Microsoft Office Suite and adept at prioritizing tasks to meet deadlines. Strong organizational skills with a proven ability to handle multiple responsibilities simultaneously.
Overview
8
8
years of professional experience
Work History
Administrative Coordinator
CBRE Group Inc.
New York , NY
06.2021 - Current
- Process an average of 200 invoices per month with meticulous attention to detail and accuracy.
- Manage executive calendars, scheduled 30 meetings per week, and coordinated travel arrangements for 3 executives.
- Develop and maintain strong relationships with key vendors and service providers, negotiating contracts and ensuring high-quality service delivery.
- Present budget reports to senior management, providing insights and recommendations for improving cost efficiency.
Administrative Assistant
Hines Interests Limited Partnership
New York, NY
06.2019 - 05.2021
- Answered phones, greeted visitors, and directed inquiries to appropriate staff members, managing 30 calls per day.
- Managed event and conference room bookings, coordinating schedules and ensuring availability for meetings and functions.
- Processed and reconciled travel expenses for executives, meticulously tracking receipts and expenses to ensure accurate reporting.
- Reviewed and verified COIs for accuracy and compliance with contractual and insurance requirements.
Administrative Assistant
ABM Industries
NewYork, NY
06.2016 - 05.2019
- Managed office supplies and equipment, ordering replacements and coordinating repairs as needed.
- Provided ongoing support to new hires, addressing questions and concerns and serving as a point of contact for onboarding-related inquiries.
- Handled a high-volume email inbox, responding promptly to customer inquiries and resolving issues efficiently.
- Drafted, reviewed, and revised vendor contracts, ensuring accuracy and alignment with organizational objectives.
Education
Associate of Science -
Borough of Manhattan Community College of The City University of New York
New York, NY05-2021
Skills
- Office Administration
- Calendar Management
- Meeting Coordination
- Microsoft Office Suite
- Customer Service
- Time Management
- Problem-Solving
- Communication Skills
- Team Collaboration
- Database entry
Languages
Spanish
Native/ Bilingual
Timeline
Administrative Coordinator
CBRE Group Inc.
06.2021 - Current
Administrative Assistant
Hines Interests Limited Partnership
06.2019 - 05.2021
Administrative Assistant
ABM Industries
06.2016 - 05.2019
Associate of Science -
Borough of Manhattan Community College of The City University of New York
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