Vanessa Rivas
Yonkers,NY
Summary
Results-driven Executive Assistant and Office Coordinator with over 8 years of experience providing high-level administrative support and office management in fast-paced professional environments. Highly organized and proactive, with a proven ability to manage complex calendars, coordinate executive communications, streamline office operations, and handle sensitive information with discretion. Recognized for strong decision-making, forward-thinking problem-solving, and delivering exceptional customer service while supporting leadership teams in achieving strategic objectives. Adept at juggling multiple priorities, anticipating needs, and implementing process improvements that enhance efficiency and productivity.
Overview
8
8
years of professional experience
Work History
Administrative Assistant/Office Coordinator
White Plains Hospital
White Plains, NY
06.2023 - Current
- Coordinated office scheduling and meetings for multiple managers, ensuring efficient use of time.
- Handled calls and correspondence, supporting daily operations and enhancing communication flow.
- Assisted with daily administrative tasks including scheduling, data entry, and document preparation.
- Arranged travel logistics and tracked expense records, facilitating smooth business operations.
- Supported management with reports, meeting coordination, and office operations.
- Maintained office organization and managed filing systems.
- Maintained office filing systems and prepared documentation.
- Responded to phone and email inquiries from clients and staff.
Office Coordinator
Kiddsmiles Pediatric Dentistry
White Plains, NY
07.2021 - 06.2023
- Coordinated daily office operations to enhance workflow and provide administrative support.
- Managed calendars and scheduled meetings for staff and leadership to optimize time management.
- Serve as the primary point of contact for staff, clients, and vendors.
- Maintained office supplies and equipment while nurturing vendor relationships to ensure operational readiness.
- Prepare reports, correspondence, and documentation for management.
- Assist with event coordination, internal meetings, and team activities.
- Maintain organized filing systems and ensure accuracy of office records.
- Support multiple departments with administrative tasks and project coordination.
Vascular Surgery Office Assistant / Surgical Coordinator
Vassar Hospital
Poughkeepsie, NY
09.2018 - 06.2021
- Coordinated and scheduled vascular surgical procedures for both hospital and outpatient cases to ensure timely patient care.
- Communicated with surgeons, anesthesiology teams, and hospital departments to confirm operating room availability and streamline procedure details.
- Serve as a liaison between physicians, hospital staff, and patients to ensure smooth surgical coordination.
- Verified insurance coverage and obtained prior authorizations for vascular procedures to facilitate patient access to necessary care.
- Coordinated scheduling of patient consultations, diagnostic tests, and follow-up appointments to optimize patient care.
- Provide patients with pre-operative instructions, required documentation, and surgery preparation guidelines.
- Maintain accurate patient records and update electronic health records in compliance with Health Insurance Portability and Accountability Act regulations.
Education
High School Diploma -
Spackenkill Highschool
Poughkeepsie06-2012
Associate of Science -
Westchester Community College
Valhalla, NYSkills
- Meeting & Event Coordination
- Executive Calendar Management
- Office Operations Support
- Project & Task Management
- Vendor Coordination
- Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Google Workspace
- Data Analysis
- Time Management
- Problem Solving
- Communication & Correspondence
- Confidential Document Handling
Languages
English
Native/ Bilingual
Spanish
Native/ Bilingual
Timeline
Administrative Assistant/Office Coordinator
White Plains Hospital
06.2023 - Current
Office Coordinator
Kiddsmiles Pediatric Dentistry
07.2021 - 06.2023
Vascular Surgery Office Assistant / Surgical Coordinator
Vassar Hospital
09.2018 - 06.2021
High School Diploma -
Spackenkill Highschool
Associate of Science -
Westchester Community College