Music, Nursing
Vivian S. Baldonado
Executive Administrative Assistant
Miami,FL.
Summary
Highly organized executive administrative assistant experienced in supplying thorough, organized administrative support to executive teams. Proactive collaborator for events, shareholder activities and travel arrangements. Excellent record for managing administrations with desired results. Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills. Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals. Energetic leader promotes 14 years of industry experience with superior record of accomplishment. Ambitious and highly motivated executive administrative assistant surpasses demanding objectives and achieves or exceeds set goals.
Overview
23
23
years of professional experience
6
6
years of post-secondary education
1
1
Language
Work History
Administrative Executive Assistant
VITAS Healthcare
Miami, FL
01.2015 - Current
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Led staff and vendors in providing high level of service.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Volunteered to help with special projects of varying degrees of complexity.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Managed and reviewed filing and office systems.
- Coordinated events and worked on ad hoc projects.
- Filed paperwork and organized computer-based information.
- Worked with senior management to initiate new projects and assist in various processes.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Took notes and dictation at meetings.
- Answered high volume of phone calls and email inquiries.
- Screened personal and business calls and directed to appropriate party.
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
- Planned and coordinated internal meetings, off-site events and team-building exercises by selecting vendors and venues, managing budgets and developing event plans.
- Resolved administrative problems by coordinating preparation of reports, analyzing data and identifying solutions.
- Coordinated travel arrangements by booking airfare, hotel and ground transportation.
- Assisted with initial screening for different positions by setting up interviews, processing new hire paperwork and helping with payroll.
- Formatted visual presentations for speeches and meetings using state-of-the-art applications and equipment.
- Prepared correspondence, reports and other documents in final formats, using correct punctuation, capitalization, spelling, grammar and style.
- Obtained signatures for financial documents and invoices.
- Monitored premises, screened visitors, updated logs and issued passes to maintain security.
- Maintained staff directory and company policy handbook for human resources department.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Scheduled office meetings and client appointments for staff teams.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Generated reports and typed letters in Word and prepared PowerPoint presentations.
- Arranged rapid office equipment repair and maintenance with vendors.
- Supported room reservations, agenda preparation and calendar maintenance for programs, meetings and events.
Executive Administrative Assistant
Mount Sinai Medical Center
Miami, Fl.
01.2010 - 01.2015
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Updated executives on changing business needs by thoroughly documenting internal and client meetings.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Used software to coordinate meetings, appointments and tasks senior executives.
- Prepared presentations, materials and documentation for use executives in meetings and engagements.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Scheduled appointments and handled calenders for senior leadership.
- Coordinated complex annual meeting involving multiple presenters, high number of global attendees, and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
- Gathered documents, data and formulated analytics to prepare issues for discussion and reports for review.
- Transcribed phone messages and relayed to appropriate personnel.
- Offered assistance, collaboration and clerical support to auditors throughout entire review process.
- Organized and updated schedules for executives.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Created expense reports, budgets and filing systems for management team.
- Organized and coordinated conferences and monthly meetings.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
- Processed travel expenses and reimbursements for executive team and senior management group.
Executive Administrative Assistant
Crowne Plaza Miami
Kendall Miami, Fl.
02.2008 - 12.2009
- Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings
- Serve as information and communication managers for office; plan and schedule meetings and appointments; organize and maintain paper and electronic files; manage projects; conduct research; and disseminate information by using telephone, mail services, Web sites, and e-mail
- Also may handle travel arrangements and itinerary
- Prepares (or reviews) and delivers expense reports and departmental check requests (including CEO credit card bills)
- Performs related and other duties as assigned by CEO and Chief of Staff such as signing employee checks and accounts payables
- Frequent interactions with lawyers and constituents
- Handle all of CEO’s personal matters to include household finances.
Job Placement Specialist
South Florida Workforce
Miami, Fl.
11.2007 - 02.2008
- Conduct client/employee evaluations identifying needs and establishing goal towards employment
- Plan and provide pre and post placement follow ups
- Maintain accurate employer and client files
- Provide Re employment and Eligibility Assessment Project Orientation
- Perform other duties assigned
- Leveraged social media platforms and online job boards to advertise open positions and engage with potential candidates.
- Followed up with notable applicants sourced via industry-specific pipelines, events and job fairs.
- Generated specific candidate pool for career opportunities through strategic placement of advertisements, evaluation of applicant credentials, and conducting initial interviews and pre-screening assessments.
- Tracked candidates and pushed for feedback on disqualifications, time-to-fill statistics and other variables.
- Verified applicant references and employment details.
- Evaluated strengths and weaknesses of candidates through effective screening processes.
- Operated and maintained applicant tracking and candidate management systems.
- Developed recruiting strategies to identify qualified candidates and build network.
- Compiled and produced qualified candidates' information for hiring manager review and liaised between parties to coordinate formal, management interviews.
- Facilitated new employee orientations to foster positive team attitude.
- Maintained filing system of current, prospective and future positions.
- Pre-screened resumes prior to sending to corporate hiring managers for consideration.
Executive Administrative Assistant
Arcadia Real Estate
Miami, Fl.
06.2005 - 08.2007
- Developed and maintained list of available properties suited to different needs and budgets for both commercial and industrial use.
- Developed and deployed marketing collateral to promote properties and drive sales.
- Generated leads for sales and rental properties through cold calls and referrals.
- Maintained efficient office operations by handling errands and administrative functions.
- Coordinated appointments to show marketed properties.
- Developed recordkeeping systems for employee records and company documents to optimize operations and reduce project lags.
- Maintained clean reception area to promote positive, professional environment for clients.
- Assisted coworkers and staff members with special tasks on daily basis.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Liaised between clients and vendors and maintained effective lines of communication.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Established administrative work procedures to track staff's daily tasks.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Managed filing system, entered data and completed other clerical tasks.
- Volunteered to help with special projects of varying degrees of complexity.
- Conducted invoicing and investigated accounts receivables discrepancies.
- Identified and recommended changes to existing processes to improve accuracy, efficiency and quality service.
Music Teacher
North County Charter School
Miami, FL
08.2003 - 06.2005
- Familiarized students with basic concepts of music such as notes, tempo, symphony, beats, compositions and chords
- Taught music appreciation, history and fundamentals to vocalists and musicians of varying skill levels
- Consulted with parents and guardians to convene on student performance, conduct and educational prioritization
- Developed strong working relationships with teachers, parents and students to propel school and departmental vision and goals
- Taught students to identify different instruments from instrument's sound and shape
- Oversaw and approved music selections submitted by teachers and composed music for department
- Organized shows and recitals and booking musicians for classroom demonstrations
- Advanced school's creative and academic reputation in accordance with established values and vision through promotion
- Administered standardized testing and reported results by offering constructive student and staff solutions for improvement
- Mentored struggling students with individualized approach to enhance learning
- Planned and executed targeted lesson plans to instruct on music theory, music history and performance etiquette
- Devised and executed challenging and advanced curricula to foster excellence among students
- Taught curriculum enhanced lesson plans to educate 25 students about fundamentals and history of music
- Advised parents of student progress by communicating student's achievements and developing methods for improvement
- Guided and instructed 25 music students in music theory and instrument playing
- Coordinated concerts, competitions, special events and music exams for 25 students
Executive Concierge
Fontainebleau Hilton Resort & Towers
Miami, Fl.
12.1999 - 07.2004
- Facilitated visitor requests for dining and tourist attractions by researching various venues and locales
- Arranged for transportation to and from airport, train station and events for visitors
- Scheduled deliveries of flowers, gifts, and other products and made reservations for spa services and dining
- Explained security policies and procedures to guests and hotel staff to promote visitor confidence and safety
- Supported local sports teams, museums, restaurants and other tourist-oriented spots by promoting events to hotel guests
- Worked closely with guests, some VIP or celebrity, with high degree of respect for privacy
- Remedied issues quickly and effectively through active listening, conflict resolution and dynamic communication skills
- Provided each guest with list of resort's upcoming activities and events upon check-in to enhance stays
- Maintained front desk's concierge book to provide visitors with access to relevant local information
- Contacted previous guests and potential visitors via email with information on events and hotel to build clientele base
- Handled 40 calls per day to address customer inquiries and concerns
- Demonstrated respect, friendliness and willingness to help wherever needed
- Worked to maintain outstanding attendance record, consistently arriving to work ready to start immediately
- Quickly learned new skills and applied them to daily tasks, improving efficiency and productivity
- Offered friendly and efficient service to customers, handled challenging situations with ease
- Actively listened to customers, handled concerns quickly and escalated major issues to supervisor
- Participated in team-building activities to enhance working relationships
- Performed duties in accordance with applicable standards, policies and regulatory guidelines to promote safe working environment
Education
Bachelor of Arts - Vocal Performance
University of Florida
Gainesville, FL 08.2000 - 06.2003
AA - Music Education
Miami Dade College
Miami, FL 08.1997 - 06.2000
Skills
Master calender management
Affiliations
HIMSS- South Florida Chapter Health Information and Management Systems Society
Interests
Music- Teaching voice and piano
It has been a real big part of my life and it's something my mother shared with me. There are many benefits in learning to play an instrument. For example, discipline, attention and concentration, brain growth, social skills. It helps with language skills and math skills. These are just things that made me who I am today and it's something that I want to share with my daughter.
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Administrative Executive Assistant
VITAS Healthcare
01.2015 - Current
Executive Administrative Assistant
Mount Sinai Medical Center
01.2010 - 01.2015
Executive Administrative Assistant
Crowne Plaza Miami
02.2008 - 12.2009
Job Placement Specialist
South Florida Workforce
11.2007 - 02.2008
Executive Administrative Assistant
Arcadia Real Estate
06.2005 - 08.2007
Music Teacher
North County Charter School
08.2003 - 06.2005
Bachelor of Arts - Vocal Performance
University of Florida
08.2000 - 06.2003
Executive Concierge
Fontainebleau Hilton Resort & Towers
12.1999 - 07.2004
AA - Music Education
Miami Dade College
08.1997 - 06.2000
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