Wendy A. Gerasia
executive assistant
Colonie,NY
To know what is right and not to do it is the worst cowardice.
Confucius
Summary
Highly motivated and seasoned self-starter with proven success supporting principals and high-level executives. Demonstrated leadership, organizational skills, and the ability to manage multiple projects. Superior communication skills and a high level of comfort & confidentiality acting as a liaison for internal and external executives.
Overview
17
17
years of professional experience
Work History
Executive Assistant to Chief Technology Officer
NYS Information Technology Services
11.2022 - 04.2023
- Managed general administrative and secretarial activities of the Chief Technology Office
- Coordinated daily complex scheduling, handled executive travel in and out of state for conferences
- Coordinated, logged and tracked all correspondence and distributed mail to Executive level staff
- Prepared correspondence for signature of the NYS Chief Technology Officer (CTO) and other Executive level staff; including formatting and writing correspondence and coordinating information with other ITS staff
- Received and screened telephone inquiries from internal ITS staff, other State government officials and general public.
- Organized and set priorities of work to be accomplished on daily or weekly basis. This involved working intensely with Executive level staff to clarify work to be organized and produced, and scheduled use of meeting rooms and maintained calendars for multiple ITS Executive
- Maintained proper supplies & support for Executive Office
- Managed sensitive, confidential information in an appropriate and professional manner
- Prepared and edited reports, memos, letters, and other documents using Microsoft Office 365 without and assembled background material for more complex issues and drafted responses
- Liaised administrative matters between Executives and other State agency Executives and managerial staff
- Performed full range of supervisory responsibilities
Administrative Specialist (Asst Manager of Building & Office Services)
NYS Thruway Authority
02.2020 - 11.2022
- Supervised over 25 cleaning, janitorial, grounds, security guards, mailroom & reproduction staff at the Thruway Authority headquarters building and Henzel Powers building
- Composed employee evaluations, probationary reports, and handled disciplinary matters
- Oversaw NYS Thruway lost and found
- Handled incoming work order requests from staff such as furniture moving, cleaning, minor repairs & recycling
- Coordinated department moves and surplus/ disposal of furniture and equipment
- Placed vendor orders for reasonable accommodation requests, process P-card purchases, payment of monthly invoices for all HQ copier maintenance & vendor orders
- Handled petty cash requests, printing employee & NYS Police building and vehicle gas pump identification cards
- Processed office supply requests, provide COVID supplies to departments and send HQ wide building related email communications
- Oversaw building wide remodel, surplus and disposal of office equipment in coordination with purchasing department
- Liaised with Thruway executive staff and department of safety for building concerns.
- Created and updated records and files to maintain document compliance
- Maintained supplies inventory by checking stock to determine inventory level and ordering new supplies when inventory runs lows.
- Monitored and managed expenses with allotted budgets and reviewed and approved expense reports.
- Worked on behalf of senior leaders to complete project requirements according to schedules and within budgetary limitations.
- Conducted research to assist with routine tasks and special projects.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
Assistant Director of Administrative Services
NYS Executive Chamber
11.2018 - 02.2020
- Handled all aspects of onboarding & off boarding of executive chamber employees
- Maintained employee files, executive chamber phone directory & employee database
- Programmed/troubleshooted Avaya phones for all staff
- Assisted with travel card issuance, making travel arrangements & travel card reconciliation
- Reviewed invoices for approval and liaison with Business Service Center for troubleshooting
- Assisted executives, deputy secretaries & support staff with day to day technical or administrative issues
- Attended weekly administrative meetings to review all Budget department approvals & pending hires
- Liaison with NYS Office of General Services & NYS Police regarding any Governor's office issues
- Provide weekend coverage for incoming calls for administrative support.
- Created and updated physical records and digital files
- Trained and mentored new employees on executive chamber practices and NYS business operations.
- Created and updated records and files to maintain document compliance.
- Proven ability to learn quickly and adapt to new situations
Executive Assistant
NYS Executive Chamber
06.2018 - 11.2018
- Executive assistant support for Director of Administrative Services
- Processed onboarding & offboarding paperwork, created employee id cards, issued parking passes & assisted with new employee orientations
- Updated and maintained confidential databases and records.
- Answered phones, handled all incoming mail, & maintained director's schedule
- Prepared memos, letters & reports
- Coordinated meetings in The Blue Room of the NYS Capitol
- Assisted fellow executive assistants with problem resolution for deputy secretaries
Administrative Assistant to the Director
City School District Of Albany
07.2014 - 06.2018
- Supported Director and Assistant Directors of Pupil Personnel Services
- Coordinated district wide home tutors, processed all home-school requests and reviewed for accuracy according to NYS Education Department guidelines
- Processed & tracked district wide working papers
- Acted as district liaison with school district attorneys for student record requests & subpoenas for school records
- Prepared and coordinated all office professional development presentations for code of conduct, preventative strategies, and culturally responsive education
- Processed requests for approvals to board of education for new staff hires, conferences and contracts with outside vendors
- Provided payroll services, purchasing requisitions and obtained bids for supplies for staff of over 100.
Administrative Assistant to Grants Administrator
City School District Of Albany
01.2010 - 07.2014
- Assistant to Albany High School magnet grant administrator
- Assisted with all aspects of implementing four themed academies under three and half year $7.5 million Federal magnet grant
- Responsible for annual high school magnet lottery
- Acted as liaison to academy principals & theme coordinators for academy themed purchase orders, created contracts with consultants, handled all bids and RFQs for academy set up
- Assisted with hiring of staff and creation of themed summer camps
- Processed requisitions, purchase orders & contracts for outside consultants and vendors
- Handled professional development requests and all travel arrangements for conferences
- Monitored all budget lines of Federal magnet grant and provided detailed documentation and reports for every completed purchase for the NYS Education Department.
Administrative Assistant
City School District Of Albany Myers Middle School
01.2007 - 01.2010
- Administrative support for the Principal & Assistant Principal
- Provided high call volume telephone reception, front desk reception and assisted parents and students with various issues
- Prepared reports, correspondence and teacher evaluations and updated student records
- Student transportation liaison for over 500 students
- Handled purchase requisitions for office and teacher supplies for over 100 employees
- Responsible for creation of contracts with consultants and obtaining bids for services and supplies.
Computer Programmer (Clerk Typist)
City School District Of Albany
02.2006 - 01.2007
- High School Scheduling
- Managed creation and implementation of Albany High School master schedule for teachers and students
- Held meetings with district supervisors and administrators to troubleshoot scheduling issues
- Coordinated supervisory duties for teachers
- Maintained teacher stipend lists and processed conference requests
- Updated annual course offering book and coordinated changes with BOCES publishing staff
- Assisted with analysis and updating of data in Power School database system.
- Demonstrated strong organizational and time management skills while managing multiple projects
- Identified issues, analyzed information and provided solutions to problems
Education
High School Diploma -
06.1989
- Professional Development Courses
- Microsoft Office & 365 & Business writing courses 2020
- Deescalation in the workplace 2018
- Goal setting for employees expectations 2021
- Critical thinking skills 2022
- Supporting a Positive work environment 2022
- How to be the best supervisor you can be 2022
Graduate - Business
1989
Skills
- Virtual document sharing
- Microsoft Office
- Phone & Video conferencing
- Virtual meetings - Teams, Web Ex & Zoom
- Complex Scheduling
- Project Management
- Database Administration
- Executive staff liaison
- HR Onboarding/Off boarding
- Budget monitoring & purchasing
- Travel arrangements & reconciliation
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Executive Assistant to Chief Technology Officer - NYS Information Technology Services
11.2022 - 04.2023
Administrative Specialist (Asst Manager of Building & Office Services) - NYS Thruway Authority
02.2020 - 11.2022
Assistant Director of Administrative Services - NYS Executive Chamber
11.2018 - 02.2020
Executive Assistant - NYS Executive Chamber
06.2018 - 11.2018
Administrative Assistant to the Director - City School District Of Albany
07.2014 - 06.2018
Administrative Assistant to Grants Administrator - City School District Of Albany
01.2010 - 07.2014
Administrative Assistant - City School District Of Albany Myers Middle School
01.2007 - 01.2010
Computer Programmer (Clerk Typist) - City School District Of Albany
02.2006 - 01.2007
Professional Development Courses - High School Diploma,
Albany High School - Graduate, Business