Department Administrative Assistant

Rate, USD
Not specified
Work schedule
Full Time,
Language skills
English, Spanish
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About me

With over seven years of experience in various administrative roles, I am an expert in providing high-quality support to managers, teams, and customers across different industries. I have a Foundation in Project Management certificate from google. My most recent role was Department Administrative Assistant at Keysight Technologies, a global leader in electronic measurement and testing solutions.

In my role, I support five mid-level senior managers and their respective team leads in the Marketing department. I coordinate complex calendars, schedule meetings, and manage travel arrangements. I facilitate seamless communication within the department and across various teams, ensuring information flow is efficient. I prepare and edit correspondence, presentations, and reports while maintaining consistent formatting and accuracy. I maintain and update confidential files, records, and documents, ensuring data integrity. I handle expense reporting, budget tracking, and invoice processing in collaboration with finance. I act as a liaison between managers and external stakeholders, demonstrating professionalism and adept communication skills. I also refine administrative workflows, optimizing productivity and operational efficiency.


Professional area



Education

2011 Associates in Applied science @ Kingsborough Community College

Major Broadcasting & Journalism


Experience

07/2022-09/2023 Department Administrative Assistant @ Keysight

Prioritized manager calendars, optimized meeting schedules, and resolved scheduling conflicts, resulting in increased productivity.
Supported five Mid Level Senior Managers and ensured the smooth operation of their teams and functions. Adapted, managed multiple tasks, and maintained strong communication to accommodate my working style to each Manager’s preferences.
Equipment Procurement: Successfully ordered equipment for senior managers and their team leads, ensuring they had the necessary tools to perform their roles effectively.
Onboarding Assistance: Played a key role in onboarding new hires from start to finish, helping them integrate into the organization seamlessly.
Information Management: Prepared, updated, and organized information using various tools such as PowerPoint, Excel, and Word, contributing to efficient data management.
Travel Arrangement Optimization: Managed travel arrangements, including transportation and accommodations, based on executive preferences. Handled complex itineraries and expense processing using Concur.
Meeting Coordination: Coordinated various types of team meetings, including staff meetings, town halls, and virtual meetings, contributing to effective communication within the organization. Assisted with event planning as needed.
Online Organization and Collaboration: Maintained organization for senior managers and their teams by utilizing collaboration platforms like MS Teams and SharePoint. Identified useful functionality and assisted with troubleshooting, ensuring efficient platform use.
Process and Program Management: Contributed to process and program management tasks, such as maintaining distribution lists, distributing updates, conducting research, and preparing documents. Ensured smooth operation of various programs and processes within the organization.
Onboarding Support: Played a key role in the onboarding process for new hires, handling various aspects from start to finish.Prioritized manager calendars, optimized meeting schedules, and resolved scheduling conflicts, resulting in increased productivity. Supported five Mid Level Senior Managers and ensured the smooth operation of their teams and functions. Adapted, managed multiple tasks, and maintained strong communication to accommodate my working style to each Manager’s preferences. Equipment Procurement: Successfully ordered equipment for senior managers and their team leads, ensuring they had the necessary tools to perform their roles effectively. Onboarding Assistance: Played a key role in onboarding new hires from start to finish, helping them integrate into the organization seamlessly. Information Management: Prepared, updated, and organized information using various tools such as PowerPoint, Excel, and Word, contributing to efficient data management. Travel Arrangement Optimization: Managed travel arrangements, including transportation and accommodations, based on executive preferences. Handled complex itineraries and expense processing using Concur. Meeting Coordination: Coordinated various types of team meetings, including staff meetings, town halls, and virtual meetings, contributing to effective communication within the organization. Assisted with event planning as needed. Online Organization and Collaboration: Maintained organization for senior managers and their teams by utilizing collaboration platforms like MS Teams and SharePoint. Identified useful functionality and assisted with troubleshooting, ensuring efficient platform use. Process and Program Management: Contributed to process and program management tasks, such as maintaining distribution lists, distributing updates, conducting research, and preparing documents. Ensured smooth operation of various programs and processes within the organization. Onboarding Support: Played a key role in the onboarding process for new hires, handling various aspects from start to finish.
Skills: Concur · Expense Reports · Expense Management · Executive Support · Calendars · Project Coordination · Project Management · Administrative Assistants · Outlook · Team-oriented · Travel Arrangements

02/2022-07/2022 Operational Process Specialist @ Legalzoon

As an Operational Process Specialist, I provided small business customers with seamless onboarding experiences onto internal tools and third-party apps such as Online Accounting systems. I executed high-value manual processes to support product rollouts and operational efficiencies for customers and Expert team. I interacted with potential and new clients, onboarded them into LegalZoom’s internal systems, and provided app support and assistance.

Customer Onboarding: Provided small business customers with seamless onboarding experiences onto internal tools and third-party apps, including Online Accounting systems. Ensured a smooth transition for customers, enhancing their initial experience with your company.
Efficient Product Rollouts: Executed high-value manual processes to support product rollouts, contributing to operational efficiencies for both customers and the Expert team.
Client Interactions and Onboarding: Interacted with potential and new clients, guiding them through the onboarding process into LegalZoom’s internal systems. Provided ongoing app support and assistance, ensuring a quick and seamless client onboarding experience.
Data Management and Coordination: Coordinated with multiple teams to manage, develop, and maintain client data effectively. Contributed to the organization’s ability to access and utilize client information efficiently.As an Operational Process Specialist, I provided small business customers with seamless onboarding experiences onto internal tools and third-party apps such as Online Accounting systems. I executed high-value manual processes to support product rollouts and operational efficiencies for customers and Expert team. I interacted with potential and new clients, onboarded them into LegalZoom’s internal systems, and provided app support and assistance. Customer Onboarding: Provided small business customers with seamless onboarding experiences onto internal tools and third-party apps, including Online Accounting systems. Ensured a smooth transition for customers, enhancing their initial experience with your company. Efficient Product Rollouts: Executed high-value manual processes to support product rollouts, contributing to operational efficiencies for both customers and the Expert team. Client Interactions and Onboarding: Interacted with potential and new clients, guiding them through the onboarding process into LegalZoom’s internal systems. Provided ongoing app support and assistance, ensuring a quick and seamless client onboarding experience. Data Management and Coordination: Coordinated with multiple teams to manage, develop, and maintain client data effectively. Contributed to the organization’s ability to access and utilize client information efficiently.
Skills: Project Management · Customer Service · QuickBooks · Close Attention to Detail · Salesforce.com

10/2019-02/2022 Administrative Office Manager @ 32BJ SEIU (Services Employee International Union)

Efficient Financial Processing: Processed check requests, invoices for outside vendors, and employee expense reports promptly and accurately.
Member Support and Communication: Assisted the Grievance Representative in handling member inquiries, both over the phone and in person. Provided assistance to members in completing forms related to the grievance process.
Bilingual Communication: Served as a translator for NY/NJ members, Grievance Representative, Field Representatives, and employers during meetings, both in-person and virtually.
Meeting and Event Coordination: Reserved conference rooms via Zoom software and managed in-office meetings. Handled logistics for events at various airports, including ordering food and beverages, setting up, scanning members, and ensuring vendor payments.
Office Management: Ordered office supplies, maintained organized supply closets and storage rooms. Troubleshot office equipment issues and acted as a liaison with IT for related requests.
Database and Data Management: Processed various types of data, including membership cards, assessments, and leader/follower reports, ensuring accuracy and organization.
Communication and Correspondence: Handled email and text correspondence related to member information and dues. Processed membership cards and ID requests using databases.
Travel and Logistics: Booked travel arrangements, including hotels, cars, and Airbnb reservations, and negotiated the best prices and quality of service.
Human Resources Support: Assisted with new hires, terminations, and paperwork processing. Updated the HRP human resources database with accurate and current information.
Event Merchandise Procurement: Ordered union merchandise for events and rallies from trusted vendors.Efficient Financial Processing: Processed check requests, invoices for outside vendors, and employee expense reports promptly and accurately. Member Support and Communication: Assisted the Grievance Representative in handling member inquiries, both over the phone and in person. Provided assistance to members in completing forms related to the grievance process. Bilingual Communication: Served as a translator for NY/NJ members, Grievance Representative, Field Representatives, and employers during meetings, both in-person and virtually. Meeting and Event Coordination: Reserved conference rooms via Zoom software and managed in-office meetings. Handled logistics for events at various airports, including ordering food and beverages, setting up, scanning members, and ensuring vendor payments. Office Management: Ordered office supplies, maintained organized supply closets and storage rooms. Troubleshot office equipment issues and acted as a liaison with IT for related requests. Database and Data Management: Processed various types of data, including membership cards, assessments, and leader/follower reports, ensuring accuracy and organization. Communication and Correspondence: Handled email and text correspondence related to member information and dues. Processed membership cards and ID requests using databases. Travel and Logistics: Booked travel arrangements, including hotels, cars, and Airbnb reservations, and negotiated the best prices and quality of service. Human Resources Support: Assisted with new hires, terminations, and paperwork processing. Updated the HRP human resources database with accurate and current information. Event Merchandise Procurement: Ordered union merchandise for events and rallies from trusted vendors.
Skills: Concur · Expense Reports · Expense Management · Executive Support · Calendars · Project Coordination · Project Management · Customer Service · Microsoft Office · Office Administration · Microsoft Excel · Microsoft Word · Travel Arrangements


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