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Executive Assistant Resume


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Resume:


Maggie Vargas (email hidden) Cell: (phone hidden)
SUMMARY
Bilingual professional with plus years experience supporting Executives and Senior Management in global environments. Executive presence with ability to react and respond to highly sensitive, visible situations.
Organized, results-oriented problem solver, work independently and as an active team player. Excellent Microsoft Office Skills (Microsoft Excel, Word, Access, Visio), internet research.

PROFESSIONAL EXPERIENCE
One Call Medical, Inc., NJ Diagnostic Scheduling Services - Present
Executive Assistant to the Chief Financial Officer (CFO)
• Acting office manager for department of employees
• Entrusted to handle confidential matters and administration with discretion, i.e. financials, bank notes, employee salaries, prepare presentations for the Board of Directors. Familiar with HIPAA Law
• Collaborate with staff on projects and reports; develop and modify new and existing PowerPoint presentations, graphs, spreadsheet data, annual budget and financial analysis management books
• Communicate with internal and external executives, i.e. banks and potential clients
• Organize travel arrangements for CFO and direct reports minimizing cost and leveraging time; set meeting agendas; reconcile and process travel expenses electronically exceeding turnaround time
• Organize meetings, golf outings, annual retreats, maintain Outlook calendars, travel schedule, and screen incoming calls—a dependable resource

Carnegie Corporation of New York, NY Non-Profit Organization -
Executive Assistant to the Vice President (VP) of Public Affairs
• Supported all supervisor's responsibilities as corporate officer; served as back-up to Coordinator for Dissemination and Media Programs and to Public Affairs Associate
• Trained and managed administrative and temporary staff on business applications systems. Coordinated and served as liaison for program-related and President's activities/events
• Answered, screened and referred large volume of telephone calls, including media calls for Vice President of Public Affairs and the Corporation. Scheduled panel discussions, to name a few: NYC Mayor’s office and NYC Schools Chancellor in preparing for the next Carnegie publication
• Scheduled appointments; tracked deadlines, organized and maintained files, including databases
• Typed, edited and distributed correspondence and prepared grant related documents including turndown letters; wrote and signed correspondence as appropriate
• Organized travel arrangements, prepared itineraries, processed travel expenses
• Coordinated and oversaw internal and external meetings including budget, venue, invitations, RSVPs
• Prepared and managed dissemination, publications and administrative budgets
• Managed the overlapping details, timing and duties of multi-member Public Affairs department

The Pepsi Bottling Group, NJ Beverage Industry -
Distributor of PepsiCo
Administrative Coordinator for the New Jersey and Mid Atlantic Units (POSITION ELIMINATED)
• Performed as liaison with Continental Arena for the NY Giants, Red Devils Promotions and authorized to purchase season tickets for customers
• Supported Market Unit General Manager (MUGM) for entire New Jersey and Mid-Atlantic units
• Prepared confidential correspondences, handled MUGM’s emails, and ran sales comparison reports
• Monitored and resolved customer complaints for non delivery of product
PepsiCo International, NY Beverage Industry
Executive Assistant to the Vice President of Finance & Controller
• Supported Vice President, Finance & Controller for Pepsi International and Direct Reports
• Served as business partner with Business Unit Controllers in Asia, Europe, South America, Middle East, Turkey, & Egypt
• Maintained busy daily calendar for VP, Finance & Controller
• Prepared daily correspondence and detailed presentations (graphs, flowcharts, etc.)
• Organized International travel to Pepsi offices around the world and acquired travel Visas
• Organized on-site and off-site meetings, video conferences and International conference calls
• Prepared monthly T&E Reports, maintained Controllers filing System

Benchmark Oncology, Inc., NJ Outsourced Service Provider for Case Management for Hospice care Sales & Marketing Assistant (phone hidden)
• Prepared for national trade shows and conferences (COMPANY CLOSED)
• Developed and maintained consistent marketing materials from first touch in cold calling to patient mailings
• Worked with Sales for development of mass mailing approach, tracked for effectiveness of sales collateral to supplement sales efforts
• Analyzed cold calling efforts and materials to determine best practices
• Recorded sales successes to adopt marketing approach as warranted
• Contributed information and ideas in order to maintain ongoing proactive high level service
• Created consistent corporate look and message i.e. stationary, business cards and pamphlets
• Drafted, typed and maintained correspondence including letters, contracts, proposals, memos, follow-up

International Medical News Group, NJ Advertising (phone hidden)
Sales Support
• Supported National Account Managers for various medical publications
• Processed insertion orders for advertisement in these books. Placed clients on the comp list in database and handled all media kit publication requests

Sitrick And Company, NY Public Relations (phone hidden)
Public Relations Assistant (I MOVED TO NEW JERSEY)
• Proofread and edited materials created in office prior to distribution to the media
• Coordinated shareholder, broker and media calls; prepared client contact sheets, media and analyst list; distributed news releases
• Assisted directors with corporate, financial, crisis and transactional communications projects
• Researched and implemented programs for numerous troubled companies operating in/out of Chapter
• Investor relations – coordinated road shows for various clients
• Researched database using Nexis and Dow Jones; Reviewed major news publications daily for clippings

Education
University of Phoenix, Jersey City, New Jersey Campus
Bachelor of Science, Business and Management, Completed

Volunteer
North Caldwell, New Jersey Police Department: Served and Supported victims for Essex County