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Administrative Assistant

Clinton, NJ

Work Experience

DKNY Vendor Associate Professional

Apple One for Bloomingdales, (Seasonal Position), Barley Annual Golf Tournament Events Registration, Edison, NJ

Dec 2011Dec 2011

Bloomingdales, Short Hills, NJ (Seasonal Position) 
DKNY Vendor Associate Professional 
December 12, 2011 – December 24, 2011  
Barclay Golf Tournament/Events Registration, Inc. for AppleOne Employment, Edison, NJAs a DKNY Vendor Associate Professional to enhance and delivery an exceptional special shopping experience for DKNY and Bloomingdales Customers during the Holiday Season. Adhering to Blooms standards performed as a Team Player to support the Sales Team while representing DKNY Lingerie, assisted in setting up a Display in the Women’s Department, and as Recovery assisted in the Men’s and Ralph Lauren Shops. 
Events Registration Scanner for GBarley Annual Tournament 
August 2011 
According to the Events Registration/Barclay Golf Tournament protocol rules and regulations, responsible for scanning VIP registrants members and guest for the Barclay Golf Annual Tournament in a team effort for the Barclay’s five day event.

Sr. Administrative Assistant

Act 1/Apple, Edison, NJ

2010 2010

for five Global Regulatory Affairs Director Associates, one Fellow and two rotating Students
  • --According to policies and procedures coordinate Calendars, process expenses, handle inquiry resolution, filing, maintain multi phones, general office duties, not limited to, scanning data with follow through, coordinating conference rooms for regional and international meetings while assisting admin staffing
  • --Utilize various resources and systems; Comet Expense Reporting, Help Desk, Net Catering/Conferencing, Merck Sharing, Microsoft Office Applications including Outlook Calendar, Fax/Email/Scan, and Voice Mail,
  • --Coordinate file archive and space move from previous to /new employee

Sr. Administrative Assistant/Receptionist

ReMax Town and Country, Clinton, NJ

2008 2010

to the Administrative staff and Real Estate Sales Team
  • --Streamline communications for general administration and desktop support, but not limited to, handling inquiry resolution confidential/private and general for communication between realtors, clients, agents and their attorney; routine office duties; fax, screen multi phone lines with heavy time sensitive follow up to agents and clients
  • --Managing the GSML Realtors database and E-Mails
  • --Maintain and manage real estate files from offer through closing for residential and commercial sales in order to monitor for accuracy and completeness
  • --Initiate, compose and submit activity update report for Sundays
  • --Prepare listing and buyer packets
  • --Minor accounting; Collect and record office dues, commission for deposit, rent, sale or purchases
  • --Monitor and process lock box distribution
  • -Interaction with sales media for Ads; create marketing flyers, transmit photos for posting on the Garden State Multiple Listings (GSML) and other media resources; utilize MS Excel and Word to compile, create and track vendor and updates for residential listings in Hunterdon and Somerset Counties
  • --According to procedure, secure opening and locking-up office

Office Manager

TEWorks Co, Houston, TX

2003 2007

to assist President; Set up and manage office operations with focus on Back Flow Market and Environmental Prevention; Actively research and investigate through use of the Internet and other media sources to identify and locate potential Back Flow clients and Regulatory Environmental Preventive related information
  • --Coordinate and disseminate communications using Outlook, Chat, and E-mail, Voicemail, Telephone, Direct Mailing and Fax, as required with distribution and follow through; Coordinate itineraries for President, Field Inspectors, and Clients; Coordinate meeting logistics; compliance updates and other related data through electronic filing system
  • --Utilize Back Flow and MS Word to produce technical data and general correspondences; Maintain Timekeeping Records; Quicken Software to process and compile expenditures for financial reporting; Research and interact with Vendors to implement cost effectiveness within budget guidelines

Executive Administrative/Personal Assistant to Director

NJ Performance of the Arts Center (NJPAC), Newark, NJ

1998 2003

Prioritize and execute tasks in a complex environment; Provide professional sense to the day to day operation professional and personal; Review, analyze, develop and implement cost effective and efficient methods to improve and maintain efficient work flow
  • --Handle confidential and sensitive information; Provide meeting minutes and prioritize action items with follow up; Set up and manage heavy Voice mail for Director and family members
Executive Secretary, Administrative / Personal Assistant
Cont'd Newark Blues People for NJ Performance of the Arts Center
  • --Initiate and disseminate communication via Telephone, Voice mail and Fax; Initiate set up and maintained a Voice Mail Log for a reference database
  • --Maintain intense record management and expenditures; Process and track AR/AP; Follow up on --Delinquent Accounts through direct contact and initiate Letter of Collections or cold calling
  • --Publisher and MS Office to produce literature and correspondences; Manage meeting related documentation and information for meeting agendas and travel logistics
  • --Initiate and use internal and External resources to arrange hectic priority changes for events/meetings/conferences, teaching schedule, publications and book promos for professional and personal projects
  • --Assist and coordinate with staff, community contingents, colleagues, and renowned artists with itineraries and travel logistics for rehearsals, administrative meetings, event planning for domestic, as well as, international engagements in Italy, Germany and Austria, etc.
  • --Act as Liaison to publisher, editor, other journalists, municipal and community contingents, colleagues, and media, as well as, concierge for personal projects; Assist in negotiations for Engagement and Teaching Contracts; Research and initiate speaking engagement proposals for cultural affairs activities, corporate institutions and universities, and the media
  • --Develop and maintain relationships with all artists professionally and establish a cooperative environment to promote productivity at its highest for Newark's performance, Newark's Jazz Greats

NJ Transit Engineering Plan and Development

NJ Performance of the Arts Center (NJPAC), Newark, NJ

1999 2000

  • --Administrative Assistant to coordinate for a Executive Direct Report, Departmental and Project Meetings with NJT, NY Port Authority Transportation and Engineering Consultants and administer routine office operations; Manage heavy departmental Lotus Notes to prioritize for engineering staff meetings, consultants, ARC; NJ/NY Transit, initiating thorough follow up; Maintain and process Timekeeping, Inventory Supply and Procurement Records; Initiate effective communications with Procurement to ensure departmental cost effectiveness
--Assist with executive correspondence for President's signature and maintain in/out executive log and routine record management; Coordinate engineering staff schedule for vehicle log; Initiate assistance to engineering
managers, consultants and support staff associates on various projects to ensure quality work flow and to promote and enhance our team's productivity
  • --Assist Executive Staff in coordinating a Commute Meeting between NJT President Walsh and the NJT Southeast President to negotiate a NJT new rail line connection

Executive Administrative Assistant

AT&T Marketing/Finance Divisions, Basking Ridge, NJ

1992 1999

Basking Ridge, NJ for Joule Staffers, Inc., Edison, NJ
1992 - 1999
  • --Assistant to Division and Director's Management staff, and Direct Reports to Board of Directors and their Assistants; Interact with Executive staff for special projects and day to day routine operations; Manage multiple phone lines, Tickler File appropriately; Manage heavy statistical data transcription via Voice Mail; Coordinate teleconferencing and satellite meetings
  • --Enhance management effectiveness by providing information management support; Routinely conserve management time by reading, researching and inquiry resolution, collect and analyze information and routing restricted proprietary correspondence; initiate and disseminate action items and heavy telecommunications appropriately
  • -Assist and maintain Excel data, Power Point presentations, Harvard and Freelance Graphics; Compose and draft MS Word and Samna correspondences; MS Word to maintain Executive log of all incoming/outgoing calls and correspondences; AT&T Plus to manage and coordinate complex itineraries, event planning, meeting and travel logistics
  • --Interact with Procurement for departmental compliance; Maintain Record Management; Timekeeping/Personnel Records, E-mail; VouchRite, VenderRite and Travel/Expense Reports
  • -- Negotiate and implement compliance and cost effectiveness for departmental events, meeting luncheons and travel
  • --Assist to coordinate logistics with Facilities Manager for employee new hires and termination, audio visual including space requirements

Please see Special Contract Projects below on next page

Resume (cont'd)
Miriam Allen

Special Contract Projects (three months to one year plus)

--UMDNJ, Newark, NJ (Western Staffers, Inc. Bloomfield, NJ) - Executive Secretary to Administrative Offices; Fiscal Business Administration Office, Pastoral, Patient Relations,, GYN, and Psychiatry

--UDNJ, Newark, NJ - (Western Staffers, Inc. Bloomfield, NJ) - Executive Secretary to Office Manager of Dr. Lapparelli, DDS Sr. UDNJ Chairman, renowned in his field nationally and internationally

--UMDNJ, Newark, NJ (Western Staffers, Inc. Bloomfield, NJ) - Executive Secretary - Assisted UMDNJ President, Dr. Bergen and his staff as Executive Secretary

--Both UMDNJ, Newark, NJ, and Fertility Clinic, Irvington, NJ provided Medical Transcription services over several years

--Columbia Radiologists, Somerset, NJ (Bryant Staffing, Piscataway, NJ)-Billing/Filing-Handled out/inbound calls to patients and physician for inquiry resolution and verification updates, Excel input of department's daily status report

--Ciba Geiby, Summit, NJ (Kelly Services, Inc. East Hanover, NJ) - Executive Secretary to assist Sr. Management in the event planning and coordination of a departmental RR; for RR activities, menu, transportation, reservations, and perform cost effective analysis of various national locations and routine AA duties
--Sandoz, Route 10, (Joule, Inc., Parsippany, NJ) - AA to assist Rules and Regulatory Department for routine AA duties

--A.F.S. Nursery, Newark, NJ (United Community Corporation, Newark, NJ) - Executive Admin Assistant; supervise and assist 24/7 staff of fifteen employees for routine duties, including staff scheduling and coordinating calendar with staff nurse; liaison for Executive staff at parent and community affairs and municipal affiliations

--Louis Berger Inc., E.O., NJ (Park Towers Associates Inc., East Orange, NJ) - Data Entry Project for the Nigeria Railroad Project in collaboration with US/Nigeria Louis Berger Engineering Staff, Lotus 1-2-3 to encode and edit numeric International Rail Codes for the Phase I of the first Nigeria Rail System, Invited to consult on Phase II with Project Manager

--JCP&G, East Hanover, NJ (Kelly Services, East Hanover, NJ) - While contracting as Admin Assistant requested by Public Relations Director to assist with coordination of JCE&G's northern NJ first electronic car show

-- Project Management Services (PMS) Specializing in Transportation, Telecommuting, Home and Office, Clinton, NJ -Virtual Office Manager

--First Fidelity Bank, Newark, NJ - (Norrell Services, Gateway I, Newark, NJ) Executive Secretary as backup to First Fidelity, Public Relations VP, Jack Feeley's EA; Assist in final coordination of FFBs' Annual Dinner for NJ business constituents
Third Shift, Utilizing CRT/MICR System Encoder to verify accuracy of account info and verification of info transmitted by transporter for reconciliation for various national multi-dollar accounts, process batches for incoming account payments for various companies, assist Manager in monitoring the data programming equipment, and typing correspondences

--NJPAC, Newark, NJ - Admin Assistant to retrieve the archives of "Willie The Great" native of Newark, NJ, Pianist (1800's) music scores etc; Assist in the musicians scheduling and preparations for performance as the NewArk Jazz Greats

--Fisev, South Plainfield, NJ (Bryant Staffing, Piscataway, NJ) Third Shift, Batching/verifying cash and batching banking statements for special inserts and mail outs

Customer Services:
--Switchboard Operator (Scotts Hotel/Scotts Beauty School/Salon), Newark, NJ
--Telemarketing Surveys via phone and Onsite for Opinion Research, NE London/South Plainfield, NJ), Ruby Red Restaurant (Field surveying new Central Jersey locations);
--Retail Demos and Product Sales - Willowbrook and Livingston Mall, NJ
--Customer Associate/Cashier - Lar & Mar Restaurant, Velvet Fashion Show, Newark, NJ, WaWa Food Mart, Flemington, NJ, A&P, Flanders, NJ


Customer Service orient, Computer Savvy being software friendly to all PC Applications, as well as, other electronic tools; Proficient in Microsoft Excel, Word, Power Point, MS Access Database, MS Outlook, Lotus Notes, PROFS, AT&T Plus, Concur, Ariba, SAT, Lotus 1-2-3, Quick Books, Comet Expense Reporting, Vendor/Voucher Reporting; Production tools/portal Live Meeting, Global Connect, SharePoint, Our Source, Net Catering/Conferencing, Garden State Multiple Listing; Proactive, detail orient and time sensitive with excellent follow through skills, understanding the client needs by paying attention to detail which results in superior customer service and client satisfaction; monitoring budget and managing expenses; conserving management time, coordinating multi projects, multiple and complex itineraries and travel; incorporates routine information to implement more cost effective and efficient methods to improve the bottom line.

Additional Information

Twenty years plus in High-End Corporate Environment interacting with VPs or higher; Five Plus years in Medical and Pharmaceutical Industries, Engineering, Communications, Transportation, Marketing, and the Culture Arts; Three years in Insurance Industry, Real Estate/Environmental Industries; Familiar with the Legal, and Banking Industries 
High-End Customer Base Environment - Five years Plus Customer Services, Educational Liaison, Telemarketing (Surveys/ Products), Retail/Residential/Commercial /Floor Promotional Sales)
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