EXECUTIVE ASSISTANT / BOOKKEEPER
SUMMARY
To find a position where I can utilize my proven skills and strong work ethic to grow professionally.
PROFESSIONAL EXPERIENCE
Executive / Personal Assistant to owner / Trial Attorney Law Offices of DeZao & DeZao
Jan 2025 Parsippany, NJ
• Provided various functions of administrative support for the lead attorney.
• Handled incoming and outgoing correspondence, including emails and phone calls.
• Made all necessary travel arrangements, including booking flights, hotels, car service, etc.
• Managed and organized the calendar, appointments and schedules.
• Handled confidential and sensitive information with discretion.
• Conducted research for decision-making.
• Assisted the office managers and attorney’s wife when requested.
• Created and edited Excel spreadsheets.
• Confirmed the paralegals and case managers had attorney prepped for court.
• Acted as a point of contact for the attorney.
• Created, organized and maintained a realistic filing system.
• Ran errands for the business and attorney’s personal needs.
Executive Assistant to the President (Contract Specialist) Corporate Jet Support
Mar 2024 Teterboro, NJ
• Management of contract schedules and deadlines.
• Handling contract correspondence and providing summaries of contract status.
• Organizing contract documentation / filing systems and updating contract renewal details.
• Completing sales orders, purchase orders and invoicing client via Database software, Quantum.
Executive / Personal Assistant to Owner Mack Management & Construction
July 2015 – January 2023 Mack-Cali Bldg., Fort Lee, NJ
• Controlled calendar, scheduled appointments, answered multi-line phones and conferencing.
• Composed emails / typed correspondence and maintained personal files.
• Assisted company Treasurer / Controller as well as Mr. Mack’s wife / children when requested.
• Ordered yearly holiday gift baskets.
• Edited personal files and Excel spreadsheets.
• General office duties including postage machine, faxing and scanning.
• Booked personal / business flights and made arrangements for entertainment outside of the office.
• Maintained and balanced personal banking accounts using QuickBooks Premier.
• Tracked office supplies and re-ordered for company as needed.
• Processed medical via Gente and Horizon BCBS for Mr. Mack and VP of Leasing.
• Wiring of funds for Mr. Mack and Capital Calls.
• Prepared agendas and detailed minutes for BOD meetings.
Executive Assistant to VP of Leasing Mack Management & Construction
January 2011 – June 2015 Mack-Cali Bldg., Fort Lee, NJ
• Oversaw calendar, scheduled appointments, answered multi-line phones and conferencing.
• Composed emails / typed correspondence and maintained property files.
• Partnered with VP and legal team with new, amended and modified leases.
• Prepared lease abstracts and memo’s / emails / FedEx packages for distribution.
• Assisted company Treasurer and Controller when requested.
• Resolved or helped to resolve tenant building repair issues.
• Billing, coding and back charging tenants for the accounting department.
• Rotated with staff to provide phone coverage for receptionist while on breaks.
• Customized and distributed monthly vacant property mailer to brokers in the community.
• Ordered yearly company holiday cards and gift baskets.
• Submitted various annual, quarterly and biannual reports including Benchmarking for LL84.
• Maintained Certificates of Insurance for company contractors.
• General office duties inc. postage machine, faxing, scanning, kitchen supplies and FedEx errands.
• Booked personal flights and made arrangements for entertainment outside of the office.
• Processed medical via Choice Strategies and Horizon BCBS.
• Purchased and replaced any broken pagers / cell phones for maintenance crew.
Bookkeeper / Employee Benefits Administrator Basil Castrovinci Associates, Inc.
June 2009 – April 2010 (Co. Relocated to Hopatcong, NJ) Jersey City, NJ
• Provided various functions of administrative support to trust funds and company supervisors.
• Oversaw funding of checking / investment accts, reviewed fund balances & processed transfers.
• Calculated expense payments relating to pension/annuity & medical benefit plans.
• Created Excel month-end tax report for pension plans.
• Ensured all accounts were reconciled monthly on QuickBooks and Excel.
• Prepared weekly bank deposits of employer contribution remittances.
• Handled benefit plan participant inquiries and calls for company supervisors.
• Headed and/or participated in special projects.
• Produced reminder & delinquency notices for loans and processed payments when received.
Bookkeeper AP & AR / Office Administrator - HR Vanguard Assoc. Property Mgmt.
March 2008 – November 2008 (Laid Off Due to Co. Downsize) Moonachie, NJ
• Managed all accounts payable and receivable along with daily bank deposits.
• Responsible for business account reconciliations and month-end reports.
• Operated and closed tenant accounts and applied rent payments.
• Handled payroll & all human resource questions relating to benefits, vacation, holiday pay & time off.
• Provided monthly tenant statements when needed & collected past due rent.
• Developed realistic payment plans with tenants.
• Worked with the company legal team to prepare paperwork for court.
• Scheduled and followed up on all maintenance concerns / repairs to keep operation running.
Bookkeeper AP & AR / Administrative Assistant South Jersey Fuel and Propane
2006 – March 2008 Cape May Court House, NJ
• Supervised all accounts payable tasks including dispersing of checks and customer refunds.
• Organized monthly statements and provided vouchers for special billing.
• Managed all accounts receivable aspects including daily billing of all delivery and service tickets.
• Applied payments to customer accounts.
• Prepared proposals for sales estimates, opened & closed customer’s accounts.
• Developed payment plans for customers.
• Filed paperwork with courts (wage executions/docketed judgments) to collect delinquent payments.
Private Business Owner Immaculate Interiors
2003 – 2006 Cape May Court House, NJ
Head Teller / Supervisor / Member of Management Cape Savings Bank
1998 – 2004 Ocean City & Somers Poin