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JOANN MATOS
Danbury, CT 06810 ♦ Home: (203) 743-1770 ♦ Cell: (203) 947-9747 ♦ Email: Joannmatos@att.net
ADMINISTRATIVE OFFICE PROFESSIONAL
Dedicated and focused Administrative Assistant who excels at prioritizing, completing multiple tasks simultaneously, and following
through to achieve project goals. Proactive, results-oriented with proven abilities in developing positive relationships with clients and
coworkers. Demonstrated ability to answer a high volume incoming calls while handling in-person inquiries from clients and
colleagues. Proficient, bilingual administrative professional with experience in Human Resources, Community Relations, employee
benefits and payroll administration, marketing & sales, project management, contract negotiations, bidding, purchasing and
administrative office support. Flexible, self-motivated, and hardworking individual with strong drive to succeed.
Array of proficiencies include but are not limited to:
 Leadership/Management Computer/Technical Resource Allocation
 Flexibility/Adaptability Interpersonal Communication Dedication/Self-Motivation
 Analytical/Research Problem-Solving/Critical Thinking Bilingual(English/Spanish/Portuguese)
ACADEMIC EXPERIENCE
Education
 Corporate Administrative & MS Office training 2011
TBICO business school
 Microsoft Office Training Certification 1998-2001
Vibrant Technologies, Inc.
 Executive Assistant Certification Program 1990-1991
Katharine Gibbs’ School
 Business/General Studies 1981-1989
Western CT State University
Technical Proficiencies
 Microsoft 10 Office Suite
 Database Management
 Administrative Procedures
 Customer Support
 Project Management
 Computer & Software Proficient
 Document Presentation
PRO FES S IO NAL EXPERI ENC E
SENIOR EXECUTIVE ADMINISTRATIVE ASSISTANT April 2016 – July2016
GE Capital AviationServices, GECAS/ VIVA- IT, Norwalk, CT
 Provide administrative support to theUSSales & Marketing team of SVP's at GECAS.
 Assist and report primarily to SVP & Regional Manager of GE CapitalAviation Financial Services
 Coordinate high volume international & domestic travel, coordinating flights, hotel, and car service
 Secure ISTAT registration for Sales Team for upcoming ISTAT Aviation Conventions internationally
 Set up weekly US Sales & Marketing meetings, preparereports utilizing SalesForce for presentations in PowerPoint.
 Maintain calendars, schedule and organize meetings and weekly updates thru Outlook.10
 Process & allocate incoming T&L expense accounts thru GE Concur for approvaland reimbursement
 Organize events, dinner meetings, golf outings for GE Customers (i.e. CEO’s of Virgin America, JetBlue, Aer-Lingus, Delta and others)
 Prepare TPRSrequests for funding of "Customer" sponsored charity events
 Preparation of documents, itineraries, meeting agendas and presentations via MSOffice Suite 10, Excel & PowerPoint
 Management of P-card charges, resolving allocation issues and budget management.
ADMINISTRATIVE ASSISTANT – CORPORATE RECEPTION Nov. 2013 - Jan. 2016
IMS Health /Aptude Inc., Danbury, CT
 Create interpersonal relationships with the staff, senior management, and guests by representing IMSin a professional manner
 Provide administrative support to assigned staff and managing Corporate switchboard
 Maintain monthly service accounts and processing invoices for payment for various departments using IMS Eprocure bill pay system
 Preparing meeting leaflets for quarterly Board of Directors meetings
 Prepare bank deposits/wiretransfers for compensation & travel expenses of Senior BOD members
 Manage companywidescheduling of all conference room requests and visitor offices
 Manage Amex payments for outside vendors for prompt deliveries of executive breakroom supplies
 Manage processing and documenting of IMSmonthly charitable donations & wire transfers with Accounts Payable Dept.
 Manage: shipping& receiving, UPS, FedEx, Xerox equip, Stamps.com, Iron Mountain and Onsite Shredding online accounts
ADMINISTRATIVE OFFICE COORDINATOR March 2013-Nov. 2013
Addison Electrical Contractors, Inc., Torrington, CT
 Provided administrative office support to theowner/lead estimator, office staff and field workers
 Prepared bid documents and all company correspondence
 Assist in all phases of bid preparation, completed all necessary paperwork adhering to strict deadlines
 Purchased materials for delivery to job sites and negotiated buy prices
 Assisted in all phases of jobs from start to finish

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PROJECT COORDINATOR - PURCHASING ADMINISTRATIVE ASSISTANT Oct. 2009-Feb. 2013
Shock Electrical Contractors, Inc., Danbury, CT
 Research construction bid listings sites through the internet for public and privateconstruction projects
 Worked along with purchasing departments of various town officials throughout CT and NY for attainment of city projects
 Prepared bid documents, change orders, adhered to strict specifications/bid requirements for accurate bidding
 Negotiated material prices, purchasing, and billing of materials– awarded jobs to vendors with best buy price
 Prepared contract proposals, correspondence, disputeletters, pricing sheets, and work schedules for job sites
 Prepared financial documents, and scrutinized contracts for discrepancies
 Solely responsiblefor the design of the QAlert program for the City of Stamford contract for street light emergency repairs
HR ADMINISTRATIVE PAYROLL COORDINATOR Jan. 2007-June 2008
ComNet Communications, Bethel, CT / Verigent Resource Management Group
 Prepared weekly Payroll for 150+ Union & Nonunion Employees
 Documented and tracked of all employee holiday, vacation & personaltime
 Handled personnelfiles and benefit enrollments for all CT, TX, CA and FL offices
 Coordinated HR candidates for pre-employment interviews, drug screening, criminal, and MVD background checks
 Managed national fleet vehicle program, vehicle registrations, inspections, driver’s violations and fuel maintenance program
 Managed company Nextel account: pricing, purchasing, & distribution
 Completed all hotel reservations for field technicians traveling to national jobsites (maintained direct bill accounts)
ADMINISTRATIVE ASSOCIATE Nov. 2005- Feb. 2006
Boehringer Ingelheim Pharmaceuticals Inc., Ridgefield, CT- Medical Grants&Contracts Dept.
 Prepared legal contracts, grants and consulting agreements with Physicians throughout the U.S. participating in drug studies
 Prepared confidentiality agreements, Excel data sources and spreadsheets
 Reported all drug study datato scientific staff for theFDA and other government agencies
 Managed large volume nationwide contract distribution with next day deadlines
ADMINISTRATIVE ASSISTANT Sept. 2002-June 2005
Danbury Regional YMCA, Danbury, CT – Human Resources/Membership Department
 Performed all Administrative Office duties for entire facility
 Designed advertising and promotions for special events for diverse focus groups
 Translated for Spanish and Portuguese speaking customers
 Negotiated gym rental contracts for community organizations
 Managed scholarship program, determine eligibility; award scholarship discounts to applicants
 Supervised front desk employees, monitor work performance, and address disciplinary issues
ADMINISTRATIVE ASSISTANT Aug. 2000-Sept. 2001
New Milford Hospital, New Milford, CT - Public Relations & Human Resources
 Provided administrative office support to senior management (including CEO/VP of HR & Marketing)
 Managed press releases, public notices and community events for newspaper, radio and billboards
 Attended weekly meetings, prepared minutes, typed reports and transcribed dictation
 Edited and proofread news releases for record keeping
 Created spreadsheet and budget preparation
ADMINISTRATIVE SCHEDULING COORDINATOR Aug. 1997-Nov. 1999
Danbury Hospital, Danbury, CT – Cardiology Department
 Provided Administrative support to theChief and Director of Cardiology
 Scheduled and coordinated high volume Cardiology testing for all Cardiology patients
 Translated testing procedures, risks, and benefits to all Spanish and Portuguese patients
 Assisted in Catheterization Lab translating for patients during cardiac procedures
 Assisted technicians and physicians as translator, explaining protocols, risks and benefits for patients
ADMINISTRATIVE ASSISTANT TO CHIEF OF CARDIOLOGY Nov. 1991- Aug. 1997
Danbury Hospital, Danbury, CT – Cardiology Department
 Provided administrative office support to theChief Cardiology and Cardiology Department staff
 Provided medical assistance - took vital signs, and performed EKG’s
 Served as department translator explaining protocols, risks, and benefits for patients during cardiac testing
 Typed and transcribed medical reports, correspondence and maintained physician’s schedules
 Answered telephoneinquiries, made appointments and maintained patient records
Excellent references are available upon request