MARIANA TORRES GONCALVES Office Management, Executive Assistant, Administrative

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Administrative Office Management / Virtual Assistant (Remote)

Think DUO

Apr 2022 - Current (4 years 2 months)

Workload of up to 15 hours per month • Back Office Management: Responsible for issuing international and local invoices, issuing electronic invoices (NFe), maintaining detailed financial spreadsheets, and acting as the accounting liaison. • Personal Virtual Assistance: Conducted specific research as required, organized documents on the drive including receipts and payments, and maintained up-to-date financial control spreadsheets.

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Administrative Management / Personal Assistant

Vieira e Cardoso Casa de Respouso Ltda Recanto Nova Canaã

Mar 2020 - Current (6 years 3 months)

• Development of Procedures and Processes: Established and standardized procedures, templates, spreadsheets, reports, and internal controls, while managing inventories and detailing duties and responsibilities of roles. • Implementation of Regulations: Created and implemented internal regulations for patients and staff, ensuring compliance and safety. • File Organization: Organized and maintained patient files both online and physically. • Supplier Management: Controlled and ensured the quality of suppliers and third-party service providers. • General Maintenance: Supervised general maintenance and furniture inventory, including needs for replacements and acquisitions. • Purchasing and Inventory Management: Conducted research and managed in

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Remote Personal Assistant

Private

Sep 2019 - Jan 2022 (2 years 5 months)

• Administrative and Financial Management: Provided comprehensive administrative and financial support for an individual client, ensuring efficient personal finance management. • Deadline and Payment Management: Controlled and managed deadlines and payments, ensuring timely execution and avoiding delays. • Bank Reconciliation: Conducted regular bank reconciliations to ensure accurate financial records. • Negotiations with Banks: Handled talks with banks and managed various agreements to secure favorable terms. • Expense Tracking: Maintained detailed spreadsheets tracking monthly fixed and variable expenses, ensuring clear financial oversight. • Household Staff Management: Supervised household staff, coordinated maintenance tasks, and acted

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Project Coordinator (Travel Incentive)

Turismo de Experiência

Aug 2017 - Dec 2017 (5 months)

• Project Management: Coordinated the Petz incentive campaign project, managing all logistics and operations for the trips of awarded clients and employees. • Research and Planning: Conducted availability research and selected pet-friendly hotels at destinations, ensuring the best experience for participants. • Supplier Negotiation: Established contacts with local suppliers, organizing tourist attractions and restaurant reservations. • Travel Logistics: Handled quotation and booking of flights, transportation, and car rentals, ensuring smooth travel arrangements for awardees. • Payment Processing: Made reservations, created invoices, and processed payments, maintaining financial accuracy. • Marketing Coordination: Interfaced with the market

Official Delegations Programme Coordinator - LAAD 2017

Clarion Events

Jan 2017 - Apr 2017 (4 months)

• Prospection and Contact Strategy: Collaborated with the Brazilian Ministry of Defense and Embassies to strategize and establish contact with high-ranking officials from the Navy, Army, Air Force, Police Forces, and Defense and Security Ministries across Latin America. • Event Coordination: Invited, coordinated, and hosted authorities at LAAD Defense & Security, the largest defense and security fair in Latin America. • Meeting Coordination: Promoted and coordinated meetings between Ambassadors, Attachés, and representatives of selected countries in Brazil, serving as the primary contact between authorities and the company. • Travel and Logistics Management: Coordinated all travel arrangements, including ticketing, lodging, and logistical c

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Office Manager/ EA to CEO

LondonHelpU Ag Turismo Ltda

Aug 2012 - Mar 2014 (1 year 8 months)

• Office Management: Oversee daily administrative, financial, operational, and commercial tasks, ensuring efficient operations. • Educational Department: Structure and manage the educational department, including selling courses, airline tickets, travel insurance, and other products. • Event Participation: Represent the company at national and international events and lectures, promoting services and building partnerships. • Customer Relationship Management: Prospect, attract, and retain customers through effective service via email, telephone, and follow-up. • Operational Processes: Handle contract creation, client registration, and organization of documents related to student visas and applications. • Market Research: Conduct market resea

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Exchange Student

Malrvern House London

Jul 2011 - Mar 2012 (9 months)

✔ Exchange Program for Personal and Professional Growth Started in June 2010, with an initial duration of three months, and returned in July 2011. I completed a 40-day backpacking trip through Europe, visiting 12 countries.

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Sales Manager

Hotel Serrazul

Jan 2011 - May 2011 (5 months)

• Direct Assistance to the Sales Director, • Reservations industry sales management (including individual bookings, groups, and events, sales for websites and agencies and block operators) • Manage administrative and operational of events department: including price, contracts, control, and booking rooms, service orders, service to VIPs, assembly, rooming-list, logistical and closing of accounts; • Daily Interface hosting management, governance, maintenance, etc. • Conference with accounting dept / financial payments and locks groups/events. • Hotel occupancy Maximization (152 able), checking occupations rates, and enabling promotions. • Finance and management control, deposits, credit card guarantees, clients payments, no-shows, events, an

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Administrative Office Management/ Secretary

Grafica Atibaia Editora Ltda

Mar 2010 - Dec 2014 (4 years 10 months)

• Provided administrative and financial support to Gráfica Atibaia Editora Ltda. and Atibaia Corretora de Seguros Ltda., while also offering executive assistance to both Directors (personal and business-related). In September 2010, I assumed the role of Manager/Administrator for the client portfolio at the insurance brokerage. My responsibilities included client management and service delivery, overseeing renewal deadlines, handling quotations and contracts, maintaining existing client relationships, and acquiring new clients. This complementary role concluded in 2014 when the client portfolio was permanently transferred to third parties.

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Front Desk Manager

Hotel Serrazul UHS

Sep 2007 - Jan 2010 (2 years 5 months)

Manage the Front Desk daily, ensuring all the tasks for the day are completed up to standard To brief the team at the beginning of each shift about the reservation situation, any special arrivals, VIPs, special occasions, functions in the hotel, etc. Accurately complete check-ins and check-outs according to established procedures Manage and maintain the administration of all reservations, cancellations, and no-shows, in line with company policy Take overall responsibility for the Reception operation, with direct supervision of the staff members at any one time. Ensure that the following duties are being performed daily: control of minibar charges; departure control; and clearance and control of paymasters, by liaising with the Accounts depa

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Meetings and Events Supervisor

Hotel Serrazul UHS

May 2005 - Sep 2007 (2 years 5 months)

Promotions & Events Supervisor at Serra Azul Hotel, being that I was always assisting in other sectors according to demand: such as reception, telephony, and reserves. Calendar management, controlling blockages and deadlines; Confection and verification of requests, proposals, and contracts; Internal logistics and operational organization in the preparation and follow-up of events; Manages the execution of all aspects of events to include planning, day-to-day coordination, and exit strategies. Serves as a meeting planning advocate and liaison to all operational departments. Verifies on-site delivery of hotel products and services according to conference group plans resulting in a positive meeting experience. Utilizes software for the genera

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Bilingual Administrative Assistant

Grafica Atibaia Editora Ltda

Mar 2001 - May 2005 (4 years 3 months)

• Correspondence and Document Management: Efficiently prepare and manage correspondence, reports, and documents, ensuring accuracy and professionalism. • Mail and Material Handling: Handle incoming mail and other materials, ensuring timely distribution and response. • Filing and Work Procedures: Establish and maintain filing systems, and set up work procedures to streamline office operations. • Information Collation: Gather and organize information from various sources, maintaining comprehensive and up-to-date databases. • Communication: Communicate effectively both verbally and in writing to answer inquiries and provide information, ensuring clear and concise exchanges. • Liaison: Serve as a liaison with internal and external contacts,

MARIANA TORRES GONCALVES

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