EXECUTIVE ADMINISTRATIVE ASSISTANT Resourceful and dedicated Executive Administrative Assistant who provides a broad range of skilled and confidential administrative support to ensure smooth operation of the business. Skilled in arranging complex domestic and international travel. Proficient in MS Office suite and experienced with executive calendar keeping. Effectively interacts with all levels of administrators, executives, clients, and Board members. Results-driven professional who can use sound judgment and determine priorities. Dedicated team member with high attention to detail and strong organizational skills. Handles multiple projects simultaneously with high degree of accuracy.
Skills
Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook)
Provided administrative support for Chief Clinical Officer and Healthcare Delivery System Transformation team and later for the Performance Improvement team.
Maintained calendars, scheduled conference calls and meetings, and booked travel arrangements.
Planned and coordinated webinars for members (not-for-profit healthcare organizations).
Sent out meeting notices, compiled agendas, distributed meeting materials, implemented logistics and tracked member participation.
Facilitated quarterly calls for Human Resources Executive Network and 340B Network (a drug pricing program).
Tracked attendance and kept meeting notes.
Conducted multiple Human Resource surveys, compiled responses, and distributed results.
Planned, organized, and provided on-site administrative support for Physician Leadership Network meetings, including manning the registration desk and assisting members.
Provided backup support for receptionist desk.
Coordinated travel arrangements, including booking airfare, hotel and ground transportation.
Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
Generated reports and typed letters in MS Word and prepared presentations in MS PowerPoint for maximum impact and results.
Created detailed expense reports and requests for capital expenditures.
Performed general office duties, including answering multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
Supported logistics for programs, meetings and events, including room reservations, agenda preparation and calendar maintenance.
Monitored Chief Clinical Officer's work calendar and scheduled appointments, meetings and travel.
Executive Assistant, 09/2005 - 08/2016 Advance Energy – Fort Collins, CO,
Provided administrative support for Chief Operating Officer and Chief Financial Officer and their teams.
Provided backup support for five additional members of the Executive Leadership Team.
Maintained multiple calendars, keeping schedules productive and manageable.
Facilitated complex domestic and international travel for two executives, including all transportation and hotel stays.
Scheduled large meetings and conference calls and coordinated catering needs.
Handled incoming calls, screening and routing them appropriately.
Flexible with work schedule as needed.
Crafted and distributed company-wide announcements.
Prepared expense reports and reimbursements for timely submission.
Scheduled job candidate interviews and travel logistics.
Provided backup support for receptionist desk/switchboard.
Updated executives on changing business needs by thoroughly documenting internal and client meetings.
Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
Responded to emails and other correspondence to facilitate communication and enhance business processes.
Managed administrative functions, including complex calendar management with focus on proper allocation of executive availability.
Orchestrated successful conferences, including associated travel for all speakers and attendees, facilities and support services.
Processed travel expenses and reimbursements for two executives.
Screened calls and emails and initiated actions to respond or direct messages for two managers.
Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
Senior Administrative Assistant, 03/1999 - 09/2005 Texas Health Resources – Lake Worth, FL,
Provided administrative support for Vice President of Business Development and 17-member sales force.
Maintained appointment schedule by planning and scheduling meetings, teleconferences, and travel.
Coordinated all aspects of large off-site sales meetings all over the US (hotel, catering, transportation, entertainment, and meeting logistics).
Created and edited correspondence, presentations, and spreadsheets.
Consolidated monthly reports for viewing by CEO.
Created purchase orders and processed invoices.
Arranged business travel details for company employees per supervisor requirements.
Supported program operations by preparing and updating documents, reports and spreadsheets.
Coordinated trainings for new team members, overseeing onboarding details.
Expertly coordinated logistics for functions both within and outside of organization.
Acquired proper equipment, refreshments and supplies for meetings.
Education
Bachelor of Arts: International Affairs, Expected in - University of Cincinnati - Cincinnati, OH GPA: Summa Cum Laude. Member of Phi Beta Kappa and Golden Key National Honor Society.
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