Administrative Assistant to the Executive Director Resume Example
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ADMINISTRATIVE ASSISTANT TO THE EXECUTIVE DIRECTOR
Summary
Polished and professional Executive Assistant with 25 years of experience. Successful at supporting executive productivity and business operations. Knowledgeable in legal office practices, as well as office management protocols and calendar management. Work well with minimal oversight to carry out demanding work. assisting in daily office needs and managing general administrative activities. Expertise in mathematics and finance-related initiatives, including budget creation and payroll processing. Successful at coordinating, directing and executing all facets of event management, staffing and retention objectives within or below established cost projections. Skilled at multi-tasking and maintaining strong attention to detail. Known for leveraging professionalism and superior communication skills to meet client and company needs.
Skills
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Experience
National Church Residences | Bradenton , FLAdministrative Assistant to the Executive Director05/2019 - Current
- Assisting with special projects, conduct research, compile data and maintain records.
- I vet and process consortium membership applications and facilitate with collaborative colliders.
- Produced and distributed team newsletters, email updates and other forms of communication.
- Managed scheduling for staff, monitoring resource allocation to provide optimal coverage and service.
- Improved office efficiency, managing client/member correspondence, record tracking and data communications.
- Strengthened operational efficiencies and traceability by developing organizational filing systems for records, agendas and reports.
- Liaised between internal and external stakeholders to provide updated project status and performance reports.
- Created agendas, took minutes and prepared documents for meetings.
- Scheduled appointments for management teams and maintained updated calendar using Outlook.
- Proofed and edited letters and other correspondence to correct grammar and spelling errors.
- Created quarterly newsletter for consortium members with events and updates.
- Attended meetings and took meticulous notes to disseminate to all participants.
- Maintained detailed administrative and procedural processes to improve accuracy and efficiency.
- Set travel arrangements and gathered documents for management and executive staff meetings and trips.
- Supervised set up of conference rooms for corporate meetings and other events.
- Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures.
Columbia University | New York , NYExecutive Administrative Assistant11/2017 - 05/2019
- Responsible for composing and preparing business presentations and spreadsheets for Executive VP of Markets and VP of Corporate Compliance, assist with special projects, conduct research, compile data and maintain records, schedule and maintain calendar of appointments and meetings for Executive VP, Corporate Compliance VP and Directors, prepare agendas, Coordinate and secure travel arrangements for executive, review and process invoices for payments using SAP, reconcile expenses using Concur, review contracts and produce purchase requisitions in SAP, and track and maintain spending for the department.
- Opened, sorted and responded to routine correspondence on behalf of business leaders to facilitate communication and streamline processes.
- Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures.
- Prepared and updated office records, spreadsheets and presentations to support executive needs and enhance office efficiency.
- Researched topics of interest and culled gathered information to produce concise reports.
- Created PowerPoint presentations used for business development.
- Managed director's calendar and prepared meeting agenda and materials.
- Scheduled conferences and associated travel arrangements, including hotel, airfare and ground transportation.
- Coordinated logistics for conferences and seminars, including travel arrangements and venue reservations.
- Planned and executed corporate meetings, lunches and special events for groups of 100+ employees.
- Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
- Scheduled and planned meetings and conferences, including site-to-site video conferencing calls, which helped to streamline business operations.
- Collaborated with other administrative team members, human resources and finance department on special projects and events.
- Maintained office supplies inventory by checking stock and ordering new supplies as needed.
- Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
- Drafted professional business documents, such as legal, financial and contracts.
- Managed sensitive information with discretion while providing administrative support to executive teams.
State Of Ohio-Dept Of Developmental Disabilities | City , STATEProgram Administrator 2 and Financial Associate10/2012 - 05/2017
- Fiscal Administration section of agency. Responsible for administering and managing accounts payable, accounts receivable, payment card program, motor fleet program, physical inventory, mail services, and record retention. Develop and conducted training for employees on assigned fiscal processes, wrote and reviewed policies, ensure completion of assignments by fiscal staff, and define problems, collect data and analysis data for reporting, handle confidential and sensitive inquiries from officials and the general public, Medicaid billing, and payroll for medical staff.
- Administered projects to develop and launch new services for internal and external customers.
- Supervised fiscal staff to facilitate top quality and achievement of project milestones.
- Oversaw project details, consistently adhering to legal requirements.
- Trained and mentored junior team members, leveraging previous experiences to deliver optimal project approach.
- Spearheaded smooth transition of projects from pre-development to design and construction phases by implementing processes and overseeing achievement of milestones.
- Identified issues and implemented appropriate solutions to deliver quick and effective remediation.
- Oversaw 5 person team, discussed project roadblocks to promote issue resolution and used best practices.
- Organized billing and invoice data, prepared accounts receivable and generated revenue reports to provide controllers with vital financial information.
- Participated in meetings to compile notes for distribution to all attendees.
- Verified and updated account information in Ohio Administrative Knowledge computer system.
State Of Ohio-Dept Of Rehabilitation & Correction | City , STATECorrections Professional09/1987 - 10/2012
- Professional correctional employee working in a controlled environment with more than 20 years experience.
- Brings techniques gained from a background in corrections administration, corrections supervisor, medical, and mental health.
- Determined and assigned inmates to appropriate housing.
- Planned educational and training programs for offenders.
- Observed emotional and physical conditions of inmates to identify and proactively address concerns.
- Supervised and inspected inmates rooms and premises for illegal items.
- Managed all of inmate payroll duties.
- Set up and operated production equipment according to daily work orders and safety procedures.
- Supervised visitation and checked all visitors for proper identification and contraband.
- Assigned and monitored training needs of subordinate staff members to close knowledge and performance gaps.
- Maintained order in building and on grounds of Correctional Facility.
- Oversaw assigned court trips for jailers, maintaining security of staff and public at all times.
- Assigned daily tasks and responsibilities to employees and filled out daily work logs.
- Managed employees and supervised offenders in minimum, medium, and close security prison facilities.
- Supervised and made cell assignments.
- Notified medical staff of inmates requiring medical attention and submitted proper incident reports.
- Coordinated shakedowns to locate and remove unauthorized items.
Education and Training
Columbus State Community College | City, StateSome College (No Degree) in Managing Law Enforcement
Certifications
- Notary Public
- Certified Administrative Professional for the State of Ohio
- First Aid/CPR
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Resume Overview
School Attended
- Columbus State Community College
Job Titles Held:
- Administrative Assistant to the Executive Director
- Executive Administrative Assistant
- Program Administrator 2 and Financial Associate
- Corrections Professional
Degrees
- Some College (No Degree) in Managing Law Enforcement
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