Administrative Services Director Resume Example
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ADMINISTRATIVE SERVICES DIRECTOR
Summary
Determined and proactive Executive Assistant with 28 years' experience who works with a sense of urgency to anticipate the needs of senior-level executives. Experienced in office management,
coordinating complex travel arrangements, calendar management and event planning. Proficient in Microsoft Word, Excel,
PowerPoint, Access, Outlook, SharePoint, QuickBooks and Microsoft Windows operating system. Excellent at multi-tasking and handling constantly changing priorities. Thrives in a fast paced, dynamic environment
Highlights
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Experience
04/2013 to Current
Administrative Services DirectorAmita Health － Birmingham , AL
- Responsible for oversight of all AHS (Agency of Human Services) Facilities and Contracts.
- Served as Chair of AHS Policy Committee and AHS Public Records Officer
- Supervised Administrative Services Manager.
- Review and approve all AHS contracts (about 1500) to ensure budget compliance and State of Vermont contracting rules were followed.
- Designed and implemented a new SharePoint site for AHS Contracts to allow for more efficiency in contract routing and approvals.
- Conduct Annual Grants and Contracts training for AHS staff.
- Working with Departments to improve policies and procedures for Contract process.
- Responsible for managing all procurement activities for the AHS Central Office including all office supply purchasing, cell phone plans and ensuring that budgets were being adhered to.
04/2007 to 04/2013
Executive Staff AssistantKaiser Permanente － Orange , CA
- Supported AHS Secretary and Deputy Secretary which included management of calendars for two very busy executives with ever changing priorities and schedules.
- Managed the Central Office including supervision of administrative staff, review and approval of all invoices and general office management functions.
- Administered all grants and contracts for the Secretary's Office.
- Received recognition as an AHS Top Performer from the Governor for outstanding service to both the Agency of Human Services and the State of Vermont.
- Prepare Secretary for all testimony at the Legislature, Monitor and track all legislation that was related to the Agency of Human Services.
- Handled all constituent correspondence.
- Created expense reports, budgets and filing systems.
- Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings.
- Developed and maintained an alert system for upcoming deadlines on incoming requests and events.
- Processed travel expenses and reimbursements.
- Directed administrative functions for all AHS top management.
- Handled logistics for all AHS Central Office meetings including catering and securing venues.
- Located and attached appropriate files to incoming correspondence requiring replies.
- Managed external contacts for Secretary and Deputy and kept track of periodic communication needed for priority contacts.
01/2003 to 04/2007
Contracts Administrator/Executive AssistantServicemaster － Manassas , VA
- Provide high-level administrative support to President, VP of Finance, VP of Human Resources and other executives of leading manufacturer of alternative energy systems.
- Supervised administrative staff.
- Reviewed, negotiated and maintained contracts for the company and created a contract tracking database to assist in the efficient management of contracts.
- Reviewed and approved telephone, copier and lease invoices and worked with appropriate departments to make changes and, when possible, to lower costs.
- Reduced travel costs by 3 cents/mile in first year by negotiating corporate contracts/rates with airlines, hotels and car rental agenciesand rewriting corporate travel policy.
- Maintained close relationship with facilities department to ensure that facilities were maintained, leases adhered to, support services were procured for all new facilities, including international offices.
- Responsible for fleet management of corporate vehicles
- Served on company Safety Committee.
- Trained and certified as an ISO9000 Internal Auditor.
02/2000 to 01/2002
Office Manager/BookkeeperVitrolabs － Milpitas , CA
- Managed office for the President of a consulting company.
- Coordinated the scheduling of trainings, ordered training supplies, worked with customers to get necessary material delivered before the training and prepared the training material for President.
- Managed shipping and receiving, telephones, mail and correspondence for the office.
- Responsible for all the A/R, A/P, account reconciliation, payroll and worked with the accountant to ensure that taxes were paid.
02/1995 to 02/2000
Executive AssistantSuss Microtech － City , STATE
- Provided high-level administrative support to President, Vice President, CFO and Vice President of Operations of international wafer chip equipment manufacturer, including extensive calendar management for all the executives.
- Managed the President, Vice-President and CFO's complex and frequently changing travel arrangements and coordinated the pre-planning of trips.
- Reduced travel costs by 10 cents/mile by negotiating corporate contracts/rates with airlines, hotels and car rental agencies and rewriting corporate travel policy.
- Created expense reports, budgets and filing systems.
- Prepared, gathered and proofed briefing materials, agendas and presentations for all executive-level meetings.
- Developed and maintained an alert system for upcoming deadlines on incoming requests and events.
- Consolidated office supply buget, negotiated deal with new supplier and reduced costs by over 35%
- Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
- Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff meetings, parties and annual Board of Directors meetings and CEO visits.
Education
1988
Associate of Science: Secretarial Sciences Business Administration Communications and AccountingKatherine Gibbs － City, StateSecretarial Sciences Business Administration Communications and Accounting Extensive administrative support training
Business Writing seminar
Continuing education in
Business Administration, Accounting and Business Law
1985
High School DiplomaThayer Academy － City, State
Skills
Executive Support, calendar management, event planning, expense reports, filing, MS Office Suite, QuickBooks, research, travel arrangements, A/P & A/R, budgets, business writing, strong interpersonal skills, excellent communication, contract management, database development,
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Resume Overview
School Attended
- Katherine Gibbs
- Thayer Academy
Job Titles Held:
- Administrative Services Director
- Executive Staff Assistant
- Contracts Administrator/Executive Assistant
- Office Manager/Bookkeeper
- Executive Assistant
Degrees
- Associate of Science : Secretarial Sciences Business Administration Communications and Accounting
Business Administration, Accounting and Business Law
High School Diploma
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