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Executive Administrative Assistant Resume Example

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EXECUTIVE ADMINISTRATIVE ASSISTANT
Experience
Executive Administrative Assistant, 10/2018 to Current
City of Port Richey – Port Richey, FL
  • Preparing reports, memos, invoices letters, and other documents.
  • Answering phones and routing calls to the correct person or taking messages.
  • Handling basic bookkeeping tasks.
  • Filing and retrieving corporate records, documents, and reports.
  • Helping prepare for meetings.
  • Accurately recording minutes from meetings.
  • Greeting visitors and deciding if they should be able to meet with executives.
  • Using various software, including word processing, spreadsheets, databases, and presentation software.
  • Reading and analyzing incoming memos, submissions, and distributing them as needed.
  • Performing office duties that include ordering supplies and managing a records database.
  • Experience as a virtual assistant.
  • Opening, sorting and distributing incoming faxes, emails, and other correspondence.
  • Provide general administrative support.
  • Maintain polite and professional communication via phone, e-mail, and mail.
  • Anticipate the needs of others in order to ensure their seamless and positive experience.
Administrative Assistant, 05/2017 to 10/2018
City of Port Richey – Port Richey, FL
  • Performs and oversees all administrative services and duties for the Chief of Police, Law Enforcement Personnel and Civilian Personnel.
  • Assembles and analyzes complex information or data and describes such results in written reports.
  • Maintains and assists in preparation of budgets.
  • Acts as an administrative liaison with internal and/or external forces.
  • Uses independent judgment in supervising administrative and communications personnel.
  • Examines work flow and revises processes as necessary.
  • Establishes and interprets administrative support policies and procedures.
  • Administers information management storage, retrieval and destruction.
  • Performed background investigations.
  • Maintains and updates personnel files per specifications of Florida Department of Law Enforcement Criminal Justice Training and Standards Regulations.
  • Performs other administrative duties or projects as required or assigned.
  • Assure accurate bi-weekly completion and delivery of the Police Department and Dispatch payroll to Finance.
  • Assuring that the supervisors have signed the timesheets and checking for accuracy prior to submittal.
  • Familiarized myself with the operations and procedures of the organization.
  • Maintain and update files pertinent to the operation of the department, such as: operating procedures, general and special orders, staff minutes, transfers, squad rosters, new InfoBase and other correspondence as needed.
  • Timely submittal to Human Resources of all documents for personnel file.
  • Assure the expeditious and timely processing of personnel evaluations according to departmental requirements.
  • Notify supervisors 6 weeks in advance of upcoming evaluations for their officers.
Senior Office Assistant/Law Enforcement Academy, 03/1996 to 05/2017
Pasco-Hernando State College – Dade City, FL
  • Performed receptionist and clerical duties, gives information, and maintains course objectives.
  • Performed data entry in the College's Management Information Systems including entering requisitions, completing receiving reports and follow through on all purchase orders.
  • Gathers information from various vendors and secures quotes for purchases.
  • Set up filing system for letters and related material in an acceptable manner.
  • Receives and screens visitors and telephone calls, gives information on the operation of the Law Enforcement Academy to persons seeking information, and refers visitors and telephone inquiries to the proper person(s).
  • Maintains budgets for administrative and instructional accounts.
  • Processes purchase orders and receiving reports.
  • Prepares personnel recommendations and payroll certification for office accounts and instructors.
  • Orders office and faculty supplies and textbooks if needed.
  • Enters non-credit courses into the College's student records system.
  • Enter student's and Law Enforcement Officers information into the Automated Training Management System (ATMS).
  • Enters Instructors certification into CSRS/ATTCM.
  • Update class and instructor information into TTIMQ/SEATS/IDSM.
  • Keeps and files all requisitions and other important data.
  • Responsible for data entry of department requisitions and budget monitoring.
  • Certifies accuracy of invoices and processes necessary paperwork.
  • Coordinates use, maintenance, and repair of office copier, printers, and fax machine, etc.
  • Secures and maintains students and personnel files.
  • Transcribes and prepares minutes/agendas for Academy Advisory Board Meetings.
  • Type general correspondence, Police Standards form, instructor reports, course schedules, course and instructor evaluations, course outlines, class handouts, budget reports, course reports, course examinations.
  • Assists with faculty support, student affairs, continuing education and the distribution of college information as directed.
  • Supplies application information to potential adjunct instructors, and acts as a liaison with the Human Resources Office regarding new-hire documentation, contracts, Florida Retirement System (FRS) forms, and the posting and maintaining of pertinent bulletin board information.
Work History
Executive Administrative Assistant, 10/2018 to Current
City of Port Richey – Port Richey, FL
  • Preparing reports, memos, invoices letters, and other documents.
  • Answering phones and routing calls to the correct person or taking messages.
  • Handling basic bookkeeping tasks.
  • Filing and retrieving corporate records, documents, and reports.
  • Helping prepare for meetings.
  • Accurately recording minutes from meetings.
  • Greeting visitors and deciding if they should be able to meet with executives.
  • Using various software, including word processing, spreadsheets, databases, and presentation software.
  • Reading and analyzing incoming memos, submissions, and distributing them as needed.
  • Performing office duties that include ordering supplies and managing a records database.
  • Experience as a virtual assistant.
  • Opening, sorting and distributing incoming faxes, emails, and other correspondence.
  • Provide general administrative support.
  • Maintain polite and professional communication via phone, e-mail, and mail.
  • Anticipate the needs of others in order to ensure their seamless and positive experience.
Administrative Assistant, 05/2017 to 10/2018
City of Port Richey – Port Richey, FL
  • Performs and oversees all administrative services and duties for the Chief of Police, Law Enforcement Personnel and Civilian Personnel.
  • Assembles and analyzes complex information or data and describes such results in written reports.
  • Maintains and assists in preparation of budgets.
  • Acts as an administrative liaison with internal and/or external forces.
  • Uses independent judgment in supervising administrative and communications personnel.
  • Examines work flow and revises processes as necessary.
  • Establishes and interprets administrative support policies and procedures.
  • Administers information management storage, retrieval and destruction.
  • Performed background investigations.
  • Maintains and updates personnel files per specifications of Florida Department of Law Enforcement Criminal Justice Training and Standards Regulations.
  • Performs other administrative duties or projects as required or assigned.
  • Assure accurate bi-weekly completion and delivery of the Police Department and Dispatch payroll to Finance.
  • Assuring that the supervisors have signed the timesheets and checking for accuracy prior to submittal.
  • Familiarized myself with the operations and procedures of the organization.
  • Maintain and update files pertinent to the operation of the department, such as: operating procedures, general and special orders, staff minutes, transfers, squad rosters, new InfoBase and other correspondence as needed.
  • Timely submittal to Human Resources of all documents for personnel file.
  • Assure the expeditious and timely processing of personnel evaluations according to departmental requirements.
  • Notify supervisors 6 weeks in advance of upcoming evaluations for their officers.
Senior Office Assistant/Law Enforcement Academy, 03/1996 to 05/2017
Pasco-Hernando State College – Dade City, FL
  • Performed receptionist and clerical duties, gives information, and maintains course objectives.
  • Performed data entry in the College's Management Information Systems including entering requisitions, completing receiving reports and follow through on all purchase orders.
  • Gathers information from various vendors and secures quotes for purchases.
  • Set up filing system for letters and related material in an acceptable manner.
  • Receives and screens visitors and telephone calls, gives information on the operation of the Law Enforcement Academy to persons seeking information, and refers visitors and telephone inquiries to the proper person(s).
  • Maintains budgets for administrative and instructional accounts.
  • Processes purchase orders and receiving reports.
  • Prepares personnel recommendations and payroll certification for office accounts and instructors.
  • Orders office and faculty supplies and textbooks if needed.
  • Enters non-credit courses into the College's student records system.
  • Enter student's and Law Enforcement Officers information into the Automated Training Management System (ATMS).
  • Enters Instructors certification into CSRS/ATTCM.
  • Update class and instructor information into TTIMQ/SEATS/IDSM.
  • Keeps and files all requisitions and other important data.
  • Responsible for data entry of department requisitions and budget monitoring.
  • Certifies accuracy of invoices and processes necessary paperwork.
  • Coordinates use, maintenance, and repair of office copier, printers, and fax machine, etc.
  • Secures and maintains students and personnel files.
  • Transcribes and prepares minutes/agendas for Academy Advisory Board Meetings.
  • Type general correspondence, Police Standards form, instructor reports, course schedules, course and instructor evaluations, course outlines, class handouts, budget reports, course reports, course examinations.
  • Assists with faculty support, student affairs, continuing education and the distribution of college information as directed.
  • Supplies application information to potential adjunct instructors, and acts as a liaison with the Human Resources Office regarding new-hire documentation, contracts, Florida Retirement System (FRS) forms, and the posting and maintaining of pertinent bulletin board information.
Education
Associate of Arts: 12/2017
Pasco-Hernando State College - Dade City, FL
Secretarial/Word Processing, 1985
Webster College - Ocala, FL
Summary
  • I am a friendly, loyal and clearly dedicated individual who has an ambition to succeed in any given environment. I have over 25 years of experience in the clerical field and over 22 years in the Law Enforcement field. I am willing to learn new skills and am always up to a challenge whenever the situation call for it. I get along well with others, while also work, efficiently on my own. I am seeking to secure a position that showcases my skills and experience which are summarized below. . . .
  • Excellent project and client management skills
  • Ability to work both independently and within a group dynamic
  • Extremely detail-oriented and responsibly focused
  • Creative and dynamic
  • Proficient in Microsoft office programs, general database, and spreadsheets
  • Excellent oral and written communication skills
Personal Information

ACCOMPLISHMENTS , I received superior ratings on my evaluations for the past 7 years, while working for PHSC, before resigning to work for The City of Port Richey Police Department. While working for The City of Port Richey I completed my AA degree.

Highlights
  • Administrative, Reading
  • Administrative duties, Receiving
  • Administrative support, Receptionist
  • Basic, Update files
  • Bookkeeping, Recording
  • Budgets, Routing
  • Budget, Sorting
  • Bi, Spreadsheets
  • Clerical, Supervising
  • Contracts, Taking messages
  • Credit, Telephone
  • Criminal Justice, Answering phones
  • Data entry, Phone
  • Databases, Type
  • Database, Word processing
  • Delivery, Written
  • Documentation
  • E-mail
  • Faxes
  • Fax machine
  • Filing
  • Finance
  • Forms
  • Human Resources
  • Instructor
  • Law Enforcement
  • Law Enforcement
  • Letters
  • Managing
  • Meetings
  • Mail
  • Office
  • Management Information Systems
  • Payroll
  • Personnel
  • Copier
  • Police
  • Policies
  • Printers
  • Processes
Skills
  • Administrative, administrative duties, administrative support, basic, bookkeeping, budgets, budget, bi, clerical, contracts, credit, Criminal Justice, data entry, databases, database, delivery, documentation, e-mail, faxes, fax machine, Filing, Finance, forms, Human Resources, instructor, Law Enforcement, Law Enforcement, letters, managing, Meetings, mail, Office, Management Information Systems, payroll, Personnel, copier, Police, policies, printers, Processes, Reading, receiving, receptionist, update files, recording, routing, sorting, spreadsheets, supervising, taking messages, telephone, Answering phones, phone, Type, word processing, written
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    Resume Overview

    Companies Worked For:

    • City of Port Richey
    • Pasco-Hernando State College

    School Attended

    • Pasco-Hernando State College
    • Webster College

    Job Titles Held:

    • Executive Administrative Assistant
    • Administrative Assistant
    • Senior Office Assistant/Law Enforcement Academy

    Degrees

    • Associate of Arts : 12/2017
      Secretarial/Word Processing , 1985

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