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Executive Administrator for Vice President and IT Director Resume Example

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EXECUTIVE ADMINISTRATOR FOR VICE PRESIDENT AND IT DIRECTOR
Professional Summary
Results-oriented, professional with 30 years in the Administrative/ Office Management industry.  Action-oriented with a strong ability to communicate effectively with technology, executive, and business audiences. Well-qualified to work under extreme pressure to meet demanding deadlines.
Core Qualifications
  • Computer proficient in Mac and PC.
  • Microsoft Office
  • Proficiency in Adobe Pro 11
  • Training and development
  • Quick learner
  • Results-oriented
  •  Accounts Payable/Receivable
  •  Client Relations
  •  Multi-Task Management
  • Creative Problem Solving
  • Travel Planing
 Customer Satisfaction
Experience
Executive Administrator for Vice President and IT Director
January 2012 to April 2015 Community Health Centers Alliance － St Petersburg, FL
  • Provided customized administrative services for the Vice President (VP) and IT Director; attended meetings as required and provided minutes and agendas.
  • Greeted and assisted all visitors to the IT department or VP and IT Director.
  • Analyzed and verified all expenses for Security Risk Assessments (SRAs).
  • Scheduled off site meetings, provided itineraries and all travel arrangements as needed.
  • Prepared expense reports for reimbursement upon return.
  • Provided the IT Team bi-weekly payroll sheets for signature, sent to the VP and IT Director.
  • Through outlook managed the conference room, the VP and IT Director's Calendar.
  • Scheduled all meetings and sent notification to the various parties involved, including conference bridges as needed.
  • Produced spreadsheets on applicants.
  • Presented only those with the proper qualifications, education, and references required.
  • Provided VP and IT Director with final approved applicants, scheduled first interviews and follow up interviews as needed.
  • Produced Purchase Orders (POs) as needed, along with POs for renewal of contracts and services.
  • Composed and prepared correspondence between the VP, IT Director and CEO, along with correspondence to the member clients.
  • Provided proofing service for various members of the IT Department.
  • Maintained Healthcare Information Exchange (HIE) logs, and all files sent to the Agency for Health Care Administration (ACHA) also provided follow up between ACHA and the Center for the Advancement of Health IT.
  • Collected and approved Time Trackers.
  • Provided Time Tracker invoices to the Finance Department for member/client billing.
  • Researched current HIPAA rules and regulations as pertaining to SRA services.
  • Achievements Implemented procedures and took over responsibilities to get the VP and IT Director on an improved time management schedule with emphasis on timely responses and promptness in attending all meetings as required.
  • Established deadlines and implemented a system to get various projects completed and turned in on time.
Executive Administrator/Community Resource Manager
January 2007 to January 2011 South Neighborhood Association, Inc － Tampa, FL
  • Provided customized administrative services to the Executive Director and Board of Directors; attend Board and Committee meetings as required.
  • Designed and maintained specialized reports, records and multiple files required in connection with owners, residents and association processes in a confidential and secure manner.
  • Managed all Accounts Payable.
  • Sent out payments after proper signature was obtained on checks and posted payments.
  • Greeted and assisted all owners, residents, vendor/contractors and in-house personnel who entered the Association office.
  • Professionally handled complaints and inquiries; researched and responded to requests/complaints or routed complaints and requests to the correct department for resolution.
  • Followed up with department heads to verify resolution.
  • Analyzed and verified all records for input of new owners/ residents into the security gate system and Harbour Island Voice website; managed and administered the Harbour Island Web site.
  • Instructed Guards on the proper use of the GateSure System.
  • Updated training as the program was upgraded.
  • Produced and mailed violation letters; monitored situations for additional action.
  • Implemented fines if warranted.
  • Maintained violation log; letters and fines.
  • Prepared all appeals requested by owners/residents for review by the Board of Directors.
  • Deposited and posted fine payments to the monthly financial statement.
  • Prepared weekly deposit.
  • Coordinated mass mailings for the Association to include document preparation, copying, labeling, stuffing envelopes, applying postage and mailingmailing.
  • Maintained OSHA files, employee files and PTO time earned and used by SNA employees.
  • Set up new employees with PayChex.
  • Responsible for completing and submitting weekly payroll to PayChex, within established deadlines.
  • Achievements Designed all forms needed for the SNA and Security Department.
  • Printed most in house for an initial savings of approximately $1,000 on set up with a yearly savings of approximately $3,000.
  • Conceptualized and established a quarterly newsletter, including designing, editing, publishing and selling advertising.
  • By the second quarter the cost of printing was reduced 50% through the sale of advertising, and by the 3rd quarter the newsletter was funding itself.
  • Incorporated system wide changes of the security department therefore eliminating the need for an Assistant Security Director at a savings of $30,000 per year.
  • Implemented payroll safeguards to cut down on expenditures and loss of revenue through misappropriation of funds and PTO, for a savings of over $15,000 dollars a year.
Condominium Associate
January 2006 to January 2007 ParkCrest Condominiums － Tampa, FL
Assistant Property Manager
  • Greeted and assisted all owners, residents, vendor/contractors and in-house personnel who entered the Association.
  • Professionally handled complaints and inquiries; researched and responded to requests/complaints or routed complaints and requests to the correct department for resolution.
  • Followed up with department heads to make sure all was resolved.
  • Analyzed and verified all records for input of new owners/residents into the system; assigned transponders, door FOBS and parking stickers.
  • Performed a daily inspection of the building, grounds and parking garage.
  • During inspection checked for violations.
  • Produced and mailed violation letters; monitor situation to determine if additional action was needed.
  • Implemented fines if warranted.
  • Maintained log of violation letters and fines.
  • Prepared all appeals requested by owner/resident for Board of Directors review.
  • Prepared fine payments for deposit and posting to monthly financial statement.
  • Turned over delinquent fines to our attorney for further action.
  • Designed and maintained specialized reports, records and multiple files required in connection with owners, residents and association processes in a confidential and secure manner.
  • Coordinated mass mailings for the Association to include preparing the documents, coordinating, copying, producing labels, stuffing envelopes, applying postage and mailing.
  • Achievements Conceptualized and implemented an orientation program for all new residents and owners, personally reducing violations by 30%.
  • Reduced delinquent turn over's to attorney by 20% by utilizing follow-up reminder letters.
  • Established a program to verify all rentals to maintain compliance with the 25% cap on rentals resulting in overages being reduced from 15% to zero.
Education
Associate of Arts : Business Administration, 1982 Rutledge College － Greenville, SC, United States
Creative Writing for Business, Financial Planning, Leadership Development. Greenville Technical College － Greenville, SC, United States
Accomplishments
  • Increased office organization by developing more efficient filing system and customer database protocols. Successfully planned and executed corporate meetings, lunches and special events for groups of. 
  • Assisted with payroll preparation and entered data into cumulative payroll document.
  • Training; Successfully trained staff in all office systems and databases, policies and procedures while focusing on minimizing errors and generating superior results.
  • Planning; Arranged, scheduled and coordinated all logistics and travel itineraries for staff of 10 employees.Ensured staff was equipped with all necessary supplies and collateral for long distance travel.
  • Customer Service; Handled customers effectively by identifying needs, quickly gaining trust, approaching complex situations and resolving problems to maximize efficiency.
  • Research; Investigated and analyzed client complaints to identify and resolve issues.

Skills
Accounts Payable, administrative, advertising, Agency, attorney, billing, bridges, bi, contracts, copying, Creative Writing, client, clients, designing, editing, Finance, financial, Financial Planning, forms, funds, Leadership Development, letters, Director, meetings, Exchange, office, outlook, newsletter, payroll, personnel, POs, processes, producing, proofing, selling, SNA, spreadsheets, time management, travel arrangements, website, Web site
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Resume Overview

Companies Worked For:

  • Community Health Centers Alliance
  • South Neighborhood Association, Inc
  • ParkCrest Condominiums

School Attended

  • Rutledge College
  • Greenville Technical College

Job Titles Held:

  • Executive Administrator for Vice President and IT Director
  • Executive Administrator/Community Resource Manager
  • Condominium Associate
  • Assistant Property Manager

Degrees

  • Associate of Arts : Business Administration , 1982
    Creative Writing for Business, Financial Planning, Leadership Development.

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