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executive assistant ii project coordinator resume example with 20+ years of experience

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Jessica Claire
, , 100 Montgomery St. 10th Floor (555) 432-1000, resumesample@example.com
Summary

Continue to grow within an organization where I can be effective as a member of the management team and utilize my business experience to the fullest. I have a wide range of experience with over 10 years supporting upper management as an Executive Assistant to high-level COO, Sr, VPs, VPs, Managing Directors, Sr. Directors, Market Presidents, and MDs, in a wide range of departments from C-Suite, Talent, Medical, Implantation, and Pharmacy. I am knowledgeable in office management and all aspects of Care Management. Highly-motivated employee with desire to take on new challenges. Strong worth ethic, adaptability and exceptional interpersonal skills. Adept at working effectively unsupervised and quickly mastering new skills.

I have maintained exceptional scores on year-end performance reviews and am often referred to as “The Glue that holds the department together.”

Skills
  • Excellent Written and Verbal Communication
  • Excellent Organizational Skills
  • Travel Coordination, Domestic and International Travel
  • Invoicing and Billing
  • Expense Reporting
  • Scheduling and Calendar Management
  • Advanced proficiency with the Microsoft Office Suite, especially Outlook, One Note, Word, Publisher, Adobe Pro, Visio, Jira, SharePoint, Excel, Workday, and PowerPoint.
  • Administrative Support
  • Event Coordination
  • Financial Tracking, and reporting
  • Office Management
Experience
05/2012 to 06/2023 Executive Assistant II – Project Coordinator Dentsu Aegis Network | Jersey City, NJ,
  • Providing onsite and virtual administrative support for Executives and key leaders, including scheduling meetings, booking domestic and international travel, and reporting expenses
  • Sends emails on behalf of Executives, internally to their entire organization and/or externally
  • Maintaining calendars in Outlook and daily schedules in a proactive, forward-thinking fashion for the supported executives
  • Entered time for the executives in Workday that included meeting title and associated project code, for both internal, client, and vendor meetings.
  • Approve work time and time off requests for staff.
  • Communicating professionally and effectively with C-Suite level executives and their support staff to ensure that meetings are scheduled promptly and appropriately
  • Planning internal meetings by working closely with other Executive Assistants to ensure that schedules are aligned for all Evolent team members
  • Scheduled team meetings, biweekly, monthly, and quarterly with internal staff for training, team meetings, and quarterly company updates
  • Scheduling and coordinating agenda and logistics for complex external client and partner meetings that involve executives from multiple organizations, including coordinating flights, transportation room setup needs, catering, and coordinating with an onsite receptionist for events that were conducted in our Chicago or Arlington facility
  • Assisting in the creation, formatting, and distribution of agendas, PowerPoint presentations, and other materials for both internal and external meetings
  • Supporting the creation of written communications and campaigns including team newsletters, business updates, and employee recognition
  • Create and distribute power points to be updated weekly by leaders
  • Created and maintained the organizational chart for our clinical organization of 350+ staff
  • Maintained monthly expenses from vendors, verified costs, client, and project codes, reported findings to Accounting and the Executive Team.
  • I sent a monthly accrual of all invoices received for the Clinical Operations department
  • Compliance tracking for all outbound manual mail UM, Appeals and Grievances, Complaints, claims resolutions, Case Management letters, and materials
  • Created Authorization forms for multiple clients to be posted on their website
  • Work with Executives to create new client presentation material and workflow presentations
  • Created materials for staff onboarding, including a checklist, HR resources, laptop setup, and training.
  • Purchased and expensed equipment for staff, hotels for staff, flights for staff, food for office events, meals for external meetings, gifts for employees, staff bereavement gifts, vendors for external events, hotel meeting rooms, and or event spaces, and food for external events

Managed logistics for large, multi-faceted events and meetings.

  • Coordinated flights, hotel, and transportation for executives from different locations to meet on-site at client locations or corporate offices for meetings
  • Researched and booked restaurant or venue meeting rooms for group team-building activities and/or meals
  • Corporate retreats, and staff gatherings, including flights, transportation to and from the airport, attendee rooms, meeting rooms, set up, team building activities, entertainment, menu selections, and meals
07/2005 to 05/2012 Medical Affairs Fair Hearing Coordinato Cerrowire | Crothersville, IN,

Project Coordinator

  • Coordinating incoming fair hearing requests for clients enrolled in CBA, CWP, MDCP, PACE, and Acute care.

Prior Authorization Specialist/SME

Prior authorization specialist for the Texas Medicaid contract. I was trained for Dental, CCP, and Special Medical. My primary position is SME (subject matter expert) for THSteps Dental for the Texas Medicaid contract offering dental and orthodontic services for children less than 21 years of age. My job includes but is not limited to:

  • Creating dental training material.
  • Training new employees.
  • Quality review of cases.
  • Review dental policy by working with Dental Director.
  • Supervisor backup.
  • Working with Dental Director on reviews
  • Setting up fair hearings and materials needed for the case review.
  • Working with Dental Director on fair hearings
  • Researching Dental Escalations and contacting the providers
11/2009 to 02/2012 Medical Billing Self-employed | City, STATE,
  • I owned a medical billing company offering services to Shared Vision in San Antonio, Texas; a facility for hard-to-place foster kids
  • Helped the psychiatrist, psychologist, and Therapist with their enrollment in Medicaid
  • I also made sure all submitted evaluations were promptly to stay in compliance with authorization standards
  • I worked with Superior Healthcare, and IMHS to ensure all claims were paid promptly and all authorizations for services were in place
  • I maintained all files and billed on average 75 clients weekly
  • I did weekly reports to Shared Vision and monthly reports for shareholders
  • I supplied end-of-year reports for all audits for tax and compliance reviews.
09/2002 to 07/2005 Assistant Marketing Manager - Contractor Self-employed | City, STATE,
  • Worked directly with Marketing Manager on a variety of projects
  • Coordinating concepts, and ideas to create a company products catalog, Weed Industries Web site, online catalog, and sales materials
  • Consulting with a selected printing company for specs required by Weed Industries to ensure quality finished product
  • Working with vendors for specialty items such as signs and booth set-ups
  • Researched pricing and delivery timelines for printed products with Texas-based vendors.
05/2001 to 09/2002 Creative Director Sunset Press Inc | City, STATE,
  • Coordinated concepts and ideas with clients to design marketing materials for different media
  • Designed work that strongly communicated brand narrative, goals and concepts
  • Created custom illustrations or other graphic elements.
  • Used Adobe Photoshop, Quark, and Adobe Illustrator to create variety of graphic designs.
  • Managed digital pre-press department
  • Met with department heads to translate goals from concept to completion.
  • Created scheduling workflow for the company
  • Received, pre-flighted, and corrected files for clients before running the film
  • Ran all equipment related to my department Including all computers, rips, large format color printers, and digital imaging equipment
  • Ordered supplies for my department and purchased equipment.
06/1999 to 05/2001 Digital Pre-press Specialist Horizon Graphics | City, STATE,
  • Consulted with clients to define design requirements and manage product development projects.
  • Coordinated concepts and ideas with sales staff to design marketing materials for clients
  • Leveraged proficiency in Adobe InDesign, Photoshop and Illustrator to design materials.
  • Received, pre-flighted, and corrected cleint files before running film for production
  • Ran all equipment related to my department including all computers, rips, large format color printers, and digital Imaging equipment.
07/1980 to 06/1999 Production Manager Pamela Printing | City, STATE,
  • Planned production operations while establishing priorities and sequences for manufacturing processes.
  • Reviewed production orders, schedules, delivery dates and inventory levels to determine product availability.
  • Monitored equipment, checked supplies and coordinated manpower to meet expected demand.
  • Directed cost reduction and process improvements to boost workflows and productivity.
  • Drafted and updated production documentation tracking status and delivery timelines.
  • Ran all equipment related to my department including all computers, rips, and digital Imaging equipment
Education and Training
Expected in 05/1978 to to High School Diploma | Eustace High School, Eustace, TX GPA:
Accomplishments
  • Leo Gutierrez, VP of Operations Baylor Scott, and White Health Plan | Cell: 512-820-7811
  • More as requested
  • Group Associations

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Resume Overview

School Attended

  • Eustace High School

Job Titles Held:

  • Executive Assistant II – Project Coordinator
  • Medical Affairs Fair Hearing Coordinato
  • Medical Billing
  • Assistant Marketing Manager - Contractor
  • Creative Director
  • Digital Pre-press Specialist
  • Production Manager

Degrees

  • High School Diploma

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