Executive Assistant to the Dean Resume Example

• Handled scheduling and managed timely and effective allocation of resources and calendars.
• Organized patient files and streamlined operations to improve efficiency.
• Aided senior leadership during executive decision-making process, meeting with clients to research case, collect data, prepare settlement packages and interpret information for daily report generation.
• Solicited vendor quotes to determine optimal material purchase pricing.
• Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
• Oversaw day-to-day office operations, including receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.
• Monitored office inventory to maintain adequate supply levels and order products.
• Generated financial reports for management review.
• Entered invoice data into company database and updated details, including customer contacts and delivery dates to keep information current.
• Liaised with customers, addressed inquiries, handled meeting requests and answer billing questions to provide outstanding customer care.
• Developed and administered department budgets.
• Updated employee paperwork and records.
• Proactively identified and solved complex problems that impact management and business direction
• Used exemplary communication and interaction skills to build strong working relationships with partners, employees and clients.
• Handled AP/AR, budgeting collections and all other accounting functions.
• Verified accuracy of accounting disbursements such as payroll and vendor payments.
• Accurately processed data, validation and transmission for weekly, semi-monthly and sales payrolls.
• Prepared purchase orders and expense reports.
• Worked quickly and efficiently, with minimal oversight, to accomplish assigned duties.

Provide administrative support to three executives, manage a number of simultaneous projects and meet deadlines consistently and accurately.

• Primary responsibilities include: calendar management, report preparation, correspondence, meeting coordination, and budget maintenance.
• Create and maintain accuracy of marketing collateral for presentations, print and internet promotion.
• Function as a contributing member of the Senior Staff team often making suggestions for innovation and improvement.
• Represent the executive office to external vendors and guests, as well as internal members, board and staff.
• Lead the planning, implementation and follow-up of departmental and organization-wide events including but not limited to: large annual events, annual, monthly and weekly meetings.
• Event Management: Develop event plans, book speakers and musicians, recruit and train volunteers, reserve or schedule facilities, order supplies and catering, prepare event materials, track reservations, manage ticket sales, track budget expenses, arrange for reimbursements, create promotion schedules and design promotional materials.
• Represent three executives and the board with discernment and tact to members and the public through phone, electronic, and face-to-face communication.
• Maintain the department database and files.
• Maintain budgets and process executive expense records.

Served as the liaison to the public, members and staff at this non-profit organization meeting the needs of hundreds of people in the Chino Valley. Provided professional support to three executives as well as managed the office with a unique ability to develop positive relationships with members, coworkers and people in need.

• Provide administrative support including calendar management, communications, presentation research and development, filing, correspondence, travel coordination, expense reports and special projects.
• Represent the organization and executive team to external vendors and guests, as well as internal staff, leaders, and volunteers.
• Create graphic materials for print and web; including bulletins, slides, signage, banners, event fliers, posters and tickets.
• Provide an inviting and supportive environment for visitors often in situations requiring diplomacy and tact.
• Recruit, develop, train, manage and supervise a strong volunteer staff.
• Review and maintain the organization's website on a weekly basis to ensure accuracy and relevance. Update information and create graphics as needed.
• Maintain the facility calendar, coordinate facility use and contracts.
• Maintain the database and files.