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Executive Assistant to the Human Resources Director Resume Example

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EXECUTIVE ASSISTANT TO THE HUMAN RESOURCES DIRECTOR
Summary

Resourceful Executive Assistant adept at coordinating international travel, organizing large scale meetings, and managing third-party vendors. Highly self-motivated with a solid work ethic. Skilled at multi-tasking and maintaining a strong attention to detail. Employs professionalism and superior communication skills to meet client and company needs.

Skills
  • Calendar Management
  • Concur
  • Healthcare Office Management, Data Entry,
  • Outlook Scheduling
  • Event Planning
  • Scheduling Meeting and travel support
  • Event Oversight Adept writer
  • Document Control Business correspondence
  • Report generation Presentation development
  • Cash-flow report generation Budget analysis
  • Account reconciliations
  • Travel arrangements ,Domestic/International
  • Administrative support, Financial, Next, Vendor Management
  • Schedule appointments, Forms, Office Management, Visio
  • Human resources, Payroll,Onboarding
  • Business correspondence, Mailing, Project Management
  • Proofreading
Education and Training
Associate: Business Administration1998Denmark College
Bachelor of Science: Business Administration And FinanceExpected in 12/2020Clemson UniversityClemson, SC
Experience
Executive Assistant to the Human Resources Director03/2019 to CurrentBoeing AerospaceMiami, FL
  • Manage and maintain Outlook contacts information and review for accuracy -Manage Outlook calendar thoroughly by reviewing meetings and managing conflicts.
  • Communication with the VPs is important in successfully managing the schedule -Provide a Three-Week Look Ahead and Things of Interest email every Friday.
  • This email should include calendar highlights for the next three weeks (special meetings/events) -Weekly/Monthly/Quarterly Meetings.
  • Organize meetings happen at a regular cadence.
  • Review with the VPs the timing and continued need for these meetings.
  • If it is a quarterly meeting, the appropriate warning that the meeting is upcoming is necessary.
  • Distribute necessary reports for standing meetings.
  • Manage travel to include: -Plan and finalize arrangements/logistics (transportation, lodging, directions, trip point usage, meetings, etc.).
  • Coordinate passing security clearance when necessary.
  • Complete expense reports.
  • Create reports and presentations utilizing PowerPoint, Excel, FastTrack, Visio, Word, and other tools as needed Provide administrative support at meetings, track and attend calls and meetings; capture actions and maintain action list to ensure follow up
  • Coordinate travel arrangements and prepare expense reports
  • Calendar Management, meeting schedule and coordination with internal and external customers
  • Coordinate monthly and weekly highlight reports
  • Planning and coordinate of personnel morale events
  • Support generation and analysis of reports related to overhead budgets, staffing, and organizational metrics.
  • Follow up on action items.
  • Ie credit card statements each month in a timely manner.
Executive Assistant to CEO & CFO05/2017 to 03/2019Healthcare Corporation of AmericaFort Lauderdale, FL
  • Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Arranged appropriate travel, visas, agendas, necessary contacts and country information.
  • Scheduled Board of Directors meetings and assisted with meeting materials and agendas.
  • Serves as super user of agency's electronic health records system (EHR), providing input and training to the medical team as needed.
  • Monitors CEO & CFO schedules, makes adjustments as necessary as it relates to blocking and altering schedules.
  • Approves travel expenses and reimbursement requests.
  • Collaborates with other administrative team members, human resources and the finance department on special projects and events.
  • Coordinate customer facing webinars, including developing relationships with vendors, tracking customer attendance and post-webinar follow-up.
  • Reviews subpoenas received from attorneys and federal/state court systems to determine appropriate responses while meeting regulatory due dates and ensuring protection of member accounts.
  • Identifies document originating state, reviews accuracy of information requested on subpoenas, ensures compliance with health regulations.
  • Reviews and verifies agency requests to identify personal and account information (e.g., SSN, names, addresses) requested on subpoenas to determine match/none match to member account(s), prior to responding to requesting agency Contract Management Coordinates actions with internal procurement and legal teams if needed.
  • Reported status of current contract processes to management.
  • Resolve any existing contract conflicts.
  • Creates language standards and rules for existing and new contracts.
  • Served as a liaison between internal and external parties during contract development and negotiation stages negotiated terms, conditions and pricing, and ensure they are accurately executed and satisfied.
  • Followed up to guarantee contractual payments have been made.
  • Analyzed potential risks that contract changes may pose to the organization Fiscal Duties Analyzes and audits laboratory billings and invoices.
  • Manages, maintains, and reconcile all medical care services related financial information.
  • Ensures accurate and timely posting of charges for services rendered.
  • Reviews and process billing adjustments, refunds, transfers and returned checks.
Executive Assistant to the Chief Executive Officer05/2010 to 06/2017Ambient HealthcareBeaufort, SC
  • Managed the personal family matters for the CEO including but not limited to: collecting family personal tax documents and coordinating with family CPA for annual tax returns; assisting in bank refinancing of multiple residences; making medical and dental appointments; arranging for household maintenance and repairs; conduct personal shopping; create and mail family holiday card and maintain holiday friends and family mailing list, and arranging pet care and boarding.
  • Assisted in managing household bills for two residences and four rental properties, pay and track professional and personal credit card expenses, write checks for rental property expenses, make bank deposits, track expenses for tax purposes, and keep a balanced checkbook.
  • Maintained and updated the CEO's schedule and calendar (electronic and paper/desk top), for personal appointments.
  • Coordinated domestic and international travel arrangements for family trips including all hotel, air and ground transportation.
  • Drafted and finalized emails, letters, and memos on behalf of the CEO (professionally) and compose correspondence relating to private/personal family correspondence.
  • Executive Administration to President, Typed all correspondence for the President; prepared selected meeting minutes; sets agendas for selected committees.
  • Maintained Presidents calendar in Outlook.
  • Distributed memoranda from the department of pharmacy to departments within the hospital.
  • Received in-coming phone calls and directs them to the appropriate individual.
  • Scheduled appointments for the President; advised when attendance is required at various meetings.
  • Established and maintains office and general files for the department.
  • Provided receptionist duties for visitors; may provide information or obtain requested information or refer to another department member as appropriate.
  • Distributed mail as appropriate.
  • Logged invoices for payment of bills; coordinated purchase orders with invoices; assists director in maintaining master list for charging purposes.
  • Processed outpatient prescription billing for employees, coordinating the pricing, billing and payroll deduction slips with the business office.
  • Verified completeness of controlled drug proof-of-use sheets; separates and files forms for easy access for auditing purposes.
  • Maintained reference library.
  • Participated in billing audits for third-party payers when requested.
Senior Executive Assistant08/2002 to 05/2010ReMax Choice PropertiesBeaufort, SC
  • Composed and prepare confidential correspondence, reports and other documents.
  • Managed Chairman and CEO's calendars and independently schedule appointments.
  • Screened incoming calls and direct or respond appropriately.
  • Field calls and assisted in facilitation of homeowner concerns and/or complaints as necessary.
  • Prepared and distributed correspondence and company communiqués on behalf of the Chairman and CEO.
  • Responsible for creating sophisticated MS PowerPoint presentations, spreadsheets, graphs, etc.
  • For Board meetings, Company Events, speaking engagements, etc.
  • Arranged programs, events and conferences.
  • Arranged complex and detailed travel plans and itineraries.
  • Scheduled and made necessary travel arrangements.
  • Coordinated and arranged Board of Director and Board Committee meetings.
  • Prepared agendas, reserve and prepared facilities for meetings as necessary.
  • Managed and maintained Project Investment Committee materials, including scheduling calls and maintaining the meeting minutes.
  • Posted items to company intranet.
  • Transcribed notes from periodic Financial Review Books.
  • Organized and maintain file system, and file correspondence.
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Resume Overview

Companies Worked For:

  • Boeing Aerospace
  • Healthcare Corporation of America
  • Ambient Healthcare
  • ReMax Choice Properties

School Attended

  • Denmark College
  • Clemson University

Job Titles Held:

  • Executive Assistant to the Human Resources Director
  • Executive Assistant to CEO & CFO
  • Executive Assistant to the Chief Executive Officer
  • Senior Executive Assistant

Degrees

  • Associate : Business Administration 1998
    Bachelor of Science : Business Administration And Finance Expected in 12/2020

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