Top-notch assistant with over (20) years of experience in providing administrative support to C-level executives. Highly proficient in computer and word processing skills who is reliable and responsible with a positive attitude and strong work ethic. Possess the highest degree of integrity with a stellar record of maintaining confidentiality. Maintain excellent written and oral communication skills. Strong interpersonal skills. Team player. Ability to think several steps ahead to ensure my executives are fully prepared before they ever ask. Able to set priorities and adjust them as necessary to accommodate demanding schedules or crucial deadlines. Desire to resolve issues and to see projects to completion. Ability to creatively analyze and resolve problems. Ability to accept constructive criticism. Demonstrate common sense, maturity and a professional demeanor. Am comfortable dealing with people and employees at all levels in the organization. Conscientious and detail-oriented. Am a quick learner and am able to think quick on my feet. I am flexible and can commit to work additional hours as needed to ensure completion of critical deadlines for projects.
IAAP-CAP (International Association of Administrative Professionals)
National Notary Association
Senior C-Level Executive Assistant, 04/2007 to Current HCA Las Colinas Medical Center – Irving, TX
Support CEO, CFO, COO, CNO, Executive and Leadership teams with all administrative duties Maintain calendars for CEO, CFO, COO, and CNO and schedule appointments, meetings through Outlook Interact with physicians, patients, and visitors on a daily basis to resolve or direct issues Process confidential reports in a manner consistent with the mission of the hospital Take minutes and produce final document for Medical Executive and Governing Board Committee meetings Prepare agenda, take minutes, and produce final document for Executive Team & Leadership meetings Coordinate all details for prepare special events, off site meetings and retreats for our staff, Executive, Leadership, Governing Board and MEC Committees Flawlessly handle executive's business and personal international and domestic travel Process payroll through KRONOS for Directors, managers and staff Process and reconcile expenses for all executive officers through Concur Process and schedule meeting room requisitions through Meeting Manager Stock and order office supplies as needed Greet and recognize visitors immediately upon arrival in a friendly and professional manner Proof, read and edit Administrative and Hospital policies and procedures, physician and employee newsletters, as well as all letters/reports written by others for signature of CEO, CFO, COO or CNO Provide general office duties such as sending/receiving faxes, filing, copying, binding, etc.
Maintain office security and am responsible for "opening" and "closing" the center Prepare and ship UPS, Federal Express and courier packages.
Perform routine administrative duties: disposition of mail, phone messages, calendar maintenance Arrange mail delivery with Post Office.
Support Chief Operating Officer/Ethics Compliance Officer,
Routinely updated Ethics and Compliance manuals.
Prepared documentation for E&C investigations.
DOR scheduling with department directors and other various duties regarding financial projects as assigned.
Reconcile and make daily monetary deposits to our Patient Registration/ Billing office for all payments rendered to hospital on behalf of vendor or patients.
Screened and answered telephones and directed inquiries to the Executive Vice President's office as appropriate.
Greeted visitors to the Executive Vice President's office and handled routine inquiries independently.
Accurately maintained and coordinated executive calendars to ensure that required meetings and other executive activities do not conflict.
At the direction of Executive Vice President prepared the calendar of major monthly milestones of corporation and property activities and schedules.
Master list of required reporting.) Distributed this calendar to all staff at all locations.
Assisted with meeting and event planning as related to business and charity events.
Organized meeting dates, meeting structure, and send out agendas.
Provided heavy domestic and international travel support to the Executive Vice President and Account Executives.
This support included hotel, airline, and local transportation arrangements and reservations, the preparation of pre-departure itineraries reflecting all travel and temporary stay arrangements, arranging for the delivery of required tickets (as necessary and usually to the office or EVP home), and coordinating the trip with other principles with whom the Executive Vice President will be traveling or meeting.
Upon completion of travel, assisted with the reconciliation of the travel expenses of the Executive Vice President and Account Executives, and if required, the preparation of the Company travel cost summary form which required obtaining clarification of expense items from travel or credit card vendors.
Prepared Board of Directors, Executive Committee and other meeting minutes.
Prepared weekly and monthly reports for executives.
Maintained and updated written instructions for preparing the reports as needed.
Administrated petty cash fund and petty cash refund requests by providing supporting documentation of qualified expenses.
Coded and submitted payment for all invoices including outside client/vendors and departmental.
Maintained and coded multi cost center charges.
Prepared charge back journal entries as needed in database.
Developed, maintained, and secured the executive filing system; determined the file categories and files documents accordingly.
Maintained a hard-copy list of the file categories currently in use.
Ensured that files critical to the existence, legal history and operation of the organization were maintained current, were secured, and were easily accessible when needed.
Performed clerical duties as assigned.
Maintained correspondence logs, files, information databases, and other tracking systems as necessary.
Ordered office supplies as needed for corporate office, regional offices, and property locations as needed.
Maintained office equipment such as fax machines, copy machines and printers.
Received, managed and routed incoming inquiries, correspondence, email, fax directed to Executive Vice President.
Maintained and renewed Executive's practicing licenses, passport, toll tags, VIP memberships etc.
Performed other administrative or clerical duties in support of the personal business activities of the Executive Vice President or of his family.