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Senior Executive Assistant/Coordinator Resume Example

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SENIOR EXECUTIVE ASSISTANT/COORDINATOR
Professional Summary
Executive Assistant/Coordinator with 15 years providing administrative support for executive-level staff, including coordinating complex travel arrangements and schedules. Reliable with a keen focus on detail, accuracy and the impact of the finished product.  Advanced knowledge in Microsoft Office Suite software.
Skills
  • Excellent communication skills
  • Results-oriented
  • Self-directed
  • Member, American Society of Administrative Professionals (ASAP)
  • Effective leader
  • Staff training/development
  • Conflict resolution
  • Customer service-oriented
  • Project management
  • Customer retention
  • Strong interpersonal skills
  • Team liaison
  • Extremely organized
  • Team leadership
  • Operations management
  • Conference and Event planning
  • Accurate and detailed
  • Excellent planner and coordinator
  • Advanced MS Office Suite knowledge
  • Resourceful
  • Dedicated team player
  • Pleasant demeanor 
  • AR/AP
Work History
Senior Executive Assistant/Coordinator, 09/2012 to 10/2014
 Computer Aid, Inc. (CAI) – Tallahassee, FL
  • Assists the Director in conducting administrative activities and/or special projects and staff management.
  • Assists the Director and Service Delivery Director in completing and submitting new hire paperwork and on-boarding.
  • Assists the Service Delivery Director with enforcing the Time Reporting guidelines, which vary and is determined by the type of assignment and the account.
  • Assists the Director's workload by acting as gatekeeper for team member interactions.
  • Coordinate various aspects of interdepartmental communication.
  • Coordinates the Directors calendar, schedules meetings, conferences, teleconferences, and travel, new activities and changes, as instructed/coordinated by the Director.
  • I am the information highway.
  • Make travel arrangements for Director and keep accurate records of related business expenses.
  • Prepares and submits expense reports for the Director for the reimbursement of all business related expenses.
  • Submit for approval Purchase Requests, or PR's, for the Director and the HHS practice expenses and special projects.
  • Submits billable and non-billable weekly timesheet for the Director and assists in timesheet approvals.
  • Make travel arrangements for interviewee's and keep accurate records of related business expenses.
  • Inform/train a new team member in the use and policy for making travel arrangements through CAI's corporate travel agency as they come aboard and to keep accurate records of related business expenses.
  • Train and direct team members in creating and submitting time sheets, creating and submitting expense records, assist with human resource matters and other internal processes and systems.
  • The go-to person for administrative and CAI policy troubleshooting.
  • Updates and maintains CAI/ HHS travel procedure and policy Assist in supervising other administrational staff within HHS.
  • Leads the Controllership Function Area whereas we create, publish and distribute a monthly newsletter; organizes the charity events for HHS CAI Cares.
  • Organize and maintain the HHS SharePoint site.
  • Manages and maintains contracts, correspondence, forms, manuals, spreadsheets, charts, graphs, and meeting presentation materials in SharePoint.
  • Researches reports to prepare and maintain a weekly HHS Resource List report of on/off- boarding of all HHS resources, subcontractors and employees, which is used to verify HHS resourcing income at corporate office.
  • Coordinates, executes leases, renewal leases and submits requests for monthly rent payment for Arkansas team member's apartment.
  • Notify and coordinate with the property management office any maintenance or other apartment issues as they arise.
  • Responsible for coordinating Information of team meetings, conferences, and other complex meetings/activities; this includes coordinating logistics for the meeting, supporting management in creating meeting materials, distributing meeting materials to participants, posting meeting invitations, preparing agenda, post meeting action items and following up on said action items.
  • Coordinate with corporate marketing department conference approvals, budget and PR approvals, and attendee registrations regarding all HHS annual conferences.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Write draft correspondence, presentations and announcements from the executive office.
  • Welcomes guests, clients and new hires by greeting them, in person or on the telephone; answering or directing inquiries.
  • Maintains a positive relationship and teamwork between the regional and corporate offices.
  • Performs special projects/assignments that may deal with highly confidential information, including employee relations, reports, budgets, and purchasing.
  • Serve as a facilitator for teams, process improvement, or special projects, foster team building and quality by initiating, supporting and encouraging team work and quality performance.
  • Assist in building working environment values that is free of harassment or intimidation and that is conducive to a pleasant and productive atmosphere.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Maintains and ensures good working relationship with the office building management and operations.
  • Coordinates any maintenance or housekeeping issues.
  • Maintains professional and technical knowledge by attending educational webinars; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Perform other duties as required.
  • Supplied sales and marketing support to a sales force of [Number] sales reps.
  • Managed external contacts for CEO and kept track of periodic communication needed for priority contacts.
  • Created expense reports, budgets and filing systems.
  • Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings.
  • Developed and maintained an alert system for upcoming deadlines on incoming requests and events.
  • Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination.
  • Processed travel expenses and reimbursements.
  • Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
  • Supported the human resources department in the annual employee review process to manage performance merit increases.
  • Researched, proposed and implemented vendor services to decrease costs to organization.
  • Directed administrative functions for the directors, principals, consultants and key managers.
  • Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
  • Located and attached appropriate files to incoming correspondence requiring replies.
  • Frequently used word processing, spreadsheet, database and presentation software.
  • Coordinated dealer visitations, company special events and other employee morale functions.
  • Developed and maintained an internal client filing system.
  • Trained [number] new employees on accounting principles and company procedures.
  • Worked with managers to develop annual expense plan goals.
  • Assisted management with the finalization of the annual expense plans.
  • Reviewed all expense reports for accuracy and proper expense disclosure.
  • Supported CFO through personal document management, calendar organization and collateral preparation for meetings.
  • Managed executive calendar and coordinated weekly project team meetings.
  • Created detailed expense reports and requests for capital expenditures.
  • Coordinated domestic and international travel arrangements, including booking airfare, hotel and transportation.
  • Credited for playing key role in generating over $2 million per year in revenues.
  • Reviewed files, records and other documents to obtain information and respond to requests.
  • Conducted [Number] knowledge sharing sessions per [Time period] to capture “Lessons Learned” and streamline the product improvement process.
  • Effectively communicated with and supported sales, marketing and administrative teams on a daily basis.
  • Member of Executive Management Team.
  • Trained, coached and mentored staff to ensure smooth adoption of new program.
  • Compiled and drafted [Number] [Report type] reports each [Time period].
  • Maintained appropriate filing of personal and professional documentation.
  • Wrote reports, executive summaries and newsletters.
  • Supervised the work of [Number] team members, offering constructive feedback on their work performance.
  • Defined clear targets and objectives and communicated them to other team members.
Assistant Property Manager Administrative Coordinator, 05/2006 to 05/2012
 Evergreens at Mahan – Tallahassee, FL
  • Collected, charged, posted, deposited and reconciled 412 units of rent and other property income such as utility reimbursement and miscellaneous charges of $400,000.00 per month with little to no delinquency.
  • Consistently had the lowest delinquency rate in the company each month.
  • Supervised the office staff, maintenance and housekeeping.
  • Coordinated 412 unit turnovers with vendors, staff and accounts consistently and accurately.
  • Maintained constructive relationships and cooperation with residents, vendors and management.
  • Coordinated, typed, called and delivered all resident renewal notices, invitations and leases.
  • Supervised office staff, maintenance and housekeeping.
  • Problem solved; made decisions that had the best outcome for all parties.
  • Processed and analyzed data and reports.
Administrative and Billing Assistant, 09/1999 to 11/2002
 Southeastern Urological Surgery Center – Tallahassee, FL
  • Verified patient insurance, obtained authorizations and verified co-pays.
  • Contacted all patients in advance of scheduled surgery to inform them of their co-pay or other payment amounts due at check in.
  • Negotiated payment plans with patients unable to pay the full amount due for procedure and followed up with collection calls as necessary.
  • Collected payment from patient at check in, posted payments to patients account and prepared daily bank deposit.
  • Entered all patient data into computer.
  • Assisted the medical coding department.
Education
High School Diploma: Lincoln High School - Tallahassee, FL
Associate of Arts: General, Seminole Community College - Orlando, FL
Certificate: Travel / Tourism, Associated Schools - Miami, FL
Certificate: Medical Coding, Tallahassee Community College - Tallahassee, FL
Affiliations
American Society for Administrative Professionals (ASAP) American Health Information Management Association (AHIMA) National Healthcareer Association (NHA)
Skills
Accounts Payable, Accounts Receivable, Administrative, agency, Billing, budgets, budget, charts, Computer Literate, Conferences, contracts, copying, clients, Customer Service, Delivery, directing, editing, employee relations, Fast, forms, graphics, graphs, human resource, insurance, Internet Explorer, inventory, team building, Listening, logistics, Director, Managerial, marketing, materials, Meetings, all Microsoft, MS Excel, Microsoft Office, office applications, Microsoft Office software, office, Microsoft Office 2000, Microsoft Office XP, Outlook, Outlook Express, Windows 2000, Windows NT, Windows XP, MS Word, networks, newsletter, operating systems, presentations, PR, Problem-Solving, process improvement, processes, coding, property management, publications, purchasing, quality, Quick, repairs, Reporting, spreadsheets, staff management, supervising, Team Player, teamwork, team work, telephone, Travel Arrangements, troubleshooting, type, Verbal Communication Skills, Vista, Written
Additional Information
  • Hobbies and Activities Volunteer at Imagine School at Evening Rose. Donate and advocate for Second Harvest Food Bank. Enjoy working with computers, am a novice history buff, gourmet cooking, ballroom dancing, swimming, biking and completing puzzles of all kinds.
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Resume Overview

Companies Worked For:

  • Computer Aid, Inc. (CAI)
  • Evergreens at Mahan
  • Southeastern Urological Surgery Center

School Attended

  • Lincoln High School
  • Seminole Community College
  • Associated Schools
  • Tallahassee Community College

Job Titles Held:

  • Senior Executive Assistant/Coordinator
  • Assistant Property Manager Administrative Coordinator
  • Administrative and Billing Assistant

Degrees

  • High School Diploma :
    Associate of Arts : General ,
    Certificate : Travel / Tourism ,
    Certificate : Medical Coding ,

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