SUMMARY:

• To obtain a position as an administrative assistant or executive administrative assistant with established company and emphasis on customer service skills.
• Experience includes 14 years with the Confidential and work with the State and private sector.
• Strong work experience with emphasis on customer service, organization, administrative and office management skills.
• Proficient in Microsoft Outlook, Word, Excel, PowerPoint and other software also excellent skills with dealing with senior level personnel.

WORK EXPERIENCE:

Administrative Specialist

Confidential

Responsibilities:

• Temporary employee at Confidential Recruitment office
• Answer calls and refer call to appropriate personnel/department
• Arrange travel for recruiters, include registration for exhibits, travel (air, hotel, etc.)
• Obtain approvals on travel authorizations, reimbursements, invoices
• Code invoice and credit card transaction to appropriate accounting unit and general ledger
• Reconcile credit card statements for two recruiters
• Type and coordination information for recruitment report and attend monthly recruitment meeting
• Coordinate signatures of documents for Request to Recruit and Request to Hire and maintain log of documents
• Maintain various logs of information
• Manage calendar and arrange meetings
• Coordinate exhibit registration, attendance, travel, items needed for booth, pack giveaways and brochures and ensure return labels for office after exhibit
• Type correspondence, fax, copy, scan and create spreadsheets
• Type up procedures for position

Contact Center Consultant

Confidential

Responsibilities:

• Attended 4 weeks of training to learn procedures for calls in a Contact Center Environment
• Answer all incoming telephone calls regarding member’s accounts to include: debit card, credit card, checking account, savings account, loans, and other banking questions
• Handle 60 - 75 calls a day with 85% adherence
• Process orders for checks, reissue of debit cards and other items
• Open and close accounts (checking, savings, and savings certificates)
• Type travel memo request for members
• Refer callers to appropriate departments if unable to handle the call
• Submit request for letters, information, copies of checks, copies of statements, and other documents
• Attend various training on products available at the credit union and services available

Administrative Assistant

Confidential

Responsibilities:

• Develop and maintain schedules, calendars, meetings, conferences, and travel accommodations
• Complied press contacts and formulated excel documents with their information
• Greet all visitors and maintain visitor log and after hour log and notify staff regarding visitors
• Maintain records, both permanent and visitors, security FOBs issues, activate with appropriate security levels, and deactivate FOBs when employees leave
• Order business cards and name plates for all Confidential (BMAG) employees.
• Ensure that hotel reservations for employees and applicants are made or changed over to direct bill to the company
• Enter hotel information to spread sheet and send each month to Accounting
• Scan and file documents, data entry.
• Print agendas, name tags, and tent cards for all participants.
• Assembling binders, folders & presentation materials for meetings
• Sorting & distributing mail, disseminating memo’s
• Faxing, scanning, filing, photocopying, organizing
• Oversaw front office operations, including telephone coverage, visitor reception, and mail distribution.
• Generated reports using Excel
• Maintain several telephone listing of all staff and update with changes when new hires or terminations take place
• Update all information at receptionist desk for easy access to transfer callers in a prompt and accurate manner
• Prepare for mail our Explanation of Reviews for duplicate or uncovered medical bills approximately 100 per week
• Maintain daily out of office records and refer callers to other personnel to ensure responses to callers
• Assist Human Resources Department with name badges, tent cards, order supplies and other functions
• Book conference rooms when conflicts occur to accommodate large meetings or priority meetings
• Update standard operating procedures for receptionist desk as duties change
• Assist with moving endorsements for two regions to workflow to process
• Send request for endorsements from Allegheny Region to mailbox to be process
• Enter data into to spread sheet for Berkley Bucks-office award for demonstrating company’s vision
• Provide information for back-up personnel for receptionist area

Administrative Assistant

Confidential

Responsibilities:

• Maintain calendar for two Vice Presidents and three Assistant Vice President and assist other staff totaling over 50 plus personnel, heavy calendar maintenance for all of these personnel
• Print calendars daily and any material for preparation for the meetings
• Schedule meetings and conference rooms-coordinate with other admin staff for Senior Vice President
• Distribute mail to appropriate personnel
• Arrange travel for two Vice President and three Assistant Vice Presidents and accept appointment invites for their calendar
• Prepare visit request and meet/greet visitors
• Prepare correspondence and setup procedures for position
• Maintain and update telephone listings
• Scan materials for electronic files
• Send request for supplies to Senior Admin
• Request companies for repairs on office equipment
• Worked with a move from location to temporary quarters while location is being renovated.
• Included ensure labels were made with new location of staff
• Setup temporary area mailboxes, supplies, and see personnel needing headsets for area to avoid interruption in meetings being held
• Coordinate with facilities office for moving of all staff
• Maintain PTO files and other office files
• Maintain calendar for managers and office in Division
• Request AV equipment and catering for meetings/events
• Assist other staff with questions and processes

Administrative Assistant

Confidential

Responsibilities:

• Provide administrative support two area Directors and Compliance Officer-Directors were located in Northern, VA and North Carolina and the Compliance officer was in West Virginia.
• Process all new hires for the entire Territory 4 area consisting of over 500 facilities in various states (VA, GA, SC, NC, WV, PA, KY, TN) this included verifying that shots and Physicals were up to date, medical license was not expired; add all information to appropriate databases
• Record all Time Off Requests for entire territory
• Order all supplies and furniture for all the facilities in the territory, ensure shipping is sent to appropriate facility in the various states
• Operate postage machine for mailing and utilize online Confidential for shipping items to facilities
• Assist with special projects for Area Directors
• Setup meetings and workshops to include block of rooms, meeting room, catering and presentation materials
• Type various correspondence
• Meet weekly with Area Directors to ensure updates on information to submit the territory Vice President
• Gather information for weekly patient reporting from 37 plus facilities and submit information to the Vice President and other leadership
• Maintain records and files, ship out materials for marketing to facilities and back up other administrative assistant in their absence
• Submit Profit & Loss report and send to appropriate leadership personnel

Administrative Associate

Confidential, Dumfries, VA

Responsibilities:

• Assist with inventory of equipment and maintain up to date property records
• Assist and establish tracking system for tasks in SharePoint and establish new method of tracking tasks
• Maintain and update all telephone rosters, organizational charts and other documents
• Serve as back up coverage for the Program Management Motor Transportation section at the Dumfries, VA office
• Process travel claims, local travel, leave and other items
• Type various documents and correspondence
• Assist with setting up and preparing materials for annual Transportation Symposium
• Recipient of two awards-on the spot cash award and quarter of the employee award
• Support Operations Manager at Ground Transportation and Engineer Systems and Strategic Business Team Manager
• Communicate in various emails to the entire office on upcoming events, procedures, and other items

Office Assistant

Confidential

Responsibilities:

• Provided administrative support to group supporting government contract
• Processed more than 30 new hires to include direct hire employees, temp-to-perm and subcontractors
• Ensured Confidential . citizenship verified and sent to the Facility Security Officer
• Completed network access requests, badge requests and requests for military account access for the 35 personnel assigned to agency
• Processed time sheets for the 13 subcontractors working for agency and submitted to appropriate company and offices for payment
• Assisted new hires with computer access, time and attendance, travel, VPN and other systems
• Processed expense reports for supervisor and submitted for payment approval
• Typed business correspondence and procedures for the office
• Served as receptionist for the entire Dumfries office
• Submitted request for system problems, building maintenance, and supplies; coordinated with various departments and vendors to fix problems
• Ordered business cards for personnel
• Submitted supply requests for entire group at location
• Received vendors for deliveries
• Greeted visitors and scheduled conference rooms for meetings
• Coordinated breakfast or lunch arrangements during meetings

Executive Assistant to SES Branch Engineer

Confidential

Responsibilities:

• Provided executive level administrative support to a federal client - Department of Navy, Strategic System Programs
• Collected and prepared responses to inquiries from groups for various meetings
• Maintained calendar for Branch Chief and assisted with calendar for Section head to include appointments with the Admiral, travel, meetings both locally and in various locations outside of the Arlington area. Assisted with other calendars of branch personnel, and coordinated department meetings
• Coordinated meetings, arranged for conference rooms and obtained materials prior to meetings
• Typed various Navy correspondences to include memo, letters, and other documents
• Read and reviewed outgoing correspondence that required management’s approval
• Attended meetings and took minutes for actions from meetings
• Ensured that travel arrangements were made for supervisor to include airfare, rental car, hotel and other arrangements
• Performed varied clerical and secretarial duties requiring knowledge of office routines and understanding of the organization, programs, and procedures related to the work of the office

Executive Assistant to Senior Vice President

Confidential

Responsibilities:

• Provided executive administrative support exclusively to the Senior Vice President (SVP)/Director
• Maintained confidentially and protected operations in accordance with duties of the office
• Coordinated the activities and priorities of the SVP with other departments and offices
• Maintained SVP’s calendar to include meetings, appointments, conference, travel and other pertinent information
• Ensured requests for action were relayed to appropriate staff members; interpreted requests and helped resolve problems or implement action during the SVP’s absences
• Prepared, generated and maintained SVP’s files
• Prepared and reviewed materials for SVP’s signature
• Coordinated travel schedules, including making all travel arrangements
• Scheduled, greeted and escorted visitors to SVP’s office
• Maintained active confidential files relating to employee performance and pay
• Scheduled and coordinated meetings and teleconferences
• Requested data needed from unit managers to prepare and complete necessary reports, i.e. monthly marketing report
• Prepared all correspondence (memo, letters, faxes, etc.)
• Processed timesheets, expense reports and payment of any invoices
• Managed calendars for scheduling the main conference room and tech library
• Operated and troubleshoot office machines such as copiers, fax, telephone, personal computers