Janet Ingalsbe

716-***-**** ● adg502@r.postjobfree.com

Profile

Accomplished Executive/Personal Assistant with experience reporting to CEOs, Chairpersons and other top executives (CEO at Buffalo Medical Group, Department Chair at the State University of New York at Buffalo). Dedicated to making the lives of the busy C-level executive easier and more efficient. Diplomatic and tactful with nonprofessionals and professionals at all levels. Accustomed to handling sensitive and confidential records. Demonstrated history of producing accurate and timely reports. Remains calm under pressure. Thrives in deadline-driven environments.

Software Proficiency: Microsoft 365 (Outlook, Word, Excel, PowerPoint), MS Teams, Concur, Ariba, Visio, SharePoint, WebEx, Workday. Comfortable with both PCs and Macs.

Employment History

AGILENT TECHNOLOGIES Carpinteria, CA

Administrative Specialist to the Chief Scientific Officer April 2018 to Present

Create domestic and international travel arrangements

Process Concur expense reports in USD and foreign currencies

Coordinate site-wide meetings for the VP and GM of Companion Diagnostics (CDx)

Assist with Visa and H1-B applications

Process I-9s, reverify work authorizations

Onboard new pathologists and staff

Coordinate multi-site meetings – WebEx and refreshments

Remodel offices for new use

Restructured snail mail delivery system, freeing up floor space for further development

Created training binder retention and destruction system per company policy

Recognized and resolved problematic invoicing with vendor, resulting in a 15% cost savings

BLUE SHIELD OF CALIFORNIA Woodland Hills, CA

Senior Administrative Assistant to the Director of Medicare Operations 2014 to 2018

Eliminated the executive’s and managers’ time spent on expense reporting

Decreased new hire wait time for systems’ accesses by 80%

Improved returned mail turnaround time by 22%

Reduced office supply costs by 18% over previous year

Restructured payroll reconciliation for contingent workers, resulting in a time savings of 40%

Interacted with VPs and Senior Directors overseeing a company of 6,000+ employees

HEALTH NET (7-month contract) Woodland Hills, CA

Executive Assistant to the Vice President to Medical Operations 2014 to 2014

Maintained the status quo for the VP and her team while her long-term EA was on leave

STATE UNIVERSITY OF NEW YORK AT BUFFALO Buffalo, NY

Executive Assistant to the Professor and Chair of Family Medicine 2008 to 2012

Decreased shredding bill by 15% by educating staff on what didn’t need to be shredded

Minimized office move costs by reducing the number of desks/files to be moved beforehand

Re-introduced the quarterly newsletter that led to the reinstatement of recognition and awards

Optimized the filing system so inactive files were archived and obsolete files were destroyed

Introduced new minute book maintenance system that led to a 70% reduction in search time

Eliminated archived files that had exceeded their expiration date, leading to a 12% reduction in file archive costs

BUFFALO MEDICAL GROUP, PC Buffalo, NY

Executive Assistant to the CEO 2003 to 2008

Increased physician meeting attendance by almost 25%

Decreased CEO’s time spent in the office by 10%

Reduced committee meeting length overall by 15%

Updated the file management system, which reduced the incidence of lost/missing files to 0%

Introduced a new system for maintaining physician employment contracts, thereby eliminating the threat of potential breaches

Earlier experience available upon request

Accreditation

CAP – CERTIFIED ADMINISTRATIVE PROFESSIONAL ACCREDITATION

International Association for Administrative Professionals (IAAP)

Education

NIAGARA COUNTY COMMUNITY COLLEGE – Sanborn, NY

Completed courses toward a Business Administration degree

GPA: 4.0/4.0

BRYANT AND STRATTON BUSINESS INSTITUTE - Williamsville, NY

Completed courses toward a Fashion Merchandising Management degree

GPA: 3.8/4.0

CONTINUING ED COURSES in Word, Excel, PowerPoint and Visio

Contact this candidate