Executive Assistant/Office Manager

MARY ELLEN CAPEN

http://www.linkedin.com/in/marycapen Mobile: 480-***-****

B. A. Secretarial Science *********@*****.***

SUMMARY

Senior Administrative Professional with extensive experience in supporting executive level management. Possesses excellent organizational skills and strong work ethics, as well as communication and problem- solving skills. Ability to prioritize and manage multiple tasks; detail-oriented, and able to work well independently. Proven capacity to function well in a team-oriented environment. Expertise in:

• Strategic Planning • Organizational Development

• HR, Finance & Operational Processes • Risk Management

• Office Management & Structure • Event & Travel Coordination

• MS Office & Database Management • Project Management

PROFESSIONAL EXPERIENCE

COLOGY INC., Scottsdale, AZ November 2006 – May 2012 Cology is a provider of technology based products and business services that help education finance companies improve performance, connect with and serve their customers.

Office Manager/Executive Assistant

Reported directly to the Founder/President/CEO. Organized and coordinated office operations and procedures. Performed confidential, varied and highly complex duties for the President and members of the Executive Team.

• Managed office facilities, mail distribution and assisted with some accounting duties including A/P.

• Interfaced with building management and other service providers.

• Office supply procurement including vendor negotiations.

• Identified inefficiencies in day-to-day operations and made recommendations for process improvements.

• Prepared a variety of reports, correspondence, forms, presentations, meeting agendas, notes, etc., some of which may be confidential in nature.

• Proofread and/or reformatted drafts of documents created by executive for spelling, grammar, and clarity of communication so that final correspondence is signature-ready.

• Arranged complex and detailed travel plans and itineraries, compiled documents for travel-related meetings; completed and submitted expense reports.

• Organized meetings or conferences by arranging facilities, coordinating and controlling event budget.

• Assisted executive and other management in the solution of problems.

• Created, managed and assisted with project related work as needed.

PEARSON DIGITAL LEARNING, Scottsdale, AZ December 1999 - January 2006

With over 40 years in education, Pearson Digital Learning provides a family of standards-based digital curriculum solutions spanning from early foundations through high school graduation.

Administrative Assistant I, II, III

Reported directly to the division director. Primary function included the management of site administrative issues, contribute to the customer service and training support processes, perform office/administrative duties on projects, and complete other related tasks as assigned. Duties reflect substantial variety and complexity ranging from monitoring budgets and managing vendor relationships to coordinating travel arrangements.

• Assigned for a 2-week project to Downtown Los Angeles, CA in order to adapt procedures and processes of the Pearson Education Training Center, including training of the site Office Manager.

• In the absence of an HR team, facilitated HR procedures for promoting effective recruitment processes of 100+ new employees.

• Redesigned report processes to ensure departmental travel and expenses were kept within budget.

• Coordinated 6 Outlook calendars and travel schedules of 6 senior managers to support effective internal communication and strategic planning.

• Developed performance review and merit increase spreadsheets to aid directors with yearly performance review implementation.

• Created initial aspects of event planning, which included hotel search, contract negotiations, ground supplier management, site survey planning and execution, food and beverage services for over 300 attendees at six regional training meetings twice a year.

• Designed and maintained several departmental databases, spreadsheets and filing systems.

• Generated Purchase Orders process and the procurement of office supplies, business cards and other materials as required.

SNOW SUMMIT SKI CORP, Big Bear Lake, CA 1988 - 1999

Snow Summit has led the industry in the design and operation of freestyle parks, and has one of the largest amounts of terrain dedicated to freestyle snowboarding and skiing in the country.

Risk Management Specialist (1994-1999)

Reporting to the Risk Management Director supported the development and implementation of loss prevention and risk reduction strategies to decrease the frequency and severity of professional and general liability.

• Facilitated site Workers’ Compensation investigations and prepared reports for submission to the Risk Management department.

• Developed and maintained a system for the collection, evaluation and distribution of relevant data concerning incidents, patients’ injuries and claims.

• Collaborated with medical providers, private investigators, litigation attorneys and third party administrators concerning all aspects of Workers’ Compensation claims.

• Developed a system for pre-season employees’ physicals including the design of various forms, i.e., application forms, medical questionnaires and some (Spanish) forms.

• Screened applicants of approximately 1,400 employees during the ski season, including Spanish-speaking candidates.

• Summarized job descriptions data to meet 100% of OSHA requirements.

• Produced departmental manuals and guidelines including forms design.

• Edited court opinions and liability releases.

• Arranged and conducted weekly safety meetings and inspections in conjunction with the Loss Prevention Department’s guidelines.

Personnel Assistant (1988-1994)

Reported to the Personnel Director and provided administrative support assisting all functional areas of human resources in collaboration with the departmental objectives.

• Screened applicants of approximately 1,400 employees during the ski season, including Spanish-speaking candidates.

• Developed a system for pre-season employees’ physicals including the design of various forms, i.e., application forms, medical questionnaires and some (Spanish) forms.

• Administered employee relations program including incentives, contest and mixers.

• Facilitated site Workers’ Compensation investigations and prepared reports for submission to the Risk Management department.

• Oversaw delegation of duties to a team of 6 clerical staff members.

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