Executive Administrative Assistant
Resume:
DONNA M. SCHWARTZBAUER
Pittsburgh, PA 15214
Seeking an Executive Administrative Assistant position where my qualifications and abilities can be utilized so I can perform, accomplish and enhance my knowledge while contributing to the growth of the organization with my skills and experience.
EXPERIENCE
UPMC Passavant – Pittsburgh, PA 15237 – October 2011 to October 2012 (downsizing)
Executive Administrative Assistant I - Administrative Assistant to the Chief Medical Officer and the Vice President of Operations. Interacts with staff at all levels in a fast-paced environment. Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings; answers phones and directs all incoming calls to appropriate parties; prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner; maintains accurate filing systems with the highest regard for confidentiality, organization, and timely retrieval of documents; inputs employee time into Kronos; provides assistance to the President of the hospital on an as-needed basis. Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs.
UPMC Health Plan – Pittsburgh, PA 15219 – January 2009 to October 2011
Executive Administrative Assistant I - Administrative Assistant to the Vice President of Sales & Marketing, Vice President of Network Performance & Quality Improvement, Chief Business Development Officer, Vice President of Pharmacy and the Chief Information Officer. Interacts and assists with internal/external callers and visitors to the office. Maintains calendars and files; coordinates travel arrangements along with meeting registrations; coordinates meetings with appropriate room reservations; assists in creating PowerPoint presentations; inputs employee time into Kronos; prepares luncheons/breakfast meetings; processes expense reports and deals with highly confidential material on a daily basis. Works closely with the staff and provides assistance to the CEO of the UPMC Health Plan on an as-needed basis.
UPMC – Pittsburgh, PA 15219 – April 2008 to January 2009 (temporary)
Project Coordinator – Completed special projects under the direction of the (2) Directors of Office of Sponsored Programs and Research Support. Maintains the Time and Effort Reporting Metric (TERM) Database. Coordinates the monthly TERM and assures timely compliance. Coordinates the required meetings to assure programmatic and project progress. Works closely and communicates with the various internal UPMC and the University of Pittsburgh departments and offices. Develops and maintains Excel spreadsheets. General involvement with all Sponsored Program aspects of the organization. Assists the VP of Sponsored Programs, Research Support, and Continuing Medical Education on an as-needed basis.
Port Authority of Allegheny County – Pittsburgh, PA 15222 – December 2003 to April 2008
Executive Administrative Assistant – Administrative Assistant to the Chief Financial Officer. Also supports Directors and Managers in the Finance Division. Types and maintains various reports, including letters, memos, various daily correspondence, weekly and monthly Treasurer’s reports and resolutions. Opens and reviews incoming correspondence, memos, reports and other materials requiring the attention of Finance managers, directors or the CFO. Reviews all voucher and travel requests and employee
DONNA M. SCHWARTZBAUER
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expense statements for accuracy and inclusion of all necessary information. Collects and reviews departmental staff reports; types monthly divisional staff report for Board of Directors; maintains
company vault file, Board index and Board minutes; attends Administration & Finance Committee meetings in order to record information necessary to draft meeting minutes; inputs PeopleSoft payroll
and bereavement notices for Finance Division; schedules appointments, meetings and travel arrangements; maintains reference library and updates various accounting books as revisions are received; maintains petty cash and orders office supplies for the division; works for the Chief Executive Officer on an as needed basis.
American Architectural Products Corporation – Wexford, PA 15090 – June 1997 to August 2003
Executive Administrative Assistant/Office Manager – Assistant to the President/CEO, Director of Corporate Accounting and Taxes, Managing Director, and Controller. Manage all aspects of office operations including: Answer and screen office calls and arrange conference calls; greet visitors;
schedule appointments; route incoming mail; prepare outgoing mail and correspondence including e-mails, faxes, and overnight packages; arrange and coordinate travel schedules and reservations; organize
and maintain filing systems; order and maintain supplies and arrange for equipment maintenance; compose and process various correspondence and spreadsheets; prepare president’s expense reports.
Salem Corporation – Pittsburgh, PA 15230 – February 1990 to June 1997
Executive Secretary – Secretary to the Manager of Corporate Accounting and Taxes, Corporate Administrator of Employee Benefits and Secretary to the Financial Analyst, and Human Resource Director. Also performed executive-assisted duties for the COO, CEO/President, and Treasurer/ Corporate Controller. Organized various Board of Directors’ meetings; compiled Minute books; processed various Health/Life/AD&D/LTD premium reports for 15 subsidiaries; maintained tax/health files; arranged and coordinated travel schedules and reservations; typed tax/health reports and letters; maintained personnel files; generated census reports for all subs (confidential), and other general office duties.
Premium Restoration Contractors – Pittsburgh, PA 15212 – 1990 to 1993
Partner – Ran a small contracting company. Responsible for all administrative functions including invoicing, payroll, proposal processing, and general office management. Arrange for on-site conveniences and construction equipment.
EDUCATION
Duff’s Business Institute, - Pittsburgh, PA; Certificate – Word Processing Specialist – October 1982
Executrain/CompUSA/New Horizons, - Pittsburgh, PA; Certificates – Various software programs
STRENGTHS
Self-starter, organized, detail-oriented, competent, responsible, able to maintain confidentiality and handle multiple projects and tasks simultaneously with little feedback or supervision.
SKILLS
Notary Public. Excellent interpersonal, organizational and communication skills. Proficient in the use of Word 2007 and 2010. Windows XP, 98, Outlook 2007 and 2010. Working knowledge of PowerPoint, Visio, Access 2007, Excel 2007 and 2010.
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