Administrative Assistant Executive
Resume:
Mia McCray
Newark, NJ *****
********@*****.***
EDUCATION
Essex County College, Newark, NJ January, 2008 to Present
Pursuing Business Administration Degree
COMPUTER SKILLS
Knowledgeable of Microsoft Office Suite - Word, Excel, PowerPoint and
Outlook
Operating Systems - Windows XP and Vista
ADDITIONAL SKILLS - Type 75wpm; Take Dictation; Operation of Dictaphone,
Copier, Facsimile and Pitney Bowes Postage Machine
PROFESSIONAL EXPERIENCE
East Orange Board of Education May, 2009 - June 2010
Fourth Avenue School
Head Secretary
ADMINISTRATIVE DUTIES: Report to Principal and Vice Principal; Maintain
calendars; Supervise office personnel of 3; Assist Principal with
preparation of Staff Evaluations; Prepare payroll transmittal and monthly
reports for Student Enrollment, Fire Drills, Suspensions, Absenteeism
Report for Students and Teachers; Register new students; Process student
transfers; Register students for Afterschool Program; Prepare and Maintain
Bus List; Prepare Resolutions for Field Trips; Prepare requisitions and
process purchase orders; Assist with textbook inventory; Order and maintain
office supplies; Maintain student files; Set up Parent/Teacher Conferences;
Assist in preparation of all school activities (Assembly Programs, Career
Day, Open House, Back to School Night, etc.); Type all correspondence and
memorandums for Principal and Vice Principal.
City of East Orange, Fire Department, East Orange, NJ
October, 2001 to June, 2008
Administrative Secretary
ADMINISTRATIVE DUTIES: Report directly to the Fire Chief and Administrative
Deputy Chief; Coordinated and facilitated the executive's calendar; Managed
Department's budget; prepared requisitions and purchase orders for
Department, Training Division, Fire Prevention and Communications Bureau;
Vendor interaction for billing; maintained and reconciled budget account
lines, ordered supplies and equipment; Generated monthly reports covering
several business categories, such as: Expenditure and Sick Leave Reports,
Semi-monthly Compliance Report for State of New Jersey, Yearly OSHA Report;
Revamped antiquated filing system; Responsible for attendance records (sick
leave, special leave, vacation days) of 180 departmental personnel and kept
confidential records; Received visitors and telephone calls; Opened,
distributed and routed incoming mail to proper divisions.
COMMUNICATION SKILLS: Liaison between Fire Department and Mayor and City
Administrator's Office, CFO and Corporation Counsel; Communicated orally
and in writing to convey information to management; Served as a focal point
of contact on administrative issues; Responded to a variety of
correspondence using own discretion with minimal direction; Handled
confidential matters; Researched, compiled, assimilated and prepared
confidential and sensitive documents; Follow-up on status of assignments as
liaison between the executive and subordinates.
HUMAN RESOURCE SUPPORT: Point of contact for employee related issues;
coordinated open enrollment with Personnel Department; Prepared personnel
paperwork for new hires, terminations, resignations and retirees; Point of
contact for Workers Compensation regarding Line of Duty injuries; New
Jersey Department of Personnel for posting job announcements, upcoming
test, and certifications; Set up Return to Work, Pre-employment Physicals
and Random Drug Screens; Collaborated with Payroll Department regarding
payroll transmittal, longevity increase forms, employee upgrades and
payroll deductions; Worked with Law Department to prepare preliminary,
major, and final disciplinary forms.
Secretary to the Board of Fire Commissioners
ADMINISTRATIVE DUTIES: Under general administrative direction, performed
complex and administrative work in connection with the operations of the
Fire Commissioners; Examples of duties include preparing and posting agenda
for regular and special meetings; gathered, collated, copied, put together
and arranged for delivery to Commissioners packets of materials prior to
each meeting; Served as clerk at regular and special meetings by calling
out agenda items and making notes for preparation of minutes; prepared and
published minutes of regular and special meetings; Updated and maintained
all Commission records, including keeping thorough and accurate indices of
files. Coordinated disciplinary hearings (with Law Department) consistent
with relevant timelines and deadlines, sent out notices to parties and
collated, reproduced and mailed relevant materials to parties; prepared
official documents for the Commission such as resolutions and performed
related duties as assigned; Served as liaison between the Commission and
the Fire Department to obtain, amplify, clarify and facilitate the flow of
relevant information, while maintaining confidential information.
Towers Perrin, Parsippany, NJ July, 2000 to August,
2001
Administrative Assistant May, 1995 to September,
1998
ADMINISTRATIVE DUTIES: Managed executive level administrative tasks
including scheduled meetings, conference calls and arranged travel; Managed
calendars daily; Provided administrative support including copying, faxing,
mail handling and supplies management; Reviewed, proofread and edit
documents prepared for executive's signature; Prepared timesheets, expense
reports and client billing for Principals and Consultants; Development of
executive level reports, presentations and proposals.
The Hunter Group, New York, NY September, 1998 to
October, 1999
Executive Assistant
ADMINISTRATIVE DUTIES: Direct report to Vice President; Supervised Office
Assistant; Organized details of off-site functions involving participants
availability, securing of location, menu choices, travel arrangements and
material preparation; Calendar management; Set up conference calls,
internal meetings and client meetings; Organized and maintained office
files and kept correspondence and reports available for reference and
efficient operation of the office; Handled some matters personally and
forward appropriate materials to the executive and staff; Take and
transcribe dictation.
HUMAN RESOURCE SUPPORT: Coordinated interview process between management
and 'new hire' candidates; assisted out-of-town candidates with travel
arrangements; enrolled new hires for training classes and prepared expense
reports and client billing.
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