Director Assistant
Resume:
Ileana M. Lima
**** ***** ******* **** *****, Apt. 209, Aventura, FL 33180
786-***-**** (cell); *********@*******.***
PROFESSIONAL PROFILE
o Dedicated, focused, detail-oriented professional, with extensive
experience in the development, implementation, and administration of
programs and initiatives, and issue management.
o Creative and visionary thinker with great skills in planning and
conceptualizing.
o Organized and deadline conscious individual who is equally comfortable
dealing with vendors, staff, clients, and customers.
KEY STRENGTHS
o Heavy VIP Travel
o Customer Service & Support
o Meeting Planning & Scheduling
o Report Development
o Confidentiality Staff Supervision
EMPLOYMENT
Executive Assistant to the President
1/2012 thru present
Ronald L. Book, PA Aventura, FL
Assist the President as follows:
o Assist the President in the preparation of
confidential or routine correspondence.
o Provide administrative support to the President in a
timely and courteous manner.
o Perform heavy transcription of all correspondence,
emails, etc.
o Assist the President in scheduling and coordinating
extensive VIP travel.
o Assist the President in coordinating medical insurance
for all employees of the firm.
o Assist the President in personal credit card
maintenance.
o Back-up to receptionist with telephone coverage when
necessary.
o Work with other individuals as necessary in carrying
out the responsibilities as listed above.
Executive Assistant to the President and CEO (Temp Position)
8/2011 to 1/2012
Health Choice Network of Florida
Doral, FL
Assist the President and CEO as follows:
o Handled a wide variety of situations and conflicts
involving the clerical and administrative function of
the office.
o Provided administrative support to the President in a
timely and courteous manner.
o Responsible for confidential and time sensitive
material.
o Prepared routine and advanced correspondence including
letters, memos and reports.
o Relied on experience and judgment to plan and
accomplish goals.
o Directed the work of others.
o Back-up to receptionist with telephone coverage when
necessary.
o Worked with individuals of other departments as
necessary in carrying out the responsibilities as
listed above.
Executive Assistant to the District Director of Emergency
Services 07/07/10 thru 4/2011
TeamHealth Southeast (working from Memorial Regional
Hospital) Sunrise, FL
Assist the District Director for Emergency Services as
follows:
o Assist the District Director in the preparation of
confidential or routine correspondence.
o Maintain District Director's daily schedule.
o Work closely with Medical Affairs Office in arranging
credentialing for all new physician new hires, for all
Emergency Departments at all the Memorial Hospitals.
o Assist District Director with payroll reports
(compiling) to assure payment of physician monthly
checks.
o Assist medical directors (for each Memorial Hospital)
with scheduling meetings, ordering supplies,
reimbursements of expenses, keeping accurate and
current records of credentials, etc.
o Work with other departmental and hospital
administrators as necessary in carrying out the
responsibilities as listed above.
Executive Assistant to the Executive Director for Strategic
Operations 01/01/08 thru 1/2010
University of Miami School of Medicine Miami, FL
Assist the Executive Director for Strategic Operations as
follows:
o Assist the Executive Director in the preparation of
confidential or routine correspondence.
o Maintain Executive Director's daily schedule.
o Arrange for travel for the Executive Director as
necessary.
o Assist the Executive Director with the Studer/UCare
initiative which began in January 2008 on campus.
Every quarter a seminar or LDI (Leadership Development
Institute) is held on campus. My responsibility
primarily revolves around the registration of the
individuals and reporting the information to the
Executive Director.
o Assist direct reports to the Executive Director (three
groups) with scheduling meetings, ordering supplies,
arranging travel, etc.
o Maintain vacation/sick time for Executive Director's
direct reports (approx. 12 individuals).
o Back-up Executive Assistant for Associate VP of
Hospital Operations as necessary.
o Work with other departmental and medical center
administrators as necessary in carrying out the
responsibilities as listed above.
Assistant to the Vice President of Special Programs
03/07 thru 12/31/07
University of Miami School of Medicine Miami, FL
Assist the Vice President of Special Programs as follows:
o Includes responding to information needs from outside
entities as needed.
o Assist the Vice President in the preparation of
confidential or routine correspondence.
o Maintain VP's daily schedule on Outlook.
o Maintain VP's schedule of outside speaking
arrangements including coordination of travel
dates/times.
o Helped to set-up and organize the office as I was the
first employee that was hired for the VP of Special
Programs.
o Schedule and coordinate the details associated with
individuals who visit the University interested in
potentially doing business with the University. This
includes travel and lodging arrangements as necessary.
o Prepare binders of information for each person of each
group visiting the University in regards to the
particular area of research interest. Sometimes the
groups were 30+ and I did all the copying, prepared
tabs, etc.
o Work with other departmental and medical center
administrators as necessary in carrying out the
responsibilities as listed above.
Assistant to the Chairman of the Department of Surgery
10/05 thru 03/07
University of Miami School of Medicine Miami, FL
Assist the Chairman of the Department of Surgery as
follows:
o Includes responding to information needs from outside
entities and patients as needed.
o Assist the chairman in the preparation of confidential
or routine correspondence.
o Maintain chairman's schedule of outside speaking
arrangements including coordination of travel
dates/times and clinical schedule modifications as
needed. Prepare and distribute a schedule of these
and other meetings and travel commitments for the
chairman. Work closely with Clinical Secretary
regarding Chairman's calendar.
o Schedule and coordinate the details associated with
faculty candidates who come to the Department. This
includes travel and lodging arrangements as necessary.
Also includes coordination of complete interview
schedule with departmental faculty.
o Prepare faculty-meeting agendas and attend meetings to
take minutes of meeting.
o Work with other departmental and medical center
administrators as necessary in carrying out the
responsibilities as listed above.
Assistant to the Director of the Center for Medical
Genetics 7/04 thru 10/05
University of Miami School of Medicine Miami, FL
Assist the Center Director by managing the daily operation
of his office. Specific responsibilities are as follows:
o Coordinates, follows through and resolves confidential
matters for the Director of the John T. Macdonald
Center for Medical Genetics. Oversees processes so
that prompt, efficient, and effective procedures are
in place to respond to requests from faculty, board
members, the Dean's office, University executive
officers and foundations' administrative officers.
o Organizes genetics local and national conferences,
special events and community activities.
o Interacts with internal and external contacts to
include interfacing with University-wide personnel,
potential donors, referring physicians, physicians
worldwide, governmental agencies, and private sector
companies.
o Acts as liaison to identify the area and/or individual
responsible for answering to the request and delegates
the responsibility to respond to such requests.
Reports preliminary finds to the Director and under
the direction of the Director independently prepares
responses in the name of the Director. Identifies and
reports areas of concern before they may become a
problem.
o Assists the Executive Director develop quarterly and
annual reports for the Dr. John T. Macdonald
Foundation related to activities in the Center's
Research and laboratory efforts. Administrative
Assistant will collect and compile data throughout the
quarter(s) from all faculty and staff members to be
used in these reports.
o Responsible for all human resource/payroll data entry
into the DHRS system under the supervision of the
Executive Director.
o Responsible for all human resource/payroll data entry
into the Jackson Resident payroll system for Medical
Genetics residents and fellows.
o Assist the Director in the coordination of the
University of Miami Postdoctoral Training Programs
certified by the American Board of Medical Genetics in
Ph.D. Medical Genetics, Clinical Cytogenetics,
Clinical Biochemical Genetics, Clinical Biochemical
Genetics, Clinical Molecular Genetics and Clinical
Genetics.
o Meets with outside vendors such as conference
coordinators and hotels, prepares budget estimates,
organizes scientific sessions, itineraries and social
programs.
o Coordinates the Director's grant related activities.
Provides support in preparing manuscripts, record
keeping, grant submission, etc.
o Generates the Director's clinical, academic, teaching
and research calendar.
o Supervises one exempt administrative assistant and one
student to ensure adequate coverage and distribute
workload to maximize efficiency. Create and implement
systems and procedures to facilitate the flow of
activities to ensure quality and quantity of work
being performed.
o Compile and maintain files related to legal matters
and prepare summaries as required.
o Make business related travel arrangements for the
Director and other faculty as requested.
o Responsible for updating Director's curriculum vitae.
o Responsible for the Director's business
correspondence.
Administrative Assistant II, Department of Urology 11/93-
6/30/04
University of Miami School of Medicine Miami, FL
Assist the Chairman of the Department of Urology by
managing the daily operation of his office. Specific
responsibilities are as follows:
o Includes responding to information needs from outside
entities and patients as needed. Assist the Sr.
Secretary in resolving office problems as necessary.
o Assist the chairman in the preparation of manuscripts,
articles, abstracts, monographs, confidential or
routine correspondence, and medical dictation.
Responsible for accuracy and timeliness of documents
prepared by the chairman's office.
o Directly supervise Sr. Secretary who also works in the
chairman's office in carrying out various
responsibilities. Includes responsibility for
evaluations and recommendations for hiring, etc.
o Maintain chairman's schedule of outside speaking
arrangements including coordination of travel
dates/times and clinical schedule modifications as
needed. Prepare and distribute a schedule of these
and other meetings and travel commitments for the
chairman.
o Schedule and coordinate the details associated with
visiting professors and outside speakers who come to
the Department. This includes travel and lodging
arrangements as necessary.
o Schedule and coordinate the details associated with
faculty candidates who come to the Department. This
includes travel and lodging arrangements as necessary.
Also includes coordination of complete interview
schedule with departmental faculty.
o Maintain a current database of key operative
procedures by type for use by the chairman as needed.
o Arrange credentialing for Chairman as well as all
other faculty for all hospitals.
o Prepare faculty-meeting agendas and attend meetings to
take minutes of meeting.
o Organize applications for all medical licenses for all
physicians in the department.
o Respond to patient inquiries regarding their
treatments, surgeries, or lab results as needed and
assist patients with transportation and lodging
arrangements. Includes assisting patients in
resolving problems before/after surgery, calling in
prescriptions, etc.
o Assist the chairman in his role as director of the
residency training program including working with the
Residency Program Coordinator as needed for this area.
This also includes assisting residents with certain
projects (e.g. quality of life questionnaire,
manuscripts, and abstracts for national meetings).
o Assist the chairman in his capacity as editor of an
international scholarly journal of urology. This
includes daily communication, usually via fax, to
England where the editorial staff for the journal is
located.
o Work with other departmental and medical center
administrators as necessary in carrying out the
responsibilities as listed above.
EDUCATION
Texas Paralegal School
9/78 to 5/79
Attended on a part-time basis taking several legal related courses
Houston, Texas
University of Houston
9/76 to 5/78
Political Science
Houston, Texas
Miami-Dade Community College
9/74 to 5/76
Political Science
Miami, FL
SKILLS
o Bilingual - Spanish (Reading, Writing, and Speaking)
o Typing 85 WPM
o Lanier Dictaphone
o Microsoft Office XP (Outlook, Word, PowerPoint, Excel and Paint)
o Ariba (Purchasing System)
o DHRS (Department of Human Resource System)
o Internet Savvy
1.
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