Microsoft Office Administrative Assistant

Objective

Executive/Administrative Assistant with over 11 years of experience in non-profit and overall 20 years of administrative experience.

Experience

Hi-Hope Service Center, Inc. 06/2006 – present

Executive Assistant to the Chief Executive Officer, Chief Development Officer, Board of Directors and Family Advisory Board.

Take Initiative in the CEO’s absence

Provide administrative support to the Chief Executive Officer and Chief Development Officer

Liaison for the Board of Directors and Family Advisory Board

Maintain the CEO and CDO Calendars, make travel arrangements to include hotel and car rental

Compose correspondence/reports for own or CEO’s signature

Check deadlines on incoming requests and put primary work in play.

Process replies on own initiative or from dictation or notes

Relieve management of administrative duties - arrange amenities, refreshments, and submit appropriate paperwork for approval

Maintain regulatory files in the central file room

Send appropriate condolence, get-well and birthday cards

Interface with senior management, board of directors, family advisory board, families, contractor and vendors

Handle all phone or email inquiries within own capacity.

Coordinate client and parent yearly surveys

Maintain the center’s master calendar

Primarily responsible for Little Green Light - Donor Database Program

Ensure all donations including in-kind are recorded and acknowledgments sent out in a timely manner

Work with the Chief Development Officer to plan fundraising events

Provide assistance to CDO to prepare preliminary work for grants. Completes components of the forms/reports as appropriate.

Maintain Hi-Hope’s Grant Calendar including grant due dates and follow-up report due dates.

Provide general mass mailing assistance for development projects and fundraising

Assist with preparing sponsorship packets

Attend fundraising meetings and all fundraisers

Prepare agendas, board packets, arrange meeting facilities, prepare action minutes for Board of Directors and Family Advisory Board

Update board manual annually, keep committee information up-to-date

Coordinate Board of Directors yearly survey, Code of Ethics and Conflict of Interest Form.

Track board gift pledges and send out quarterly reminders

Maintain board and sub-committees of the board calendars. Send out reminders and meeting materials.

Open/close the center

Responsible for signing out all credit cards to employees

Primarily responsible to charge credit cards via computer

Order, disseminate and maintain tracking on supplies for clients

Serve as backup for receptionist daily

Handle multiple phone lines, screen visitors to control interruptions

Sweetwater Middle School 09/2004 – 05/2006

Front Office Clerk I

Coordinated substitutes for all staff who called off in the mornings

Entered absent notes and excuses for all students

Answered attendance questions

Created bus passes for students

Greeted and directed visitors to the appropriate location

Handled student check in and check out

Withdrew students from school

Provided lunch coverage for the nurse

Sent emails and messages to the staff

Answered phones, provided the callers with information or directed the phone calls appropriately

All other front office duties

New York Department of Education - Community School District Ten 09/1996 – 07/2004

Administrative Secretary to the Region One Learning Support Center (18 Directors) plus the Superintendent’s Office

Maintained an efficient Literacy Office for the Assistant Superintendent

Worked collaboratively with all the Literacy Coaches

Prepared for all workshops including Monthly Principals Conference and Monthly Staff Developers Network Meetings

Tracked monthly summary reports for over 100 staff developers

Coordinated and disseminated report cards to all Region One Schools

Sent and received email to all 100 Region One Schools

Prepared agendas, booklets, report cards, summer reading booklist and transparencies

Prepared documents for mailing as outlined by supervisor

Maintained filing and recorded management systems to facilitate access to and retrieval of information

Extensive phone experience and personal contact with field workers and the general public

Ordered books and supplies and prepared purchase orders for vendors

S & S Industries 05/1990 – 02/1995

Administrative Secretary/Accounts Receivable

Answered multiple phone lines

Processed incoming checks

Prepared letters and memos for the manager

Completed overall administrative duties to include coping, faxing, scanning, greeting visitors

Education

James Monroe High School – GED 1990

Drake Business School –Computerized Business Diploma - 1996

Skills

Typing 50-60 WPM

Answering Multiple Phone Lines

Microsoft Office Suite

Adobe PDF

Data Entry

Scanning Documents

Xeroxing and Faxing

Other

US Citizen

Notary Public

Reference

Alice Cunningham – 770-***-****

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