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Executive Assistant Administrative

Location:
Bronx County, New York, United States
Posted:
January 17, 2018

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GLORIA PAIGE

**** **** ******* **** • Bronx, NY *0469 • 646-***-**** • ac32uc@r.postjobfree.com

SUMMARY OF SKILLS/QUALIFICATIONS

Exceptionally detailed, organized and highly accurate business professional with a unique ability to successfully manage multiple projects simultaneously. Consistently leverage organizational capabilities to facilitate well-run, and streamlined office operations. Deliver outstanding results, leading to increased levels of responsibility and recognition. Well-developed interpersonal communication skills to work effectively with people from diverse professional and cultural backgrounds. Problem solving at a personal level before approaching top management

Proficient in MS Office 2016 (Word Excel, PowerPoint, Access, Outlook) Procurement Suite, Windows 8, Lotus Notes, Accounting software, EDI, WordPerfect, Blackberry, and Internet Research, Typing 60WPM, Shorthand Speedwriting, Dictation, Dictaphone, Transcribe, Supervising, Customer Service, Purchasing, Billing, Planning and Scheduling, Mail Merge, Written Communication, Heavy Data Entry (9500 key strokes), WFX

Areas of Expertise – Managing files, records & documents, handling HR responsibilities, preparing correspondences & reports, managing calendars & travel itineraries, assist in developing policies and procedures and training & supervising personnel

PROFESSIONAL EXPERIENCE

HARLEM HOSPITAL CENTER

EXECUTIVE OPERATIONS New York, NY. 04/17 – Present

Senior Management Consultant (Promotion)

EXECUTIVE OPERATIONS New York, NY. 05/15 - 04/17

Executive Secretary

Executive Operations

Maintain the hospital overtime tracking report

Manage the employee parking waitlist

Timekeeper/Payroll management and serve as liaison between the Payroll Department and department heads

Document preparation, mail handling, confidential files management and record maintenance

Prepares department notices and memorandums

Answer/screen telephone calls and forward callers and messages to the appropriate person

Human Resources

Provide consultative support to department heads regarding Recruitment from the vacancy approval process through posting

Manage the PRF approval process

Manage the Temporary Employee Request process

Prepare PRFs packets for new/backfill position and transfers for Operations departments

Assist Senior Associate Director, Executive Administration with Vacancy Control Board (VCB) management and other projects as assigned

Facilities/Planning & Design

Responds to calls/inquiries from staff/managers within the facility

Liaise directly with the engineering/maintenance department to resolve all facility maintenance issues throughout the hospital

Develop communication strategy with stakeholders and establish communication plan

Maintain the EOC Network Performance Indicator report

Contract Management

oCoordinate and participate in meetings

oOrganize, plan, and prioritize various responsibilities

oEvaluates projects to align with organizational priorities

oSchedule walk thru with vendors

oManage project budget, determine budget and create financial plan

oRequest quotes from vendor

oDetermine type, quantity and quality of resources required

FACILITIES MANAGEMENT

Executive Secretary New York, NY. 11/13-5/15

Produces appropriate work order requests and purchase orders as necessary

Responds to calls/inquiries from staff/managers within the facility

Assist in handling all facility maintenance issues for Harlem Hospital Center. Liaises directly with engineering/maintenance department.

Accompany the Associate Executive Director to various meetings and initiate follow up

In charge of document preparation, mail handling, confidential files management and record maintenance.

Coordinate and facilitate the executive's calendar to arrange appointments, meetings, and conferences

Read and screen incoming correspondence and reports; make preliminary assessment of the importance of material and organize documents; handle matters personally and forwards appropriate materials to the executive and staff.

Transmit directive, instructions and assignments and follow up on status of assignments as liaison between the Associate Executive Director and subordinates

Prepare agendas, collect materials for meetings; take minutes and keep records of proceedings as required.

Compile and maintain records, statistical information and reports

Edit, proofread and review documents prepared for the Associate Executive Director’s signature

Update Associate Executive Director on status of issues before scheduled meetings

Attend meetings as Associate Executive Director’s representative; report on proceedings

Participate in and coordinate committees as assigned

Perform related work as assigned

HOSPITAL POLICE

Executive Assistant New York, NY. 06/10-11/13

Create and cross reference information received from various databases to generate monthly reports

and graphs

Conduct intake of interviews of complainants/employees to obtain relevant information for case

pending’s. Notify supervisors of any complaints regarding safety and/or security that requires

immediate attention

Maintain heavy complex and frequently changing calendar and coordinating meetings into GroupWise for Director, Assistant Director, Captains, Lieutenants and Sergeants. Confirming all meetings and appointments, reserving meeting space, and preparing the conference room with audio-visual technology as needed.

Production and distribution of monthly reports for internal and external clients, based on department needs

Develop and manage a filing and organizational system for internal and external data.

Attends support staff meetings as scheduled. Assures accountability for all information requested,

shared and/or disseminated. Record minutes for departmental meetings/committees and prepare

written reports, and agendas

Compose, produce and edit correspondence, spreadsheets and presentation materials

Proactively anticipate and manage support associated with department's activities - to include meeting

coordination, establishment of formal process documentation and development of organizational tools for information accumulation

Directly assist in budget preparation and control activities Initiate purchase requisitions as required, inclusive of follow-up status. Reconcile invoices to proof of receipt and purchase order

Maintain group database with contact information/update phone listings & email distribution list.

Serves as the administrative liaison with other departments and internal/external clients on administrative matters relating to purchasing, facilities, operations, human resources, benefits, safety, risk management, payroll, public relations etc.

Manually enter time and leave information into spreadsheets in a timely manner, reflecting any deviations to a staff members’ normal work schedule, in order to ensure employees’ paychecks and leave balances are accurate

Continually monitor the status of all assigned timesheets. Resubmit timesheets when time, leave or overtime entries must be adjusted; after the appropriate adjustments have been made by the employee or approver, the timekeeper will re-approve all adjusted timesheets

NEW YORK BLOOD CENTER.

Data Entry/Information Processing Long Island City, NY. 03/09-02/10

Setup and prepared reports, letters, mailing labels and other text materials

Plan and key complicated statistical tables

Combine and rearrange materials from different sources

Input lists of items, numbers and other data i.e. donor’s personal information into computers or complete forms that appear on a computer screen

Reformat existing data, edit current information and proofread new entries for accuracy

Use scanners, electronically transmitted files or other form of character recognition system

Performed other clerical duties

TOWNLEY INC.

Administrative Assistant/Warehouse Supervisor New York, NY. 03/06-10/07

Read, analyzed incoming memos, submissions and reports in order to determine their significance and plan their distribution. Collected data electronically using EDI

Created correspondence for CEO and Supervisor, assisted in personal work as needed, act as true right hand to CEO, VP and Supervisor. Supervised two warehouses in the absence of the Supervisor

Utilized databases and accounting programs to organize and maintain company records. Processed daily invoices for vendors and clients, kept up with paid and unpaid invoices. Maintained purchase orders records in fulfillment and inventory system

Served as an administrative liaison with others within the company and outside vendors regarding purchase orders. Assisted Account Executive with vendor late payments.

Made decisions regarding planning, organizing and scheduling work within established guidelines

Act as the voice and face of the firm by answering, screening, transferring calls accordingly as well as meeting and greeting clients at the front desk. Performed general office tasks: created/filed (invoices), faxing, copying, scanning and handled all mail inquiries; incoming and outgoing domestic and international (DHL, FED EX, UPS, USPS, Couriers, Messengers).

INDEPENDENT LIVING ASSOCIATION.

2nd Administrative Assistant Brooklyn, NY 08/03-02/06

Provided administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and referring a range of administrative problems and inquiries

Established, maintained, and updated files, databases, records, and other documents; develop and maintain data, and perform routine analyses and calculations in the processing of data for recurring internal reports

Operated computer to compose and edit correspondence and memoranda from dictation, verbal direction, and from knowledge of established department/division policies; prepare, transcribe, compose, type, edit, and distribute agendas and meetings minutes

Coordinated supervisor’s meetings, to include meeting conference room both on and off site, logistical support (for example: refreshments and supplies, overheads, VCR, monitor, etc.) for meetings

Tracked and maintained weekly attendance and vacation records for employees

Supervised employees under the direction of the Director of the dept.

EDUCATION

University of Phoenix, Phoenix, AZ – Masters in Business Administration (2018)

University of Phoenix, Phoenix, AZ – Bachelors of Science - Business

University of Phoenix, Phoenix, AZ – Associates of Arts, Business Foundations

Katharine Gibbs School, New York, NY - Legal Executive Assistant Certificate

Martin Luther King H.S, New York, NY - Academic Diploma



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