Administrative Assistant Executive

Kylihia A. Fair

**** **** ****** *******, ** ****8

Phone: 678-***-****

Email: *******@*******.***

Summary of Qualifications

Skillful and dedicated administrative professional with extensive experience in management of daily office operations and administrative functions to include:

Comprehensive support for executive-level staff including scheduling meetings, coordinating travel, processing expenses and effectively managing all essential administrative day-to-day tasks.

Extensive experience in customer service, project/event coordination, records & file management and computer data base management.

Compiling, analyzing data, and running reports

Highly focused and result-oriented, able to identify goals and priorities and problem solving.

Creating presentations, reports, and spreadsheets.

Excellent written and verbal communication skills, self-motivated, and well organized.

Proficiency in Microsoft Office Suite (Word, PowerPoint, Publisher, Excel, Access & Outlook), Adobe Acrobat, QuickBooks, Desktop Publishing, Banner, Databasics and Concur.

Professional Experience

Morehouse School of Medicine (MSM) - Atlanta, Georgia

Satcher Health Leadership Institute 2011 to Present

Executive Assistant

Budget Support

Assist with financial and budgetary planning; Assist with developing, planning, and formulating the annual budget totaling over 7.3 million

Review expenditures to ensure conformance to budget limitations; Ensure compliance with approved budgets; Assist with issues related to funds availability

Analyze financial reports and documents for adverse trends and budgetary problems; Determine impact of any proposed changes

Monitor budget status reports monthly and perform analysis of expenditures and revenues; Maintain data and systems for budget tracking and reporting; Maintain records of expenses and budget balances

Responsible for expenditure and revenue decision making; Assist with preparing budget summaries; Make budget recommendations and obtain approval for changes, expenditures, etc.

Reconcile monthly payroll allocations; Initiate and process Personnel Action forms, Labor Redistribution forms, budget changes, Journal Entries, and other financial documents

Assist with preparing grant budget proposals, effort certification review, and grant closeouts

Responsible for financial and budgetary planning and preparation of MSM’S annual budget.

Reviews expenditures of requisitioning departments to ensure conformance to budgetary limitations.

Analyzes financial reports and documents for adverse trends and budgetary problems; determines impact of any proposed changes.

Ensures compliance with approved budgets.

Monitors budget status reports monthly and performs analysis of expenditures and revenues.

Responsible for expenditure and revenue decision making independently.

Ensures institution is current in meeting financial goals and objectives.

Morehouse School of Medicine (MSM) – Atlanta, Georgia 2007-2011

Department of Pediatrics

Administrative Assistant III

General Office Support

Manage departmental phone lines and correspondences

Communicate and/or coordinate supervisor’s instructions and desires with of the departments five divisions.

Maintain accurate filing system for information, referral and retrieval; maintain a systematic filing system complete with a computer-based library and proper security measures for confidential documents according to federal level guidelines

Gatekeeper for all documents requiring departmental leadership signature and authorization

Assist in the coordination and execution of conferences and meetings

Faculty & Staff Support

Arrange and schedule travel and accommodations for faculty, staff and out-of-town visitors. Completes necessary Travel Advance (TA) and Travel Expense (TE) forms

Complete Personal Action (PA) forms and request to recruit personnel (PR) forms for faculty staff recruitment. Finalize travel arrangements, advertisements and interview appointments for faculty and staff recruitment

Assist with the training and orientation of all faculty and new clerical staff on computer software and hardware

Maintain employee personnel files; including ensuring that appropriate performance evaluations, leave request forms and demographic information, etc. is obtained and filed

Maintain "time and effort" reports completed by departmental faculty; maintain records of employees' time worked and leave balances

100 Black Men of America - Atlanta, Georgia 2002-2007

Executive Assistant

Managed the daily administrative operations for the Chief Operating Officer and Chief Financial Officer’s office

Answered internal and external telephone calls

Accounts Payable

Processed and maintained company invoices

Assisted the development of other budget-related documentation and reports

Maintained office inventory and ordered office supplies as needed.

Organized and coordinated event locations for all off-site meetings including; conference registrations and travel arrangements

Managed department filing system.

Sorted and distributed mail

IT Liaison/web developer

MGR Food Service- Atlanta, GA 2000 - 2006

Administrative Assistant

Processed payroll, purchasing and inventory control

Provided customer relations via daily correspondence, telephone calls, facsimiles and emails to various departments and vendors

Typed all Corporate proposals, RFP’s, and letters

Responsible for scheduling football season games

Education

Clayton State University, Decatur, Georgia- Information Technology (2011-2014)

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