Executive Assistant

Phoebe McElveen 504-***-**** **************@*********.***

Professional Summary

To maximize the effectiveness of a company executive team through rigorous information management, exemplary and values-aligned communication, and reliable executive task both simple and complex.

Skills

Computer

Bookkeeping

Human Relations

Customer Service

Experience

Union Pacific Railroad- Administrative Assistant 2012- Present

Draft new and responsive correspondence

Compile information as needed to draft executive contributions to company –newsletters or other external correspondence.

Manage and prioritize incoming correspondence, (phone, mail, and email as needed)

Ability to manage several concurrent projects to consistently excellent results.

Calendar and meeting management:

Accept/Decline meetings and engagements independently and as advised.

Assist the DTO in scheduling his time to ensure reliability and increased productivity.

Keen attention to details and completely all major task.

Facilitate any meetings, which may include the following: preparing and providing agendas and other meeting materials.

Record meeting minutes.

Maintain logical and efficient filing system for the DTO, paper and digital.

Manage all budget documents and balancing budget as assigned by the DTO.

Assist in managing financial records.

Complete a variety of administrative task on behalf of the DTO.

Arrange for travel and review detail of itineraries as needed.

Manage all purchase orders process through the e-procurement system for Avondale Terminal.

Manage special events hosted by the Avondale Terminal: Safety Feeds, SIP- Safety Inspection Process, and Employee appreciate Feed.

Perform duties associated with other agree-upon special projects as needed and as is feasible.

Consistent reliability for task simple and complex, routine, and discrete.

Training Utility clerks on new functions of there jobs.

St. Francis Xavier – Business Office Coordinator 2004-2012

Provided secretarial support to the pastor and principal including composing routine correspondence and general communication, bulletins newsletters, and notices.

Assisted pastor and principal with developing and administration of budget, solicit quotation of vendors or supplies. Requested budget transfers as required and other special projects as assigned,

Coordinated a variety of office activities and school events to assist the principal in the efficient operations of the school.

Maintained school calendar; scheduled appointments, special events, or staff meetings.

Register, release or transfer students as required. Complete enrollment information and maintain related records, rosters, or demographic and residence information.

Complied and maintained initial levels of students: updated such records as needed throughout the school year.

Enter student enrollment or calendar date in a study information system: reconcile and adjust attendance reports and submitting it to the school district.

Maintained records and inventory documents and other materials as needed.

Arranged for substitution teachers in the absences of teachers.

Entered work orders for maintenance or repairs as needed.

Tracked staff attendance.

Compiled, reviewed, amended, corrected various reports related to the school testing, custody, and guardianship and lunch programs.

Assisted with annual procurement of textbooks and other instructional materials.

Operated a variety of office equipment

Provided and accurately maintained files, records, reports and other documents.

Supervised janitorial stuff

Performed secretarial duties as assigned.

Goodwill Industries of Southeast Louisiana- Job One-Administrative Assistant 2000-2004

Organized and maintained electronic and paper files on grant documentation and resources.

Responded to letters of inquires routed to appropriate programs for review and record submission.

Assisted with date entry and coding in grant database.

Produced reports, including grant activities reports, payout reports, and other reports as needed for board, senior management, and program teams.

Supported granted manager with administrative task related to compliance, generating grant documents, mailing grant agreements, and grant funds.

Provided bookkeeping thought excel worksheet to headquarters accounting department on funds that were allocated.

Worked to enhance and improved grant management process and increased efficiencies.

Scheduled all grant meetings and recorded minutes for company executives who could not attend.

Handled all in-coming and outgoing correspondence, mail, emails, and faxes.

Acted as contract person for grant wide events

Oversee the maintenance and troubleshooting issues with office equipment; orient new staff on equipment usage.

Prepared materials for grant meetings

Conducted client survey for all grant funded programs

Researched for other grant funding through the state system daily.

Performed any other secretarial duties as needed.

Education Associate of Occupational Studies in Business Administration

Remington College -Metairie, LA 07/1999

Accredited by the Commission of Career Schools and Colleges (ACCSC)

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